How to organise an office Secret Santa: the complete guide

The office Secret Santa has become an end of year ritual in many companies. Done well, it builds bridges between departments, gets colleagues who barely cross paths talking, and costs very little. Done badly, it turns into a headache for whoever is in charge. Here's how to do it, step by step.

1. Set the ground rules from the start

Before you send a single invitation, decide on four things:

• Who takes part: one team, a department, a site, the whole company? Taking part should always be voluntary.
• The budget: £10 to £15 is the norm at work. Too high an amount leaves some colleagues out.
• The exchange date: the Christmas do, a team lunch, or the last day before the holidays.
• The format: in person, remote, or a mix of both for hybrid teams.

2. Collect sign-ups without losing a whole day

This is often the most tedious part: chasing people, counting, fixing typos in names. Two methods that work well:

1. A sign-up link shared on Slack, Teams or the intranet: people sign themselves up if they want to.
2. A participant list imported in one go (an HR export, an Excel spreadsheet): everyone receives their personal link by email.

For larger teams, a poster with a QR code in the break room works brilliantly: scan, sign up, done.

3. Run an office Secret Santa draw that's truly secret

At work, the organiser is often a participant too. With slips of paper in a box or a spreadsheet, they inevitably see some of the results. An online draw solves the problem: each person discovers their recipient on their own page, and nobody else sees the pairs, not even the organiser.

Think about exclusions too: if you wish, you can stop two people who work as a pair, or a manager and their direct reports, from drawing each other.

4. Help everyone find the right present

Buying for a colleague you hardly know is the real challenge. Encourage each participant to write a short wish list. Anonymous messaging also lets people ask their recipient a question ("tea or coffee?") without giving themselves away.

When it comes to ideas, stick to safe bets: treats, fun desk accessories, games to share. Our selection of Secret Santa gift ideas under £20 might inspire you.

5. Handle remote work and multi-site teams

When part of the team works remotely, you have two options:

• everyone sends their present directly to their recipient's home: you then need a delivery address that only the Secret Santa concerned should see;
• the opening happens on a video call, with everyone in front of their camera, which keeps the moment sociable. All our tips are in the virtual Secret Santa guide.

6. On the day

Set aside a dedicated moment, even a short one: 20 minutes is enough. Everyone opens their present in turn and tries to guess who gave it to them. A final reveal, where you show who was buying for whom, rounds the event off in style.

Office Secret Santa mistakes to avoid

• Making it compulsory: people who don't want to play shouldn't feel left out because of it.
• Forgetting people who are away: check nobody will be on leave on exchange day, or plan to post their present.
• Leaving the budget vague: announce a clear amount, and remind people of it.
• Doing everything by hand: reminders, last minute sign-ups, dropouts… a tool saves you hours.

A tool designed for businesses

Santamigo is free for up to 100 participants. For companies, a dedicated business plan adds employee list import, sign-ups restricted to your domain, your company logo and colours, a printable poster, encrypted delivery addresses for remote staff, and an invoice in the company's name. Data is hosted in France.