7 Tips for Planning Your Next Workplace Get-Together

Workplace events create opportunities for employees to socialize and enjoy each other’s company. Business get-togethers are more than just a break from routine; they are coordinated events that can help improve company bonding, teamwork, and overall productivity.

A workplace get-together requires careful planning and attention to detail. It’s important to select activities and catering options that can improve morale and allow employees to connect on a personal level.

From budget to theme, here are some tips on planning an effective office gathering.

1. Consider Your Budget

Setting a budget is an important early step in planning a workplace event. This means evaluating your finances and determining exactly how much you can spend on food, activities, decorations, and any other necessary costs.

Without proper financial planning, it’s easy to overspend on items you don’t need for a workplace get-together. You might end up purchasing a team-building activity or committing to a caterer without first confirming you can afford the expense. A budget ensures that you allocate your money wisely between the most critical elements of your event.

You can host an enjoyable workplace get-together on virtually any budget. With limited finances, look for venues that offer affordable rental rates and discounts for corporate events. Consider caterers that offer buffet-style meals, which are often more affordable than per-plate options. 

2. Choose a Suitable Date and Time

Particularly if you plan to host your event after work hours, it’s important to choose a date and time that employees can attend. Consider employees’ calendars to determine if they have any conflicting work or personal commitments. While you might not be able to find a time that works perfectly for everyone, this will allow you to find a time when most people are free.

Strike the right balance between weekday and weekend options when choosing the time for your event. While weekdays might be more convenient for some employees, others likely have evening commitments after work hours. Weekend options might allow more employees to participate in your event, especially if it will last several hours.

You can consider work holidays for your event, though keep in mind that employees might have conflicting family priorities. Be mindful of potentially busy periods when choosing the event date and time. Depending on your business, this might include peak production times or month-end closings.

3. Get Creative With Activities

The right activities can motivate employees and create an unforgettable work get-together. They help boost teamwork and add a sense of fun and entertainment to any event.

Be sure to choose challenges or games that are accessible and allow everyone to participate. Here are some exciting activities to choose from:

• Escape rooms that engage employees’ communication, teamwork, and problem-solving skills;
• Cooking classes that allow participants to build or refine their culinary skills;
• Outdoor adventure challenges, like scavenger hunts, that involve clues and unlock employees’ competitive nature;
• Creative workshops — like painting, woodworking, or pottery — that offer hands-on opportunities for creative expression.

Fun activities at a work get-together go a long way toward building morale and creativity. They allow employees to see different sides of their coworkers, and learn to appreciate one another for their different abilities. These same activities also foster leadership, communication, and decision-making skills that are valuable in any workplace.

4. Consider Dietary Restrictions

Accommodating dietary restrictions and preferences isn’t just a courtesy; it’s a necessary step in planning a work get-together. A Statista survey revealed up to 40% of Americans have dietary restrictions, with 19% cutting out carbs, 10% avoiding lactose, and 5% vegetarian. When it comes to gluten, 1% of the population has celiac disease. As event coordinator, it’s your responsibility to be mindful of these restrictions and offer a range of culinary options everyone can enjoy.

The best way to plan for dietary restrictions is to consider them well before the event. When you send paper or digital event invites, consider including a place where employees can notify you of any dietary preferences. This allows you to plan ahead, and it makes employees feel respected and heard.

If you’re working with a caterer, provide them with employee dietary needs before the event. If you’re organizing food and beverages yourself, choose a range of meal options that support a variety of dietary needs. Be sure to label food and ingredients clearly, and include snack options like fruit, vegetable bites, and gluten-free crackers for enjoyment.

5. Choose a Theme

A fun theme for your workplace get-together helps create a memorable event. It transforms a standard work function into a celebration, with decorations that add a unique element of creativity. Themed events also allow for more creative expression, particularly for employees who want to wear attire that matches the theme.

Here are a few themes to consider for your next workplace get-together:

• Casino night: Recreate the drama of a Las Vegas casino, complete with tables for poker, blackjack, and roulette.
• Roaring ‘20s: Create a lively atmosphere with timely jazz and swing music, speakeasy cocktails, and 1920s-era attire like flapper dresses, pinstripe suits, and fedoras. 
• Red-carpet gala: Dress to the nines for an elegant soiree, with formal evening gowns and suits, statement jewelry, a roaming photographer, and a red carpet welcoming all guests.
• Under-the-sea adventure: Dive into an underwater event with decorative blue fabrics, tasteful beach attire, and desserts shaped like popular sea creatures.

These ideas add originality to your next workplace get-together. They encourage all participants to embrace their creative side as they enjoy each other’s company.

6. Select the Perfect Wine 

Wine adds elements of sophistication, grace, and enjoyment to a workplace event. The right wine collection complements your meal and elevates the entire employee experience.

You can find wine options to pair perfectly with any meal selection. For example, different types of red wine pair well with grilled meats and pastas. White wines pair with seafood, vegetarian dishes, and salads. Choose from rosé wine types if you’re planning to serve appetizers or chicken. Sweet wines go great with cheese selections, fruits, and desserts.

A basic understanding of different wine types is important when choosing wine for your event. This helps you pair the right wine with the right meal for the right effect. You can even use this knowledge to pair wine with fresh selections from your local farmer’s market.

7. Plan for Transportation

As a representative of your company, it’s your responsibility to protect employees’ well-being during the event. This includes transportation to and from the event, which is important for protecting employees’ safety and convenience. It also eliminates the need for employees to deal with traffic and find their own parking.

Partner with a ride-sharing service like Uber or Lyft to offer safe transportation for your event. Make sure to reserve these rides ahead of the event, so that they are guaranteed to arrive when employees need them. Include details like your event’s address, preferred pickup times, and any other arrangements you feel drivers might need to know.

For best results, establish a firm budget, event date, and invitation plan weeks before the event. Choose dietary options and wine pairings that include all guests, and plan for transportation after the event ends. This results in a workplace get-together where employees feel valued and appreciated by their employer.