Office Party Etiquette

Office Party Etiquette
By Amy Wall

The Holiday Season is once again upon us. Bring on the cheer! As work and holidays meet we must prepare ourselves for the ultimate outcome of their union: the office party. This apparent oxymoron creates a question that has puzzled and evaded many otherwise cheerful celebrants: how does one party in the office?

We are, of course, all familiar with the concept. The idea is to bring together people who spend most of their waking hours toiling under fluorescent lighting and throw them into a social occasion. It’s (theoretically) good for morale. However, many think of the word ‘party’ as synonymous with ‘escape from work’ so when the party is introduced to the workplace the issue can cause a bit of confusion.

The basic party planning questions still exist: where and when to have the party, what to eat and (more importantly) drink, and what sort of activities are suitable.

The first dilemma is where to have the party. One obvious choice for those who want to have their office party in a neutral and natural environment is the office. For those that want the convenience of the in-office party without the hassle of planning, a local caterer might be a good idea. A general caterer can always attend to such details as linens, silver, china and even a bartender. For larger parties a party planner or full-service caterer may be in order. This type of service will often provide music, lighting, flowers and even attend to such details as the invitations.

In some larger companies where party planners are not used either a single coordinator or planning committee could be another option. When throwing a party as a thank-you to employees Heidi Irwin, Manager of Public Relations at Blue Cross and Blue Shield, who heads a party planning committee recommends a luncheon held on the premises. "By having the party during the regular lunch hour it saves people scheduling problems like hiring sitters for children." It also encourages participation because the party comes to the employees rather than the other way around.

The in-office party can suffer from a certain sterility when held in the every day environment, especially when the party is especially large. Thus, participation in these larger in-office parties can be concern. At times, guests might not be eager to congregate with those they see on a daily basis, especially in a setting such as a company cafeteria. This is a special concern when the group is large and people can become lost in the crowd. Irwin, who sometimes throws parties for over 2,000 workers, has counter-acted this effect through inviting each employee individually. "We designed four different invitations and each individual was invited."

Providing entertainment makes the occasion more festive and less mundane "We hire a jazz band to play background music and provide atmosphere," said Irwin. "We also hold a raffle for a Grand Prize and instant prizes." The raffle encourages participation because people have to be there to win. "We want people to come and enjoy themselves and the less trouble they have to go through the better," said Irwin.

Which brings us to the next important consideration. What to eat and drink? "Every major celebration revolves around food," Michelle Hart-Henry, Manager of Community Health, Marketing and Promotion works closely with the Blue Cross in-house caterers to create menus for their office luncheons. Certain considerations to keep in mind when planning these celebrations are the number of guests and the appeal of the food. "For a variety of food needs and for a large audience a buffet style is often best," said Hart-Henry.

Somehow the company cafeteria that is dined in daily by the masses does not always seem to be the most informal and relaxing environment. Local bars or clubs often offers an excellent alternative. Many area restaurants will offer food buffets and/or drink specials especially for medium to large parties. In some cases, local Happy Hours are more than happy to sponsor office parties in the hopes that they introduce new clientele to the establishment.

Some businesses have strict policies on what types of beverages can be provided at company sponsored occasions. At some gatherings alcohol is a welcome ingredient to the party mix allowing people to relax among their peers. At other gatherings the consumption of alcohol is frowned upon as unprofessional, bacchanalian and decadent. If an office chooses to partake there are a few things to keep in mind.

The first, and perhaps most obvious, point is that drinking can be expensive. While bars and caterers will provide alcohol and servers, both can be costly. The price mark-up on alcoholic beverages can often be in excess of fifty or sixty percent. However, the investment in this service can be worth it. If a company chooses to out source for their bar needs then they can expect that the caterer or restaurant will help monitor alcohol intake for the safety of the guests. Which, after considering the possible consequences, is an immeasurable benefit.

However, if a company would like to save money by providing their own beverages at retail cost it is still suggested that they have a bartender for the evening. A novel idea that some companies have adopted in the fashion of a ‘celebrity’ bartender is to have a company executive, or several company executives, play bartender throughout the evening. The appearance of an authority figure at the bar can encourage moderation while simultaneously improving inner-office relations.

In any case, planning far in advance is key to the success of any party. Setting a date at least a few months in advance is recommended. Holding a party on a weeknight or Sunday helps to avoid conflicting with guests’ prior holiday commitments. The most important thing to remember is that everyone, including those planning the party, needs to relax and enjoy the festive occasion.