Anita Macdonald, Deputy Marketing Manager at Meet Cambridge, the city’s free venue-finding service, said: “The office Christmas party has traditionally been a chance to bring everyone together. But as the way we work continues to change, businesses are also having to rethink what a Christmas celebration looks like. With colleagues working different hours, following different diets, managing accessibility needs or choosing not to drink alcohol, there’s no longer a one-size-fits-all approach to the office party.”
Here are some top tips from Meet Cambridge, for planning your Christmas party this year:
Start with an inclusive approach
Before you start planning, think about the people you'll be inviting and how you can create a celebration that reflects the diversity of your workplace.
While many colleagues may celebrate Christmas, others may observe different traditions or not celebrate religious holidays at all. Simple steps such as using inclusive language, offering a variety of activities and focusing on a broader festive or end-of-year celebration can help ensure everyone feels welcome to take part.
And if you're not sure, ask. Talking to colleagues about what an inclusive end-of-year celebration looks like to them can provide valuable insights. You may not be able to accommodate every suggestion, but simply asking shows that their views matter.
Find the right venue
Choosing an accessible and accommodating venue is one of the most important aspects of planning an inclusive event.
When assessing potential venues, consider:
- Step-free access and accessible facilities
- Public transport connections
- Accessible parking
- Dietary accommodation
- Quiet spaces for guests who may prefer a calmer environment
- Flexible room layouts and event formats
The venue can have a significant impact on whether everyone feels comfortable attending, so accessibility should be considered from the outset rather than as an afterthought.
Be flexible with dates and times
One of the simplest ways to make a Christmas celebration more inclusive is to rethink when it takes place.
Not everyone will be available for a traditional Friday or Saturday night event. Family commitments, religious observances, travel arrangements and caring responsibilities can all affect attendance.
Alternative ways to celebrate could include:
- Weekday lunches
- Festive brunches
- Afternoon celebrations
- Early evening events
- Informal festive gatherings
For some organisations, moving the celebration into working hours can remove barriers to attendance while still giving colleagues the opportunity to celebrate together.
Greater flexibility can also improve venue availability and, in some cases, reduce costs.
Prioritise dietary requirements
Good food and drink are often at the heart of festive celebrations, so ensuring everyone can enjoy the menu is essential. Gather dietary requirements, allergies and intolerances as early as possible and discuss these with your chosen venue(s). A venue's ability to cater confidently and safely for different dietary needs can have a significant impact on guests' experience.
A growing number of people are also choosing not to drink alcohol, whether for health, cultural, religious, personal or lifestyle reasons. Rather than treating non-alcoholic drinks as an afterthought, make sure your event includes an appealing selection of low- and no-alcohol options that are every bit as attractive as the alcoholic choices.
To help you plan with confidence, Meet Cambridge has worked alongside Association of British Professional Conference Organisers (ABPCO) to put together a Managing Dietary in Events toolkit, covering everything from understanding dietary terminology to recording guest requirements and working with your venue.
Consider alternative ways to celebrate
An inclusive festive event doesn't have to follow the traditional Christmas party format. Alternative celebrations can appeal to a broader range of colleagues, including:
- Festive afternoon teas
- Winter lunches
- Drinks receptions
- Winter punts
- Festive walking tours
- Quiz or board-game evenings
- Baking or cookery classes
- Charity volunteering
- Team breakfasts or brunches
For businesses with hybrid teams, shared experiences can be particularly valuable, giving colleagues something to participate in together rather than simply recreating the office party outside the office.
Make travel easy for everyone
Factor in how guests will get to and from the event, particularly during the busy festive period. Look for venues that offer:
- Good public transport connections
- Accessible parking
- Nearby accommodation
- Step-free access routes
If overnight stays are available, ask about group discounts to make the event more accessible for colleagues travelling from further afield. Cambridge offers a range of accommodation options, including the colleges for an unforgettable stay in the city.
Shared party nights can reduce cost and stress
Not every business has the time or budget to organise every element of a Christmas celebration from scratch.
Shared festive party nights can provide a simpler alternative, with entertainment, catering and decorations often arranged by the venue.They can reduce the planning burden while still providing an opportunity for colleagues to celebrate together.
However, businesses should still check that the format, timings, food, drinks and accessibility arrangements work for their particular team.
There is no single formula for an inclusive Christmas celebration. The key is to plan around the people you're inviting, rather than assuming everyone wants the traditional Christmas party.
Whether you're planning a traditional celebration, a festive lunch or a winter experience, Cambridge offers a wide range of venues and activities to bring teams together at the end of the year.
For your next Christmas event, get in touch with Meet Cambridge, at: https://www.meet-cambridge.com/event-enquiry/