As the festive season approaches, many businesses are preparing to celebrate with a Christmas party. However, it’s essential to remember that this time of year can be challenging for many employees. Different backgrounds, beliefs, and personal circumstances all play a role in how people approach the holidays.

Organising an inclusive workplace celebration can foster a sense of belonging and community while ensuring everyone feels valued and respected. Georgia recently spoke with Mo Kanjilal from diversity and inclusion consultancy Watch This Sp_ce, and Sussex Innovation members The HR Dept about the key considerations for planning an inclusive and supportive work party: 

Setting the Tone for Inclusivity

Acknowledging diversity during the holiday season is crucial. As Mo Kanjilal, Inclusion Expert and Co-Author of ‘The Inclusion Journey‘, highlights, “There could be a variety of reasons why people find this time of year difficult. There are those who have family situations that make it tough, those struggling financially, those without secure housing, and those who follow other religious celebrations at other times of year. It’s good to acknowledge that people might want to celebrate, or not celebrate in different ways. Acknowledging this does not take anything away from those who do want to celebrate; it’s about understanding that there are differences.”

Creating a welcoming atmosphere starts with how you frame the event. Instead of labelling it a “Christmas party,” consider using more inclusive terminology like “Festive” or “End-of-Year Social.” This simple change can help set the tone for an event that embraces a range of traditions and practices.

Common Pitfalls to Avoid

When planning holiday celebrations, businesses often make mistakes that inadvertently exclude certain employees. According to Kanjilal, “It’s when organisations do not think about differences in how people live and celebrate that they encounter problems. Not everyone is free in the evenings, for example; that can be tricky for those with children. Other issues we see are with alcohol, not offering food choices, choosing venues that are not accessible, activities that not everyone enjoys, and so on. The best thing to do is to give people choices and ask people, and also make sure it’s OK not to join in if people do not feel they want to.”

To avoid these pitfalls, involve employees in the planning process. Consider conducting surveys to gauge preferences and availability. Providing options ensures that everyone can participate in a way that feels comfortable to them.

Choosing an Inclusive Venue

Selecting the right venue is a vital part of ensuring inclusivity. Organisations should prioritise spaces that are accessible to all employees. Kanjilal notes, “Look for somewhere accessible, with good transport options (or provide transport), somewhere that is not going to involve a journey down dark streets afterwards, and the best places are those that offer choices to people in terms of what they can eat, drink, and when they can leave.”

When it comes to venue types, opting for restaurants over pubs and bars can create a more comfortable environment for many employees. Some individuals may feel uneasy in venues primarily focused on serving alcohol, especially those with religious beliefs, cultural values, or personal choices that discourage drinking. Restaurants typically offer a broader range of dining options and a more relaxed atmosphere, allowing everyone to enjoy the celebration without the pressure or discomfort that might accompany a bar setting.

In Brighton, several venues embody these characteristics. Consider places like Brighton Dome, known for its accessibility, or community-based venues and experiences that can tailor offerings to meet the needs of all attendees. Outdoor options, such as ice skating at Brighton Pavilion or visiting winter markets, can also provide fun and engaging alternatives to traditional indoor parties.

Supporting All Cultures and Faiths

One of the keys to an inclusive celebration is recognising and supporting various cultures and faiths. Kanjilal suggests, “We have seen some great examples from organisations we work with, things like ‘beliefs days’ giving employees the choice to use that for their own celebration, or asking people what they celebrate and how the employer can include that celebration. It’s about not assuming that everyone celebrates the same things and does the same things to celebrate.”

Encourage employees to share their traditions and how they wish to celebrate. This could mean organising activities that reflect different cultural practices or allowing employees to take time off for significant observances. Creating time and space within your team where colleagues can discuss their holiday traditions can help build a culture of understanding – and a happier, healthier work environment.

HR Advice on Gift Exchanges

When it comes to gift-giving, organisations should establish clear guidelines to foster an inclusive environment. Thoughtful present exchanges can enhance team spirit, but it’s essential to ensure that gifts are appropriate and sensitive to employees’ diverse backgrounds.

Clear communication about what is expected can reduce the risk of awkward situations for both buyer and recipient, and help to ensure that your gift exchange runs smoothly. As Beeby suggests, “make sure you point out that participation is optional, as some employees might not have the budget to join in or may feel uncomfortable buying a gift for a colleague that they hardly know. It’s a good idea to set a budget to reduce the risk of employees overspending on their gifts. Somewhere between £5-£10 may be a reasonable suggestion – or perhaps suggest all gifts should be bought at a charity shop to benefit local charities. It would also be wise to provide a little guidance on appropriate gift giving, for example: avoid alcohol to respect those who don’t drink, don’t get too personal and steer clear of fragrance and body products.”

Giving and Receiving Corporate Gifts

Gifts for employees on behalf of your organisation should also be purchased with similar care and attention paid to cultural sensitivities, as well as fairness. “If you are going to give gifts to your team members, ensure you are consistent in what and why you gift,” Beeby suggests. “An overly generous present to one employee in a similar role to others could be questioned as unfair and lead to poor morale.”

It’s also advisable to ensure that you and your team are aware of any parameters around what gifts they can accept from grateful suppliers and customers. “Whilst we all enjoy the odd box of chocolates, it’s worth reminding staff what is an acceptable gift. Be clear that they are welcome to keep or share any gifts of minor value, but that they will need to inform a manager about any larger gifts, or gifts where the gift might encourage you to agree a proposal, sale or any other questionable intent. Check your own Bribery Policy or guidelines and inform staff accordingly. If you don’t have such a policy, this could be a good time to implement one!”

HR Advice on Alcohol at Events

The management of alcohol consumption during holiday parties is vital. While these events can boost morale and teamwork by bringing everyone together in a relaxed social environment, introducing alcohol into the mix can also lower people’s inhibitions and create further HR challenges.

“If you supply alcohol at an event, beware what could follow, from indiscreet comments to inappropriate behaviour, or even bullying and sexual harassment,” warns Beeby. “Following the introduction of new legislation in October you have a duty to anticipate when sexual harassment may occur and take reasonable steps to prevent it. You should have already updated your anti-harassment and bullying policy and undertaken a ‘preventing harassment checklist’. We recommend undertaking a ‘preventing harassment’ risk assessment in respect of any planned event over the holidays.”

It’s important to have protocols in place for addressing potential issues with alcohol consumption during work events. Clear communication about expectations regarding alcohol can help mitigate risks. If an employee drinks too much, having a plan to address the situation discreetly and compassionately is essential. Businesses can create a safe and respectful atmosphere by encouraging moderation and providing non-alcoholic options.

Addressing Alcohol Consumption

“Although people can be unpredictable, it shouldn’t deter you from going ahead with a social gathering for staff,” concludes Beeby, going on to outline a few simple steps organisations can take to prioritise responsible drinking:

  • Remind your employees that whilst any event is intended to be fun, it is an extension of the workplace and similar rules will apply.
  • Consider an equal reward for employees who may not drink due to religious or health reasons, or any under-age team members such as trainees or apprentices.
  • For those who are drinking, it would be wise to limit consumption and assign a manager or two to remain sober and keep an eye out for any untoward behaviour.
  • Ensure that staff are made aware of your Alcohol and Substance Misuse Policy.
  • If you are planning an event offsite, the location should be accessible to all those invited. Consider providing complimentary transportation or arranging designated drivers to ensure everyone gets home safely.
  • Ensure everyone is familiar with your Social Media Policy, as not everyone will appreciate embarrassing party photos or inappropriate comments being posted on Facebook.

Ultimately, the best way to ensure that everyone has a good time is by providing support and helping employees to feel safe. Following up with anyone who may have overindulged demonstrates care and responsibility on the part of the organisation. Think about how to curate social events with alternative activities that do not revolve around drinking, such as team-building games, craft workshops, or volunteer opportunities – and offer a variety of non-alcoholic beverages, such as mocktails or speciality sodas, to ensure that all employees feel included in the festivities.

Final Thoughts

An inclusive work Christmas party can significantly enhance employee morale and foster a sense of belonging within the workplace. By acknowledging diversity, avoiding common pitfalls, choosing accessible venues, supporting various cultures, and being mindful of alcohol consumption, organisations can create an event that truly celebrates the spirit of the season.

If you want to find out more about how HR & Employment Law can support your team and benefit your business, why not sign up to a Free Monthly Clinic Slot with the HR Dept team here.

If you want to learn more about Diversity & Inclusion, access WatchThisSp_ce resources here. You can also get 20% off a copy of Mo’s book The Inclusion Journey by using the discount code KOGANPAGE20 here.