Remote teams
How to organize Secret Santa for a remote team
A remote exchange needs two plans: how gifts reach people and how the team celebrates together. Set those expectations before names are drawn, especially when colleagues live in different countries.
By Secret Santa Official · Updated
Choose a format people can actually use
Ask whether participants prefer a shipped gift, an office collection point, or an agreed digital alternative. If you use digital gifts, confirm that they can be redeemed in the recipient’s country and currency. Do not assume every colleague has access to the same store.
Keep participation optional and offer an easy way to attend the social event without buying a gift. Check whether workplace policies affect gift values or shipping arrangements before setting the budget.
Separate the gift budget from delivery costs
State whether the spending limit includes shipping. A gift within the limit can become expensive after delivery, tax, or import charges. Decide who covers those costs before the draw, rather than leaving the recipient with an unexpected bill.
Where appropriate, consider a retailer in the recipient’s country or region. Check the actual delivery estimate and restrictions for the chosen item. There is no single safe international shipping deadline for every location and carrier.
- Gift limit and currency
- Whether shipping is inside or outside that limit
- Who handles any extra delivery charges
- A plan for unavailable items or missed deadlines
Ask permission before sharing delivery details
Explain that a shipping address will be shared with the assigned giver and organizer. Give people an agreed alternative, such as a staffed office or suitable collection point, where available. Do not put the whole team’s addresses in an open document.
Share only the details needed for delivery. If a carrier requires a phone number, ask the participant rather than copying one from another source. Keep tracking information private when it reveals delivery details.
Set a shipping date and a reveal date
Work backward from the celebration using actual delivery estimates for your participants’ locations. Close signups early enough to draw names, choose gifts, and allow for delays. The deadline for sending a gift should be earlier than the deadline for receiving it.
Write dates unambiguously, such as “10 December,” and include a time zone for online meetings. Check the calendar invitation in more than one participant’s time zone. If there is no comfortable meeting time for everyone, offer an asynchronous thank-you thread instead.
Make the reveal welcoming, including for late gifts
Let people opt out of opening a gift on camera. Agree whether givers reveal themselves and ask before recording or sharing screenshots. Keep the event short enough that it does not become another demanding work meeting.
If a delivery is delayed, have the organizer tell the recipient privately and arrange a later handover or message. Avoid sharing the giver’s personal circumstances with the group. Follow up afterward, then remove addresses and other details when no longer needed.