How to Plan a Holiday Party for In-Person and Remote Teams

Bringing Everyone Together at the End of the Year

The end of the year is a natural moment to appreciate your people and bring teams together. With employees spread across locations, a thoughtful approach helps create a celebration that feels meaningful and inclusive for everyone.

1. Start with a Purpose, Plan, and Timeline

Every great holiday party begins with clarity. Knowing why you’re hosting the event guides everything else: the activities, the communication, the recognition moments, and the experience itself.

Define Clear Goals

Common purposes include:

• Celebrate achievements and reinforce values
• Strengthen team connection
• Recognize standout individuals and teams
• Give employees a positive, meaningful close to the year

Understand Your Audience

Hybrid experiences should feel inclusive for everyone. Consider:

• Remote vs. onsite attendees
• Time zones
• Accessibility needs
• Dietary/cultural considerations
• Preferences for camera/microphone use

Set a Dual Budget

Hybrid events require resources for both formats.
Track two simple micro-budgets:

On-site budget: venue, food, decorations, printed materials
Remote budget: snack boxes, virtual platform upgrades, digital prizes

2. Create a Meaningful Experience for In-Person Teams

On-site attendees benefit from an immersive, well-designed space.

Consider:

• A themed venue
• Photo booth or festive backdrop
• Short live announcements or awards
• Light activities or conversation starters
• A gratitude wall or “highlight of the year” board

Always keep remote participants in mind so the event feels unified, not split.

3. Make the Remote Experience Feel Just as Special

Remote employees should feel like active participants — not observers.

Build a Warm Virtual Environment

• Use breakout rooms for mingling
• Send holiday snack boxes or digital treats
• Add branded virtual backgrounds
• Assign a moderator to represent remote employees
• Enable easy reactions, polls, and chat interaction

Choose Remote-Friendly Activities

• Trivia
• Digital escape rooms
• Holiday background contests
• Collaborative online games

4. Bring Everyone Together with Shared Moments

Hybrid parties work best when both groups experience meaningful moments together.

Shared touchpoints include:

• A unified welcome
• Live recognition feed
• Live polls
• Simultaneous awards
• Shared closing gratitude moment

These moments help eliminate the “two different events” feeling.

5. Put Recognition at the Heart of the Celebration

Recognition turns a holiday gathering into something meaningful and memorable.

Ways to Highlight Recognition

• Present yearly awards
• Encourage peer shout-outs
• Share stories from across teams
• Display “Year in Review” highlights
• Celebrate team milestones

Recognition ensures employees close the year feeling valued.

6. Plan the Logistics Early and Communicate Clearly

Clear, early communication helps employees feel prepared, included, and excited, whether they’re attending onsite or online. Below are the essential details every HR coordinator should share, along with suggestions for when to send them and the easiest way employees can access the information.

Event Time, Agenda, and Dress Code

Employees should understand the flow of the celebration well before the day arrives.

When to send:

• 2 weeks before the event, with a reminder 2–3 days prior

The easiest ways to access:

• A pinned Slack or Microsoft Teams post
• An event calendar invite with the agenda attached
• A simple one-page PDF or image shared in both email and chat

Why it matters:

Setting expectations early helps employees plan their schedules, know how long the event will last, and feel comfortable about what to wear.

Access Links for Remote Attendees

Remote employees need quick, reliable access to the virtual event room.

When to send:

• With the official invitation
• A reminder the morning of the event
• A final “room is open” message 10 minutes before the start

Easiest ways to access:

• Calendar invitation links (auto-saved to their devices)
• A pinned channel message
• A short link or QR code for mobile users

Why it matters:

Nothing derails engagement like confusion about how to join. Clear and repeated access points remove that barrier.

Gift Box Delivery or Pickup Details

If you’re sending holiday boxes, snacks, or digital treats, everyone needs to know what to expect.

When to send:

• 1–2 weeks before shipping for address confirmation
• A shipping confirmation once the boxes are on their way
• A reminder for pickup (if on-site) 1–2 days before the event

The easiest ways to access:

• Tracking links
• A shared update in your HR or holiday-party channel
• A simple FAQ note (e.g., “What to do if your box arrives late”)

Why it matters:

Gift preparation is part of the excitement; communicating it well helps build anticipation and ensures no one feels left out.

What Employees Should Expect or Prepare

Help employees feel confident by letting them know exactly what they’ll need.

When to send:

• 3–5 days before the event
• Included again in the day-of reminder

The easiest ways to access:

• A checklist in the event calendar invite
• A short bullet list pinned in Slack/Teams
• A quick video summary (optional but helpful)

Examples of what to include:

• Whether cameras are encouraged
• Props for games or themed segments
• Instructions for photo challenges
• Guidance for breakout rooms

Why it matters:

Clarity boosts participation. When employees know what’s expected, they’re more likely to engage.

A Designated Support Contact

Having a clear point of contact reduces friction, especially for remote staff.

When to send:

• In the initial event announcement
• Included in every reminder message
• Displayed at the top of the virtual meeting or slide deck

The easiest ways to access:

• A clickable email or direct-messaging link
• A pinned “Help & Support” message
• A shared Google Doc or Notion page with FAQs

Why it matters:

Employees feel more comfortable participating when they know exactly who to reach out to for tech issues, accessibility needs, or general questions.

7. Gather Feedback and Celebrate What Worked

Feedback is essential for understanding the impact of your event and improving for next year. It also signals to employees that their experience matters.

Send a brief pulse survey asking:

• Did you feel included?
• What did you enjoy most?
• What ideas do you have for next year?

Pair responses with recognition analytics for a fuller picture of engagement.

Sample Email / Teams Message Template

Holiday Party Announcement Email / Teams Message

Subject: 🎄 You’re Invited to Our 2025 Hybrid Holiday Celebration!

Hi team,

We’re excited to celebrate the end of the year together, whether you’re joining in person or online. Here are the details to help you prepare:

📅 Date: [Insert date]
⏰ Time: [Insert start time + time zones]
📍 In-Person Location: [Insert venue]
💻 Virtual Link: [Insert virtual meeting link]
(We’ll resend this 1 hour before the event.)

✨ What to Expect:

• Year-end recognition
• Hybrid-friendly activities
• Snacks and surprises
• Time to unwind and connect

🎁 Gift Boxes:
Remote snack boxes will arrive between [date–date].
Please bring/open your box during the first activity.

👗 Dress Code: Festive casual

If you have any questions or need help joining virtually, contact:
[Onsite Coordinator Name] – for in-person support
[Virtual Coordinator Name] – for tech/remote support

We can’t wait to celebrate with you!

— HR Team

Helpful Tips to Make Your Hybrid Holiday Party Run Smoothly

Even a well-planned event can feel overwhelming without the right touches. These simple tips help elevate the experience and ensure your hybrid celebration feels seamless and memorable.

Assign Clear Roles

A hybrid event benefits from having multiple points of support.

• An in-person host
• A virtual moderator
• A tech lead
• A recognition “spotlight coordinator”

This ensures no group feels overlooked.

Run a Mini Rehearsal

A quick walk-through helps you catch potential issues early.

• Test sound levels
• Check how remote attendees see the room
• Confirm transitions between segments

A 20-minute rehearsal can save major stress later.

Keep Segment Lengths Short

Hybrid attention spans vary, so aim for quick, engaging moments.

• Mix recognition, games, and social time
• Avoid long speeches or slide-heavy presentations

Shorter segments help everyone stay energized.

Provide Ways for Everyone to Participate

Engagement increases when employees have opportunities to contribute.

• Polls, reactions, and chat prompts
• Team challenges that mix onsite and remote participants
• Shared photo uploads

Participation builds connection naturally.

Have a Backup Plan Ready

Technology can surprise you, and not in a fun way.

• Prepare an alternate video link
• Have printed notes for in-person hosts
• Keep a second laptop on standby

A small safety net keeps the event running smoothly.

Make This Year's Celebration Count

A well-planned hybrid holiday party goes beyond festive fun; it strengthens your culture, highlights the year’s achievements, and helps employees feel valued no matter where they work. When celebration and recognition come together, the experience leaves a lasting impact.

If you want help bringing recognition into your end-of-year celebration, the Recognize platform makes it simple to spotlight achievements and appreciation across your entire workforce.