Works councils (CSE): how to organise an event for employees
Elected works council (CSE) members often organise employee events on top of their job and their mandate. Between everyone’s expectations, a budget to justify and the logistics, the annual party can quickly become a headache. Here is a simple method, and the offer we reserve for works councils.
Regulations and good practice 5 min read Updated on
Which events do works councils organise most often?
Every works council has its traditions, but a few events come up almost everywhere. They do not have the same audience or the same constraints:
| Event | Audience | Timing | Watch out for |
|---|---|---|---|
| Christmas party for employees’ children | Employees and children | December, often on a Wednesday or Saturday | Activities suited to all ages, gifts to order early |
| End-of-year party | Employees, sometimes partners | Late November to mid-January | Dates in high demand, venues to book from September |
| Summer outing or party | Employees and families | June to September | Weather, fallback plan, transport |
| Afterwork drinks | Employees | All year round, on weekdays | Timings that suit shift workers |
| Family day | Employees, partners, children | Spring or summer | Children’s safety, activities for everyone |
How does a works council fund these events?
In companies with at least 50 employees, the works council has two separate budgets: the operating budget, intended for running the council itself (training for elected members, expert reports), and the social and cultural activities budget, which funds events, outings, gifts and support for employees. The two must not be mixed. In smaller companies, funding for activities depends on agreements with the employer.
Whatever the size, good practice is the same: a decision at a works council meeting, quotes kept on file, an invoice in the works council’s name. For a specific question (employee contributions, outside guests), the works council’s chartered accountant is the right person to ask.
How do you organise the event step by step?
- Consult the employees: a short survey on the format (party, outing, family day), the day and what people would like. An event chosen by employees brings more people together.
- Set a budget per person rather than an overall budget: it is easy to compare with quotes and adjusts to the number of sign-ups.
- Book the date early: four to six months ahead for an end-of-year party or a Christmas party in Marseille.
- Ask for at least two or three quotes, based on the same event brief, so you can compare them line by line.
- Have it approved at a meeting and record the decision in the minutes.
- Manage sign-ups with a firm deadline: that is what sets the number of covers.
- Review the event: a satisfaction survey afterwards guides the next edition.
How do you make employees want to come?
A great event that is half empty is a disappointment for elected members and participants alike. Communication matters as much as the programme:
- A “save the date” two months before, by email and on noticeboards, with the date, the venue and an image that sets the tone.
- A programme revealed three or four weeks before: the entertainment, the theme, any dress code.
- Simple online registration, using a form, with dietary requirements and the number of plus-ones.
- Two reminders, one of them in the week of the deadline, plus a practical reminder the day before (times, access, shuttle).
After the event, share the photos with all employees, including those who were not there: they will make people want to come to the next edition.
What budget should you plan for a works council event in Marseille?
For a complete party with venue, caterer, drinks and entertainment, budgets seen in Marseille range from €65 to €130 per person. For a works council, venues that offer a per-person package including venue and meal (beach restaurants, rooftops) are often the simplest to budget for. Entertainment services are priced separately: our article on corporate party budgets covers each item in detail.
What does ADJM Événementiel’s works council offer include?
We built an offer so that works councils do not have to choose between the quality of the event and their elected members’ time. It is based on a simple partnership:
- For the works council: the organisation of the event is provided free of charge. The works council pays for the services (DJ, bar, photography, technical set-up, entertainment) at our usual prices, with no extra organisation fees.
- For employees: a 10% discount on all our services for their personal events, whether a birthday, a family celebration or a wedding.
- In return: the works council presents the partnership on its website or employee portal, and forwards an introductory email with the discount code to all employees.
Volume discounts apply on top: 5% from 2 services, 10% from 4 and 20% from 10. For a Christmas party with a DJ, a photo booth, entertainment and a bar, the 10% discount is quickly reached.
Which activities do employees enjoy?
The activities that work best at a works council event are those that get people involved without making anyone uncomfortable. A quiz or music quiz on smartphones brings all generations together; a casino night with play chips is fun with nothing at stake; a photo booth leaves everyone with a keepsake, which they can find with a selfie thanks to PicShot. For the children’s Christmas party, a magician, a craft workshop or a show suited to children round off Father Christmas’s arrival.
Questions we are often asked
How can a works council (CSE) organise an event for employees without giving up its evenings?
By handing the organisation to a single supplier who manages the venue, entertainment, bar, photography and coordination, and keeping the key decisions for the works council: budget, date, format and approval of the quote. At ADJM Événementiel, in Marseille, the organisation is provided free of charge for the partner works council, and employees then get a 10% discount on their own events.
Which works council budget pays for a party or a Christmas party?
In companies with at least 50 employees, parties, outings and Christmas parties for employees’ children come under the social and cultural activities budget, which is separate from the operating budget. The decision is taken at a works council meeting and must appear in the accounts. If in doubt about a specific case, the works council’s chartered accountant is the person to consult.
Go further
- Turnkey event planning
- Photo booth and PicShot
- Works council Christmas party
- End-of-year party
- Corporate afterwork drinks
- Private and birthday parties
- Quiz and music quiz
- Casino night
- Photo booth and PicShot entertainment
- Guide: Team building ideas in Marseille: 23 activities compared
- Guide: How to organise your company’s anniversary
- All frequently asked questions
More advice
Are you an elected works council member?
Tell us about your project (type of event, date, number of employees, budget): we will send you a complete proposal within 48 hours, with the organisation free of charge.