HR update: Planning a Christmas party

Treating employees to a hard-earned celebration is an excellent way to acknowledge and treat their efforts and success, however, it’s essential to ensure that employees are safe, and remind them of conduct standards that are in place. Employers should look to communicate policies and procedures prior to these events and take steps to mitigate any potential risks that may arise.

It is the sole responsibility of the employer to ensure that all employees behave in a safe manner and conduct.

Consider the food and beverages

Alcohol intake can affect behaviours and actions of an individual. As such, it is crucial to implement limits and remind employees of appropriate behaviours. When choosing to provide alcohol at an event, employers should ensure that they set an appropriate level of consumption to limit risk of poor behaviour or injury. It’s important to remind employees that as Christmas parties are work events, they are expected to act in line with Codes of Conduct and other policies, and as such must act safely and professionally; this means consuming alcohol responsibly and not becoming intoxicated. Options for safe alcohol consumption can include:

• If the event is being held within the workplace environment, providing a strict alcohol limit per employee; or

• If the event is being held at a public venue, providing employees with wristbands and communicating alcohol intake limits per employee with cut-offs after a certain amount.

Employers are responsible for ensuring employees return home safely. If alcohol is provided, employers may consider whether organising transport is necessary e.g. providing staff with taxi vouchers to use once the Company event has ended. Employers should also consider providing non-alcoholic options for staff.

When it comes to food, offer a diverse menu with a range of options that cater to various tastes and cultural backgrounds. It’s important to consider any dietary restrictions, allergies, and preferences and clearly label food to help attendees make informed food choices and minimises the risk of any allergic reactions. Ensuring a diverse and all-encompassing spread is essential for creating an enjoyable and inclusive atmosphere.

Employee behaviour

As parties are work events, professional behaviour standards still apply. Employers should take steps to remind employees of policies and procedures around conduct, especially relating to harassment and sexual harassment. Where employees breach policies at work events, they can still be subject to disciplinary action and this should be made clear to employees, well in advance of any event. Encouraging mutual respect and consideration will contribute to a positive atmosphere, preventing any potential conflicts that could arise from inappropriate behaviour. Following recent changes to legislation around sexual harassment, employers must take positive steps to prevent sexual harassment in and in connection with the workplace. Employers can be held vicariously liable for discrimination and harassment that occurs in or in connection with the workplace, which extends to work related social functions, as well as after these events e.g. a post-party gathering at a local bar.

Other considerations

Employers should consider what type of event is being held and the location. If the event is activity based, employers should undertake risk assessments and consider if any staff members will be prevented from participating due to illness or injury. As mentioned before, there is a need to also ensure employees are able to return home safely. This may mean organising for employees to have access to reputable taxi companies or Ubers or holding the party in a location close to public transport.

Employers may also want to reinforce that employees are still expected to attend work the next day, and that lateness will not be tolerated.

Christmas parties can be a good way to thank employees for their efforts throughout the year, but employers must take steps to ensure they are safe and inclusive for all employees.