Facing Employee Expectations in Celebrations
I can also share some cost-effective ways to celebrate, but first of all, I really want to tell you to be ready to face all the employees confidently. Let me tell you very clearly; you will never be able to satisfy all the employees.
As you mentioned, your IT person says that either do a proper lunch outing or don't do anything, so you just have to inform him politely that you have to ensure your employees are happy, and even your organization setup is also taken care of properly.
Don't go into further discussion with anyone on this. First of all, send an Excel file with the total number of employees in your company and plan for the coming year on the tentative cost for the small gathering for birthdays. Don't try to spend much as, at the end of the day, this birthday celebration will become mundane; people will come, eat, and go back. If your director approves the cost, then only do that good birthday celebration; else, don't take contributions from employees. After some time, they will take a back seat as they will not be ready to spend every time, and later they will say, "What is the organization doing for us? We are spending money from our pocket." Motivation will turn to frustration.
Rather do small things, like a very nice suggestion of a card shared above, or you can send a personalized email to all to wish the individual.
In my organization, I get my desk decorated with balloons, a write-up on my birthday, and a card. I feel that the employee spends most of their time sitting at the same desk, so while sitting there, they should feel special, and that person will enjoy their whole day. Along with that, I have given a half-day off to the birthday boy/girl, as we feel this special day is definitely to be celebrated with friends and family. If you allow the employee to be with the family on that special day, nothing great you can bring in for that person.
We also encourage teams; if they want to bring cakes for their team member or take them out, they can do that. The organization does not do anything else apart from that.
I just wish you all the best. Being an HR, you have to support employees, but you definitely keep in mind the organization's growth and profit margin. You can do many more events rather than just spending money on birthdays; you can take them for a picnic, a movie once or twice a year, or take them to an NGO, ask them to do some social work. Everyone enjoys that social welfare.
These are my suggestions, and I wish you ALL THE BEST...
Enjoy & have fun
Regards, Monika