An employer’s guide to social events

With the holidays just around the corner, social event planning is in full swing! Yes, social events are fun, but in our experience, they can and do go wrong from time to time: if mismanaged, they can cause health and safety issues, damage your business’s reputation, and lead to legal troubles. Because company events attended by employees could be seen as an extension of the workplace, if an incident does occur, you and your company could be held liable.

But don’t worry, we’ve got your back. This article will help you to plan a fun and risk-free end-of-year celebration!

If you fail to plan, you plan to fail!

Because of the risks mentioned above, some workplaces choose to either host parties that remove the fun altogether, or not have them at all. But we think it’s possible to have a fun and safe event. How? Planning is key!

When organising the event, here are a few points to consider:

• Who’s in charge of planning the event, how much agency do they have, and/or who do they need to obtain approval from and for what?
• What’s the budget?
• Where will the event be?
• What will the purpose of the event be?
• Who’s responsible for health and safety?
• Will alcohol be provided or not?
• What measures are in place to ensure health and safety? For example, who is responsible for cutting off alcohol and ensuring the building is safe?
• How will staff get to and from the venue, especially if alcohol is present?
• Food and dietary requirements.
• Dress code – is there a theme? Should staff be wearing office attire?
• How will you make staff obligations clear?
• Is the event on a weekday or weekend? If staff are required to work the next day, this may deter them from drinking too much. On the other hand, there may be a larger number of sick days the day after, so it’s best to remind staff that calling in ‘sick’ from a hangover may be considered misconduct.
• Consider what time staff will be asked to go home. This could aid in reducing legal liability.
• Emergency contacts – it’s a good idea to ensure you have them up-to-date and accessible just in case the worst happens.

To drink or not to drink?

Unfortunately, the problem with end-of-year parties isn’t the events, it’s the amount of alcohol and the risk that comes with drinking too much! Because of this, you might want to consider an alcohol-free event. Some work social event ideas that are alcohol-free include go-carting, a barbeque at a local park, or a fun sporting event/competition like lawn bowls.

If you do choose to serve alcohol at the event, it’s a good idea that some staff remain sober, not just the managers or HR. This will help ensure that if staff become unruly, they’re handled appropriately and sober staff can assist with managing health and safety, as well as ensuring staff are monitored when leaving the venue. Plus if something goes wrong, you’ll have witnesses with reliable recollections.

How can you prevent poor conduct?

It’s essential that staff understand what’s expected of them during the event to prevent poor conduct. One way to do this is by creating a party policy – especially if you haven’t got one already! This helps in laying out clear expectations and contributes to everyone feeling comfortable and safe.

The policy should also include that both hosts and guests share responsibilities in terms of health and safety. While the goal is to have fun, it’s still a work event. If you’ll have alcohol at the event, include in your policy that a little bit is ok, but too much can open the door to risk. No one wants to deal with misconduct, bullying, or any kind of harassment, so it’s crucial to be clear in your policy that alcohol isn’t a free pass for bad behaviour. And if these things do occur, the appropriate action will be taken.

There’s no party without invites!

Regardless of what your event looks like, it’s important to send out invitations to staff that includes key details such as:

• Location.
• Start and finish time.
• Dress code.
• Expected conduct.
• Transportation (i.e., reminding them ahead of time about carpooling or taxis).

This makes sure everyone knows what to expect and avoids any confusion on the day.

By implementing the tips in this article, you’ll be on your way to having a safe and fun end of year party!

Stressed about compliance? Give us a call!

We know the party planning can get stressful, so let us help. We can’t DJ your event, but we can help in other ways! When it comes to compliance and ensuring the event is risk free – we’re experts.

To help you take a load off in this busy period, we’re providing free, no-obligation consultations with our employment relations experts. Even if you need help with a different HR issue, we’ve got your back. You can book in a call here.