“Join us Friday evening for food, games, and holiday fun!”
It’s a friendly invitation. It also leaves plenty to work out. Does “food” mean dinner? Can someone bring a partner? Will everyone be expected to play? How late does it run?
Employees may be arranging childcare, watching spending, managing a food allergy, or deciding whether they can handle a noisy room. Sharing useful details upfront lets them plan without explaining their personal circumstances.
Use this six-point checklist for a holiday party, team lunch, summer picnic, or staff celebration.
1. Give the schedule, including the food
Include a start time, an end time, and the timing of any meal or planned program. “5 to 7 p.m., with dinner at 5:30 and a short thank-you at 6” gives people something they can put on a calendar.
Say whether brief attendance is welcome. Someone who can stop by for 30 minutes shouldn’t have to guess whether arriving late or leaving early will seem rude. Choose the timing with different shifts and travel time in mind.
2. Explain who can come and what’s expected
State whether the invitation is for employees only, employees and a guest, or families. Clarify any guest limits and whether children are included.
If attendance is optional, say so and have managers honor that choice. Identify any required portion separately. Include the RSVP deadline, how to respond, and what information you need. Ask for a headcount without asking people to explain why they can’t attend.
3. Put the costs in plain sight
List what the business will cover and what employees would pay themselves. Think beyond admission: parking, drinks, transportation, activity fees, gifts, and contributions to a shared meal can all add up.
If there’s a gift exchange, include the spending limit and whether participation is optional. If there’s no gift exchange, saying “No gifts needed” settles that question. Confirm any parking reimbursement or transportation arrangements before including them.
4. Describe the food and drink options
Tell people whether to expect a full meal, appetizers, or dessert. List confirmed options, including nonalcoholic drinks, and give a private contact for dietary questions.
Check ingredient and preparation questions with the caterer. Food Allergy Research & Education explains that allergens can transfer through shared equipment and utensils. A menu label alone doesn’t answer every allergy question. Pass along confirmed information so the employee can assess their options.
Give people time to contact you before food orders are final. Handle their questions directly instead of asking for medical or dietary details in a group reply.
5. Say what people will actually be doing
“Party” could mean a seated dinner, bowling, karaoke, or two hours of standing and talking. Name the format and any planned activities. Explain which activities people can skip and where they can sit or spend time while others participate.
Describe clothing in useful terms: everyday work clothes, walking shoes, an outdoor layer, or a festive outfit if they feel like it. Give advance notice of anything involving physical activity, public speaking, or being called to the front.
6. Explain how to get there and use the space
Include the address, room or entrance, parking details, and relevant transit information. Verify the route from arrival to the event space and restrooms. Share specific access details, such as the location of a step-free entrance or elevator, after checking them.
Seattle Colleges’ event guidance recommends naming a contact for accommodation requests. Include that person’s email or phone number early enough to make arrangements. Mention a quieter space or outdoor area only if one will actually be available.
A clearer invitation you can adapt
Replace the brackets with confirmed details before sending.
You’re invited to [event name] on [date], from [start time] to [end time], at [venue, address, and room].
We’ll have [meal or refreshments] at [time], followed by [activities or program]. Wear [clothing guidance]. [Explain optional activities and alternatives.]
This invitation is for [employees and confirmed guest arrangements]. [State attendance expectations and whether brief attendance is welcome.] Please RSVP to [contact or link] by [date] with [headcount details].
We’re covering [expenses]. [Explain any employee costs, parking charges, and gift arrangements.] Food and drink options include [confirmed choices]. For dietary questions, contact [name and email] privately by [date].
[Parking, transit, entrance, and verified access details.] For access questions or accommodation requests, contact [name, email, and phone].
Planning an event for your team? Share BHT’s Social Gathering Toolkit with the invitation. Its “Your Gathering Game Plan” worksheet gives employees a place to plan their own time, limits, and support.
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