December is the busiest month of the year for party bookings. Venues fill quickly, staff start asking when the event is, and managers are left to decide how much responsibility the business carries once the drinks start flowing. This is a seasonal guide for employers. It sets out the questions to settle now, before bookings are confirmed and invitations go out. It is general information, not legal advice.
Why November is the time to plan
Many venues take deposits and fix their menus weeks before the event. A late booking can mean fewer dates, a smaller room or a set menu that does not suit everyone. Starting the planning in November gives you time to choose a date that works for the whole team, check the venue’s own policies, and brief managers properly.
Bookings made now should also account for the winter weather. Cold snaps and winter storm warnings can disrupt travel in December, so a plan for getting people home is part of the event, not an extra.
Conduct still applies at a party
A work-related party is not a space where the normal rules stop. Staff are representing the business, and colleagues, clients or suppliers may be present. Your policies on harassment, bullying and behaviour should apply to the event, and managers should be ready to act if something goes wrong.
The harassment duties on employers have become stricter in recent months. Our October guide on the Employment Rights Act 2025 changes explains what the stronger duty means in practice, including the duty to take reasonable steps to prevent harassment by people outside the business, such as customers or contractors. A party is a point where those issues can arise, so it makes sense to check your policy against that guidance before the event.
Send a short written reminder to everyone invited. Say that the usual standards of conduct apply, give the name of the person to contact about any concern, and confirm which parts of the event are optional. Keep the tone friendly and the message short.
Checks to make with the venue
The venue is part of your responsibility as the host, so ask some direct questions before you sign:
- Capacity and layout. Is the room sized for the number of guests you have confirmed, with space for people to move about safely?
- Licensing and insurance. Does the venue hold the licences it needs for the event, and does it carry its own public liability insurance? Ask to see the paperwork rather than relying on the booking confirmation.
- Drinks service. Can the bar stop serving at a set time? Does the venue have a policy on guests who are visibly intoxicated?
- Accessibility. Can guests with mobility needs get in, use the toilets and find a seat? Is there a quiet area for anyone who needs a break?
- Emergency arrangements. Who is the venue’s first point of contact on the night, and what is the procedure if someone is unwell?
Write the answers down. If the venue cannot give you clear answers, consider another venue.
Plan the journey home
Winter evenings are dark, and in a cold snap roads and rail services can be disrupted. Check when the last trains and buses run from the venue and whether taxis are easy to book. If the event goes late, a short note on transport can stop people driving tired or walking home alone in poor conditions.
If you are providing a minibus or cab account, agree the arrangements in writing with the operator and confirm the pick-up times and locations. Make sure staff know who to call if plans fall through, rather than leaving them to make their own arrangements on the night.
Alcohol and non-alcoholic options
Many party problems start with drinks. Offer non-alcoholic options that feel like a proper treat, not an afterthought. Consider a finish time earlier than people might expect, and make sure the end of the event is clearly signposted.
Some employers choose to limit the number of drink tokens or pay for a set amount per person. Whatever you choose, tell staff the arrangement in advance so there is no confusion on the night. A clear, fair approach is easier to defend than an open bar with no rules.
Secret Santa and gifts
Secret Santa is popular because it keeps the cost low and the fun high. Keep it optional, keep names anonymous until the reveal, and agree a spending limit that the business sets. Offer a no-spend option, such as a card or a handwritten note, so colleagues on lower pay are not left out.
Tax treatment of gifts and events can depend on the type of gift, its value and how it is provided. Check the current HMRC guidance or speak to an accountant before you assume a gift or event is free of tax.
Things to avoid
- Mandatory attendance at a social event outside working hours, without a clear rationale.
- Forfeits or games that rely on drinking, physical contact or public embarrassment.
- Pressure on staff to pay for their own transport or to stay late.
- Relying on a verbal agreement with a venue or supplier.
Key points
- Start planning in November, because venues and dates fill quickly in December.
- Your conduct and harassment policies still apply at a work-related party.
- Check the venue’s licensing, insurance, drinks policy and accessibility before you commit.
- Plan the journey home, particularly in a cold snap or winter storm.
- Offer non-alcoholic choices and a clear finish time.
- Keep Secret Santa optional and fair, and check the tax position before you assume a gift is tax free.
Where to go next
If you want a second opinion on your conduct policy or your Christmas plan, Solved HR is an HR consultancy in Daventry that supports small businesses and charities. For a decision about a specific person or incident, take advice from a qualified employment adviser or from Acas before you act.