Question: “Due to the economy, we are looking for ways to host a cost-effective holiday party for our employees. In the past, we have been accustomed to nice venues with large scale professional entertainment, open bar and a nice dinner buffet for our employees and their spouses (about 135 people). We have three offices and have provided hotels for those who have driven in from other parts of the state. Should we host a party for employees only? Change bar service to three complimentary drinks only? Consider appetizers vs. a sit-down buffet style dinner? Consider giving employees gift cards and skip the party? “ — Rhonda
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{ 24 comments… read them below or add one }
I agree with Judy, in this economy it’s time to think differently about holiday gatherings.
It only takes one person to ask the question… in this economy with so many unemployed people suffering is there something we as an organization can do for the community this holiday season? We polled our organization in the early 1990′s of 600 employees and they agreed. They gave up their party and used the company funds for the party and also generously donated personal funds to adopt families from local non-profits. We ended up adopting 150 families and it did more team building than any other party we ever had.
I’m sad after reading the responses to this question…
Our business unit has the traditional potluck for our team using an extended lunch hour but instead of elaborate entertainment we “adopt” a family or two from a local non-profit organization that helps those less fortunate.
Everyone contributes a gift to the family and we use our party time to wrap the packages with donated paper/ribbon/bows.
We schedule a delivery time for a later date and it’s so rewarding to see the faces of the children when we come and play “Santa”.
Everyone involved LOVES the idea of helping others less fortunate as that’s what Christmas is really all about.
I work for a community mental health agency. We used to have a party at a resort and the spouse or guest would pay for their meal. We can’t afford to do that anymore so we do department lunch potlucks and secret Santa gift exchanges.
Please keep the spouses included – this is a true benefit and honors the employee.
Buffet vs. grazing stations…the costs can be close…so buffet may be a better bang for the buck.
Do only a cheese, fruit and cracker appetizer – and it should only be for about 100 people (or 20% less that RSVD’d) as it will be HUGE typically.
The bar can be open but with 2-4 beers, 2 wines and asst soda to reduce cost. 1 hour before and 2 hours after dinner. Make mixed drinks “buy-your-own”. BIG SAVINGS!
Skip centerpieces…banquets will add candles usually for $0.
Go with standard linens – forgo the colored linens at a premium.
We have had a company Christmas party with spouse attending for 2 years. This year we are down sizing to an in house get together (employees only). We rather give our employees a better bonus this year.
In our organization, we do a plain old fashion potluck. We post sign up sheets and most people will bring in a dish or two.
My company always hosts a large party with a catered buffet. It is paid for out of the employee fund, which is largely funded by the proceeds from our recycling program (a great incentive to recycle!). In addition to the big party, though, we have pot luck breakfast and lunch every day on Christmas week. Everyone who wants to participate signs up to bring something once or twice during the week, and we always have a great variety of dishes. Everyone goes to lunch at their usual time, and we all sit together. The atmosphere is very festive, and we look forward to it every year. In fact, our Christmas week feasting is one of the first things new employees hear about when they are learning about our corporate culture.
I was reading thru this forum and came across your response….you mention that you have an Employee Fund that you received proceeds from a Recycling Program….what type of program do you have? I am interested in implementing something at my office and would be interested in what you are doing.
I used to work in environment similar to yours during my medical industry days and the events were elaborate. Since I moved into a new industry over five years ago, I found that department parties are more personal and build morale. On Thanksgiving, we have the whole floor bring a potluck meal and reserve a conference room. Everyone just takes their lunch hour at specified time and they grab a plate. On Christmas, we just keep it within our department, we hold door decorating contest and have the white elephant game exchange. We all do another potluck (everyone brings dish) and we block out 1.5 hour for our party (using our lunch our) and categorize this as a team building event for that .5 time. We usually look foward to these events, the door contest usually is a small token gift of $20 for each member of that door that wins.
Keep the party. As said before it is a big morale builder and if it disappears it is difficult to bring back into the corporate budget. If you can, host the party at the office and bring in tables and chairs. The office is a whole different atmosphere at night. Food can be brought in via a catering service. Having a cash bar and limiting the drinks to 2 per person ensures no excess of alcohol. Drink tickets work well. Several suggestions for entertainment: search for talent within the company and utilize that; check around at the local high schools for choirs or bands that can come to entertain; small local bands or DJs, even Karaoke outfits can be very reasonable. Good Luck To You!
Regarding your holiday party, and as the spouse of a caterer, here are some suggestions. Have your party at a more reasonable venue, keep the spouses (you’ll have a better turnover); Bar service – cut it down to 2 complimentary drinks (this also helps to have more sober people on the road as well); and as far as food is concerned, buffet style will be less expensive than appetizers. Appetizers can rack up a bill because you are paying a per piece price and usually 100 pieces of any appetizer is minimum. Remember when serving appetizers, you have to calculate at least 5-6 pieces per person minimum. You will have a nice holiday party anyway. Hope this helps
In my newsletter which I issue annually before the holiday season, I caution against serving alcohol at company-sponsored holiday parties.
Too many things can go wrong if alcohol is served, and most of the things that happen are bad.
I have also done party coordinating for several years and have found that you can reduce the cost of the party by simply making the buffet a combination of appetizers and hot/cold items. Also, eliminating the open bar and either have only wine/beer at each table, limiting drinks to two per person or just having a cash beer definitely reduces the cost. Finally, shop around for entertainment. The cost of entertainment varies greatly. I would not recommend skipping the party. Once a party is skipped, it may be difficult to get it back from management when times are better. Plus, this party is a huge morale booster.
I have done holiday party coordinating in just about every company I have worked for in the last 6 yrs. The last company I worked for was very tight with the budget due to the growth within corporate. We had to divide parties by departments because we had gotten so large and they thought it would be more cost effective. We did a party committee that included one person from each deptartment within the group who were put together for a holiday party (example: Accounting was made up of cash apps., tax, general ledger team, etc.). Each person from those groups made up a committee that got together to come up with a ideas with a cost breakdown of an event they thought would be fun for our team. We went over all and chose 3 events within our budget (which was usually $50/person) for the dept to chose from a nd majority always rules. That seemed to work for us. You will still have complainers but once the event happens they will be happy.
A big cost saver would be to cut out the open bar, and instead have bar where beverages could be purchased. You could still serve wine and/or champagne at the tables, and that would be good. I would try to stay away from doing an employee only event. Many people really enjoy going to events with their spouses.
A party allows people to get together that would otherwise not have a chance. We’ve had parties at the office with “heavy” appetizers which included dishes that could be considered part of a meal, but everything was reception style with small plates rather than sit down dinner. Drinks–two tickets each. Employees were able to bring a guest at cost. Depending on venue this would range $15-50.
In lieu of a “party” I wouldn’t mind a day off; but everyone is different. Since this is for the staff, how about offer specific suggestions to staff and allow them a vote?
When we have an employee party we only give out 2 free drink coupons . This is because if someone is overserved from liquor, the company is not liable for over endulgement. We also provide a cab ride home if an employee does get too intoxicated to drive home. We also expect RSVP so there is no misunderstanding of how many dinners will be needed. To downsize just a fun employee party, we had each employee bring their special dish. This was great fun as all employee’s made such a variety of choosing. Our Company provided the soda’s and water.
We are a nonprofit and do not pay for a party. Years ago we started asking employees if they would donate .50 per pay period (13.00 year) from they check for a Christmas party. Most everyone signed up and even if they didn’t they were still included in the festivities. We also do fund raising (bake sales, raffles, sell hot dogs, raffle off the best parking space for a month). Last year we raised enough to pay for the employee, spouse and gave out Walmart gift cards. It was great.
We used to go to the country club and have a nice meal and some games. Even went to an entertainment place where we teamed up for bowling and laser tag. that was a hit but expensive and not everyone’s choice. Then we’ve started having lunch catered in. Set up tables and chairs all around the office. We have a holiday decorating contest and award 1st, 2nd and 3rd prize gift cards. The owners have let employees leave early in the afternoon (2:30pm). This setting has allowed our traveling employees to come in and visit with their colleagues. Some departments have set up music and games and anyone can join in. Everyone has enjoyed this scaled down option and seem quite appreciative.
I work for a government office as well, and therefore our employers cannot pay for a party. It’s up to us! We do several fund raising events throughout the year to raise money. Depending on how much we raise, we chose a venue, usually a nice restaurant that will cater or offer a buffet. Our social committee will pay some of the cost for employees, and each individual will pay the difference. Guests will pay the full price. We cannot have alcohol on agency property, which is why we don’t have the party at the office. Whatever venue we chose, we request an open bar. We prefer a banquet room, because we have an emcee (staff person) who directs the games; we sometimes have skits, or sing-a-longs, and traditionally have a White Elephant Gift Exchange that turns into a free-for-all.
We tried the pot luck at work route, and it was too much like the pot lucks we have on a semi-monthly basis. Everybody was very disappointed. Having it elsewhere gives everyone an opportunity to dress up, socialize with co-workers and their spouses (or whatever), have a nice dinner and lots of fun. It’s a great morale booster, too.
Over the years, there have been times when the economy and/or budget restraints have made it necessary to forgo the “norm” when it comes to Holiday Celebrations. I think the best received alternative to a huge Holiday celebration was the year the company I was working for at the time gave the entire Company Christmas Eve off w/pay, in addition to Christmas Day. It was a Holiday Gift from the Company that everyone enjoyed.
All of the downsizing suggestions you mentioned sound good except the one for “employees only” and leaving out the spouses. Your employees probably already spend more time at work than with their families, so why take away this one chance for them to have a nice time together? Even the gift card with no party would be better than that.
Starting this year, we are going back to the old traditional office party. Instead of it being at some venue or restaurant, it will be at an office. It will be a potluck, so there is the same variety of food as there would be in a restaurant, but the only cost for us will be decorations. Some are disappointed, but all realize that times are different right now and things NEED to change regarding cost control.
I work for a city government & we have a winter party every year. There is a nominal charge for each employee & a guest & a nearby hotel gives the city employees a special rate. There are different themes each year.