Office Christmas Parties: Safeguarding employees and your business in 2024
As the festive season approaches, many businesses are planning their annual office Christmas parties. These events are a great way to reward employees, foster team spirit, and celebrate the year’s achievements. However, as an extension of the workplace, Christmas parties can carry risks for employers if appropriate safeguards are not put in place. Here’s what businesses in the UK need to consider for 2024 to ensure everyone has a good time while avoiding potential issues.
- Set clear boundaries on alcohol consumption
While the Christmas party might feel like a break from work, it’s important to remind employees that workplace policies still apply. For companies with a zero-tolerance policy toward alcohol, this should be clearly communicated in advance. For events where alcohol will be served, manage its availability to prevent overconsumption. This includes limiting open bars or providing drink tokens and having a clear policy against excessive drinking.
- Offer non-alcoholic options
Not everyone will want or be able to drink alcohol at the party. This could be due to cultural or religious reasons, pregnancy, or the need to drive home. Employers should ensure a variety of non-alcoholic beverages are available and prominently displayed to accommodate all employees and create an inclusive atmosphere.
- Reinforce workplace behaviour standards
The festive atmosphere of a party can sometimes lead employees to lose the professional boundaries they maintain during working hours. Employers should remind everyone that actions or comments deemed unacceptable in the workplace are equally unacceptable at the party. Harassment, inappropriate jokes, or excessive rowdiness should not be tolerated. A pre-event email outlining expected behaviour can help reinforce this.
- Plan the event’s duration and communicate closing times
Be clear about when the party will end and communicate this to employees in advance and during the event. Clearly marking the official end of the company-sponsored event can also help delineate employer responsibility for post-party behaviour.
- Consider the next morning
If the party takes place on a weekday, be mindful of health and safety risks the morning after, especially for employees operating machinery or driving. Provide a gentle reminder about the risks of attending work under the influence of alcohol and encourage employees to drink responsibly. If necessary, arrange for delayed start times or allow for remote working the day after.
- Be prepared to handle incidents
Even with careful planning, incidents can happen. Employers should be ready to respond promptly to any issues, whether they involve misconduct, accidents, or grievances. Investigate thoroughly and follow the company’s disciplinary or grievance procedures to address problems in a fair and consistent manner.
- Health and safety considerations
Ensure the party venue complies with health and safety standards, including proper lighting, secure seating, and emergency exits. For events offsite, check the venue’s risk assessment, especially for activities like karaoke or dancing.
- New Legal Obligations Under the Worker Protection Act
With the Worker Protection (Amendment of Equality Act) Act 2023 coming into force on 26 October 2024, employers now face a heightened responsibility to protect employees from sexual harassment, both in the workplace and at events such as office Christmas parties. Under the new Section 40A(1), “an employer must take reasonable steps to prevent sexual harassment of employees in the course of their employment.”
This means companies are required to manage risks not only internally but also from third parties, including clients, suppliers, and other external attendees at events. Employers should ensure clear communication of expected behaviours to all attendees and consider measures such as appointing responsible staff to monitor conduct during the party.
By implementing proactive steps, employers can comply with their legal obligations, foster a safe environment for all employees, and avoid liability for preventable incidents of harassment.
- Promote Safe Transport Options
Arrange transportation options or recommend reliable local services to help employees get home safely. Consider subsidising taxi rides or coordinating a designated driver program to reduce the risk of drink-driving incidents.
Conclusion
Christmas parties are a highlight of the workplace calendar, but businesses must strike a balance between celebration and responsibility. By setting clear policies, communicating expectations, and ensuring employee safety, employers can foster an enjoyable and incident-free event that reflects positively on the company culture.
Taking these steps demonstrates a commitment to employee wellbeing while safeguarding the business from potential risks—a win-win for everyone this festive season.