Many businesses use office get-togethers as a way of saying thank you to their employees. Many companies have several events a year, from Christmas parties to summer picnics. Often, these include family members as well as employees. During an economic downturn many companies are eliminating these events or searching for ways to have office get-togethers cheaply.
Eliminating office parties completely can crush employee morale. While employees do understand cutbacks and the need to make sacrifices, they also like to feel appreciated, especially during difficult economic times. The events coordinator, typically the Administrative Coordinator, will have to be creative in planning parties or gatherings that don’t go over budget.
Office Party Budget
The first step is knowing what the budget is for the event. If the company typically has several events annually, suggest cutting back on the number of events. This will save money and still allow a decent budget for the remaining events. Administrative Coordinators should keep a running budget so that every dollar available is accounted for.
Low Cost Events
After the budgets have been presented the coordinator should brainstorm some ideas on paper, along with the respective costs of each. After brainstorming, present the ideas to the decision makers for their input. Some low cost event ideas are:
- Potluck picnic: Each employee brings a dish. A sign-up sheet is used to keep from having duplicate dishes. If employees prefer, they can make a small donation that will be used to buy beverages. The location doesn’t have to be costly, many county parks have shelters with amenities that can be rented for a small fee. The money that is saved on catering can be used to rent a ball jump or other child-friendly activity.
- Pool Party/Water Park: Depending on the size of the company, it may be possible to have a pool party at the local public pool or water park. Many of these facilities offer discounts for large groups. Families are responsible for their own food and drinks and the company purchases the entrance tickets.
- Private Home: Ask the company President or Owner how they feel about hosting the event at their home. Surprisingly, there are many who will agree that it is a good idea. No location fees are needed and the catering can be kept simple. Alcohol could either be limited to beer and wine or it can be a bring-your-own-bottle event.
- Appetizer Party: Contact local restaurants and inquire about private rooms. Many don’t charge a fee because they will make money on food and beverages. Rather than spending money on a full course meal, plan an appetizer party with a limited bar menu. Make sure the restaurant staff knows what the bar limits are and also inform employees.
- Field Day: Many local parks have picnic tables and charcoal grills in open spaces that are free to use. Plan a field day for employees. Use the Internet to find games that can be played and pack a picnic of hot dogs, baked beans and chips. For example, the three-legged race or egg carrying relay. Offer prizes that are purchased at the local dollar store, such as candles or coffee mugs.
Planning an event for employees during an economic depression doesn’t have to be a difficult task. It will require some creativity and possibly input from the employees to make it a success. Saving the company money and still being able to have events for the employees will make everyone in the office happy, which in turn will make a more productive office.
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