How to plan an inclusive work party

The Question, from one of our customers:

I’m on the leadership team at my medium sized company (we have around 200 employees). A rep from our Employee Resource Group came to me this week saying they are having real trouble arranging what used to be called “the Christmas party”. They have been trying to be completely inclusive and are struggling to decide on a concept that’s inclusive to everyone; not centred around alcohol, not necessarily after work, an accessible location, not too loud, inclusive food choices…

I was at a loss as to what to advise them, as obviously we want to be inclusive but we also want to have the party for our employees to look forward to and enjoy - and we need to book it ASAP! 

What do you advise?

We put this question to our Collective of over 200 amazing Equity, Diversity and Inclusion experts and here is what they recommend:

GATHER DATA

I'd recommend asking everyone who will be invited to weigh in on what will be most inclusive to them through a short questionnaire, says Neurodiversity, Mental Health and Innovation expert, Solène Anglaret. You may also invite a diverse group of employees to volunteer and help organise the event, ensuring that it's representative of everyone's voices and needs.

Forget guessing and stressing, says Sex and Gender Equality expert Virginia Mendez, ask for employees’ input on preferred timings, dietary needs, accessibility considerations, and activity ideas.

Explain that you are trying to be inclusive and that you probably won’t manage to do the preferred option of everyone but you care and want to listen. This not only ensures the event meets their needs but also helps them feel valued and included and reinforce the company commitment with diversity and inclusion.

If you have gathered a lot of data this year already, says inclusive hiring expert, Martyn Thomas, you could task Managers with collating opinions in their team meetings.

intentional invitations

Says Sex and Gender equality trainer and author, Virginia Mendez

It’s great to see companies understanding how intentional one has to be in order to organise something truly inclusive. I think caring enough to ask the question is a brilliant first start.

Give people every assurance they have been thought about carefully. When sending invitations, communicate the event’s inclusivity, detailing how dietary needs, accessibility, and quiet zones have all considered.

Explicitly state there’s no obligation to participate in any activity.

be ok with people not wanting to go

Says Coach and EDI Consultant, Pk Kulasegram

To build on Solène and Martyn’s points about data I’d say to ask people who have attended in the past what they liked about the event and what they didn't - as well asking the people who did not attend why this was - and be open to the fact that some people just do not want to attend such events.

And that’s OK!

Oddly enough, inclusion means making sure that people have the choice not to turn up - and that this is just as supported as the decision to turn up.

Afterwards, Set up ways for people to give you feedback, and then think about how you will action this feedback. You want to be clear that you are taking the feedback seriously and to demonstrate that it leads to change.

If people do not wish to attend and you still want to show your appreciation, consider gifting small tokens etc.

One of the things to consider for Inclusive Cultures expert Victoria Dale is making your event optional for people to attend.

Avoid making it mandatory as some people might not want to attend - some employees may have personal or cultural reasons they don't want to attend so it’s important to be respectful of this.

be clear on what you are celebrating

Says Gender Identity expert, Cynthia Fortlage

Are you - and your employees - clear on what your event is celebrating? Is it a year of amazing company achievements? Is it a ‘thank you’ for 12 months of hard work? Focussing on the values behind this event can move it away from being about “Christmas” (which might not be something all of your employees celebrate) and bring people together in celebrating achievements, and creating joyful memories.

Shifting the focus to what truly matters opens the door to ideas that aren’t bound by specific traditions, but instead creates a shared sense of organisational belonging, for everyone. Focussing on values and celebrating your employees, can help create a memorable event that reflects your company’s commitment to inclusivity and belonging, offering something for everyone to enjoy.

It’s all in the name

Says change management expert, Leah Brown FRSA. Can you call your event “Countdown to 2025” or use your company name and put “thank you” in the event name (eg “Powered By Diversity Thanks You”) so people feel like their contributions will be recognised - and get excited about being there.

I would agree, says Virginia Mendez, choose a neutral, inclusive name such as "Winter Gathering" or "End-of-Year Celebration" to ensure it feels welcoming to all, regardless of cultural or religious backgrounds.

face the fear (and do it anyway)

Says Coach and EDI Consultant, Pk Kulasegram

While I absolutely get the fear and wanting to be as inclusive as possible, the first step is to acknowledge that you're never going to get this 100% right, and that is okay. Be clear that you're trying and more to the point communicate that you want to do better each time you put on this event. This is not the end point, it's the start of a journey - it's much better to try and improve, than to not try at all. Effort really does matter.

As Cynthia said, Be clear about what you are trying to achieve with this event and why. Then ask yourself if this is the best way to achieve that. It's important to remain curious and compassionate with yourself and others as you answer this as you may come up against some biases you didn't know where there. That's okay and totally normal! Breathe, and work out how you work through those.

When deciding on a date, think about things like school holidays, religious observances, general workload and big deadlines. Can you even do it in the New Year to avoid piling another commitment onto people’s plates just before the holidays? Timing-wise, consider school pick ups, general working hours and things like prayer time.

You’re never going to please everyone

Says Inclusive Cultures consultant Ian Clarke

In any inclusivity scenario - indeed any interaction you'll ever have in life - the outcome all comes down to 'what is our authentic purpose here?' Choose the wrong goal and we cannot get the right outcome.

For example, if our purpose is not to offend anyone, then there is no way for us to succeed and we should cancel the party.

But if our purpose is truly to 'give our employees a party to look forward to and enjoy', then we will do all we can to do that. Mistakes and misunderstandings are scientifically inevitable, due to the random and universal nature of Human Error. How we handle those as they arise comes down to the quality of our leadership.

Providing our intentions are authentic and in the common good, nobody could ever take genuine offence nor levy deserved criticism at us for executing them.

P.S. I'm no Christian but I'll gladly wear a santa costume and dance under a tree if you're buying the drinks. My point here being that we can all choose to offend/ take offence... or not to. It takes two to tango.

Celebrate your employees’ cultures

We faced a similar challenge to this a few years ago said Hispanic Heritage & Inclusion expert Laura Sgroi. We were a large organisation with employees who represented over 40 countries!

We decided to the event to celebrate diversity, by inviting employees to get together and share their unique holiday traditions. From Hanukkah to Christmas to Kwanzaa - and beyond. Employee groups "hosted" celebrations, sharing meals, displaying artefacts, and celebrating their cultures. It became a meaningful way to unite the us, while celebrating what makes us different. Each country was represented with music, food, flags, and traditional attire. It was a vibrant, educational experience that highlighted the beauty of our global cultures. These moments of interaction, no matter how big or small, are opportunities to create lasting memories and foster a deep appreciation for diversity and connection.

don’t overthink it

Says inclusive hiring expert, Martyn Thomas

I think it is important not to overthink this. Many venues cater now for all dietary and drinking needs and in equal measure support accessibility. You might even be able to host your gathering in the office!

I recommend something that is perhaps 6-8 or 9pm and instead of stressing about decorations, just relax and make it a time for people to come together and socialise. The event it is an opportunity for leadership to speak, to have a guest motivation speaker or possibly to do awards and recognition. Doing something that shows investment and care is important. Perhaps a gift voucher can be handed out, even if for £15 or a little gift of some kind to show appreciation for the year.

Location is key

Says Coach and EDI Consultant, Pk Kulasegram

There is a lot to consider in terms of location, and it will be impacted by the kind of event you want to have, size of the event etc. Some considerations are:
- Size and ventilation (no one wants Covid for the holidays!)
- Seating. Is there plenty of space for people to sit if they need?
- Lighting (there may be limits to how much control you have over the lighting itself, BUT you can pre-warn people about the lighting situation, whether there will be flashing lights or very low lights).
- What kind of food/ drink is permitted (some places will have restrictions on certain things for fire safety)
- Bathroom set up. Are there gender neutral options? Accessible bathrooms? Single sex bathrooms? Communicate this to your employees in advance so they know their needs have been thought about.
- Access. Is there step free access? Is the location easy to get to by a variety of means? Is it something novel like a boat and if so, have you thought about the fact that some people may get motion sick (personally I would advise against novelty)? How far is the location from people's place of work?

Food. Ensure you have options available rather than only if people ask. Halal, kosher, vegan and gluten free are a good start (dishes do not need to be all of the above, you can have a dish that is gluten free, one that is halal etc.)

Be clear about what the event will entail - rough agendas can be helpful so people know what to expect.

opt for Day-to-night

Says Men & Redefining Masculinity expert, Andrew “Bernie” Bernard

Why not hold a lunchtime 'End Of Year Celebration Event' at a place were a number of different food sources abound - somewhere like Bang Bang in Watford or a BoxPark-type place.

Think long, bench tables of mingling and people buy their own food (maybe the company subsidises equally across the ranks - say £25 a head). People can choose to sit with who they like and eat/ drink as they wish.

Start at 12:30, with no expectation to return to the office/ workplace and then people can go on further/ later if they want to.

innovate it

Says Equity, Diversity and Inclusion expert, Toria King

As Solène suggests, circulate a survey to get employee preferences quickly. Frame the event as a "winter celebration" rather than a " Christmas party”. And as Bernie mentions, try to organise a winter-themed lunch or brunch instead of having it only take place after work. This avoids after-work conflicts and opens the event to more attendees. Look for accessible venues with flexible layouts. Ensure the menu includes vegetarian, vegan, and halal options and whilst you can, of course have alcohol there, make sure it’s an option for some, rather than framing it as the centre of things.

Here are some more ideas I have seen work well:

The not-a-party party

So many more people than you might think, actually prefer other activities to parties. Can you do a lively group quiz - or even an accessible escape room experience, with a festive twist? Perhaps those that don’t want to ‘escape’ can be doing a quiz at the same time!

Hold a Seasonal Fair or Market-Style Event

Host a winter fair with food stalls offering diverse cuisines (including dietary-friendly options). Include non-alcoholic drinks alongside traditional festive options. Have quieter zones for those who prefer a less noisy environment.

Have a Hybrid Celebration

Why not combine in-person and virtual components - for those unable to attend physically? You can hold a could create a live streamed or recorded option for main activities.

can you Take it all online?

Says Disability & Chronic Illness expert, Alice Hargreaves

A festive get-together doesn't need to be in person! What about a festive role player gaming session, a quiz, or an online cookery class where you help by providing the ingredients?

You'll probably end up creating something way more memorable than a boozy trip to the pub - and you won't have to worry about finding an accessible venue (which is harder than you might think), people having to arrange childcare, or it being centred totally around alcohol.

…or go for a full blown festival!

Says Sustainability expert, Parisa Wright

We’re holding a Festival of Festivity - it’s a day (11-6pm) of celebrating how different cultures celebrate this time of year with fun music, food and drink and desserts from around the world (made by staff or food trucks). We’re also doing a little market with craft/ making workshops, games plus of course some local, sustainable and preloved items for sale. We’ll throw in a bit of karaoke and a craft workshops room and even a stand up comic from 4-6pm!

Choose wellbeing over booze

Says Health & Wellbeing expert, Kirsty Smith

Have a party that helps to set them up for the festive period and the year ahead. Instead of focussing on a party that is centred around alcohol why not have it centred around wellbeing? Have a local wellbeing centre offering taster sessions for various treatments throughout the day, cocktail/ mocktail making. Wellbeing and nutrition talks to help staff feel well throughout the festive period.

This is also a great opportunity to support staff with their personal vision and goals for the year ahead.

accessibility isn’t just about step-free access

Says British Sign Language expert, Emm Sharpe

If you hire a band you could hire an interpreter to sign the lyrics/ performance and announcements/ compere?
Visit venues restaurants to see about acoustics and lighting - is it light enough or are there areas where lip readers signers can see each other to sign and lipread?
Look for venues which have areas that are quieter for people who might want or need to seat themselves away from loud music or background noise.