11 December 2023
‘Tis the season for many businesses to organise their annual Christmas party. It’s a great way to bring your team together, make them feel valued and appreciated and get in the mood for the festive season.
As with any event organisation, planning a great party doesn’t happen overnight and if it’s not planned and managed correctly, it could cause some employee relations hangovers. Did you know that Company Christmas parties are an extension of the workplace and Company policies will still apply, even if the event is out of normal working hours. If things go wrong there may be legal, reputational and health and safety implications.
Here are some of our top tips to help avoid potential pitfalls at the office Christmas party, no matter how big or small the gathering.
Clear communication from the outset will help provide the right tone. Prior to the event, set out the plans and expected conduct, specify what the Company will arrange in terms of transportation, any budgetary requirements, confirm deadlines for menu options and opting in details. Signpost all relevant Company policies, e.g. Bullying and Harassment, Drugs and Alcohol, Diversity, Equality and Inclusion, Expenses and most important, Conduct at Work.
In a world of live streaming and social media from the convenience of our smart phones, having a clear Social Media policy, which has been signposted before the event, should help minimise potential privacy breaches or reputational damage.
Set expectations on conduct during the event and attendance to work the day after, if applicable. Ensure that the Company policy around Drugs and Alcohol has been signposted before the event, detail any smoking areas that staff can use at the venue and have senior employees attend to oversee celebrations.
Remember, employers are liable for what happens at the Christmas party, including getting home if the event is out of the way (consider arranging taxis and transport).
Provide clear guidance and clarity on what is an acceptable gift for colleagues. Gifts should be non-offensive and inclusive, the budget should be defined. We also recommend making it an opt-in rather than opt-out option.
Designate someone to ensure the event keeps on track in line with expectations. Beware of drunken promises of promotions, salary increases or being pulled into a conversation about workplace gossip. Set boundaries with managers prior to the event and ask the party goers to focus on having a good time and ensure work discussions are saved until the next working day. A great opportunity to do this would be during a ‘Thank you’ speech for the previous year’s hard work.
Be sure to gather up to date details of attendee dietary requirements and consider conducting a risk assessment with the venue.
Some staff might need a quiet reminder if things get out of hand, but if there are incidents that require action, save managing these matters until after the event and when back in the workplace.
Unless it’s within contractual working hours and tied in with another event.
Consider inviting staff on long-term leave, for example: maternity/paternity/adoption leave, as well as remote workers. Be mindful of individual beliefs and give considerations relating to protected characteristics when planning workplace celebrations.
Employers have a duty of care for their employees at these events and by considering the top tips above, everyone should have an enjoyable time without employee relations hangovers.
We wish you all a very Merry Christmas!