How to plan a workplace Christmas party for your team

There are a few things for any organising committee, HR and leadership teams to consider ahead of your end of year workplace celebration. We’ve put together some considerations and recommendations that may help you stay safe while enjoying your workplace festivities.

Venue

Will your workplace party be at your office or offsite? Regardless of location, employers have an obligation to provide a safe environment. 

Steps to ensure this can include:

1. The responsible service of alcohol where the event is not an alcohol-free event. This is a LOT easier to manage if your event is offsite and professional bar staff are employed. A drink voucher system can help limit consumption and avoid self-service. Be aware of any employees who might be under 18 years of age.
2. Food – make sure there is plenty of it, along with water and non-alcoholic drinks.
   Make sure dietary requirements have been factored in, catering is professional and people are supplied with food on arrival.
3. Is your venue shared with people outside of your business or are partners invited?
   Be sure to let your staff know and remind them of their responsibilities of appropriate behaviour extending beyond work colleagues.
4. If unruly behaviour happens, it can be helpful to have access to professional security guards.
   If your venue is offsite to either refuse entry to anyone who turns up to the party ‘worse for wear’ or be removed from the party
5. Is your venue physically safe?
   Consider lighting, stairs, trip hazards, and water features. Imagine filling the room with a lot of dressed-up people celebrating the year’s achievements! Stairs and stilettos; chair legs and ponds; boats and booze – need I say more?
   

Work standards

Yes even if it is ‘after hours’ and offsite, your event is considered ‘work’.  This means it is essential for employers to set the tone on conduct, and expected behaviour for your party. A few ways to do this are by considering:

Do you have your policies in place? Have you reminded your staff about them or conducted refresher training? Let people know that any breaches of policies at the event can result in disciplinary action including termination of employment. At a minimum review policies for:

• Work, Health & Safety
• (Anti) Harassment, Discrimination & Bullying
• Drugs & Alcohol
• Social Media

Talk about the party in advance. Communication to all staff to generate excitement, celebration and recognition of the year’s achievements is really important. Team meetings should have an agenda item to reinforce the key messages being:

• Venue location & requirements (eg. professional staff will serve alcohol, can refuse service or entry or may ask people to leave)
• Dress code (and what is and isn’t appropriate especially if it is a themed party)
• Start AND finish time
• Any post-party activities are not endorsed by the business and are at the responsibility of individuals
• Business leaders (including and not solely) the HR teams will be actively managing and are authorised to act on any unacceptable behaviour

Acting on poor behaviour during the event

1. Make sure all leaders are engaged and understand their role during the event
2. Everyone is there to have fun and no one wants to be the ‘party police’ however it is the responsibility of all individuals to act responsibly. Leaders (including HR) have a responsibility to act on any behaviour they identify as inappropriate there and then
3. It may mean speaking to the person and it may mean asking someone to leave and ensure they go home safely (consider cab charges)
4. Look out for any unsafe conditions
5. Access professional venue staff for support as required

Acting on poor behaviour after the event

1. Incidents identified during the event need to be reviewed and acted upon following the event (a debrief, incident report, investigation, disciplinary action, communication)
2. Be aware that complaints can be made after an event that may not have come to your attention – again this needs to be treated as they would in any work context and acted upon swiftly.
3. Absenteeism – let’s face it, for those functions scheduled on a weeknight, it is not unusual to receive a sickie or two the following day. Damaging to productivity and reputation(s), these situations can be planned for by:
   
   • Reminding people of their work obligations
   • Ensure employees request annual leave in advance
   • Employees need to ensure unplanned absences are supported with reasonable evidence