2 December 2024
Christmas parties and end-of-year celebrations are a great way to show appreciation and reward your team at the end of each year, however such functions are often viewed as an extension of the workplace from a WHS and employment law perspective. This means that employers bear the responsibility to proactively take reasonable steps to safeguard the health and safety of their employees and prevent any unlawful or inappropriate behaviour from occurring. Therefore, it is crucial for all organisations to thoroughly prepare for these events.
Preparing for End-of-Year-Celebrations
1. Review organisation policies.
Employers should ensure that all internal policies and procedures are up to date and in line with best practice, with specific focus on the code of conduct, drug and alcohol policy, respective workplace behaviour policies, and bullying and harassment policies. This ensures clear guidelines are established for employee behaviour and safety during end of year functions.
2. Communicate expectations to all staff members.
It is essential that all staff members have read and understand internal policies outlining their behavioural responsibilities in order to prevent potential incidents from occurring. This may be executed by circulating a friendly email or posting a reminder on the notice board, reminding staff that while the party is a chance to relax and celebrate, it is still a work function. This helps set clear boundaries surrounding professional standards, respect for colleague’s safety, and ensuring that the function aligns with company values and culture. Clear expectations can prevent misunderstanding, misaligned expectations, and can ensure the celebration is a positive experience for everyone.
3. Select an appropriate and safe venue.
The choice of venue plays a significant role in setting the tone for the function. Employers should opt for venues that offer a variety of spaces (such as mingling, quiet conversation, outdoor space etc) to ensure that everyone feels comfortable and included.
A workplace health and safety representative should meet with the venue manager to ensure adequate first aid and clear evacuation procedures are in place. Employers must also consider the accessibility of the venue for all employees.
4. Promote inclusivity and cultural sensitivity.
Christmas parties and end-of-year celebrations are intended to bring staff together, so inclusivity should be a focal point in planning the event. Not all employees celebrate Christmas due to cultural or religious beliefs. Therefore, it is important to frame the celebration as an “end-of-year” celebration, rather than a strictly Christmas themed event. Employers should also offer a diverse selection of food to accommodate dietary preferences / requirements and avoid religious symbols to ensure a neutral, welcoming atmosphere. Fostering understanding and respect for diverse cultural and religious traditions helps to ensure that all staff can enjoy the event without feeling excluded.
Examples of inclusive end-of year celebrations include:
- lunch / dinner
- barefoot bowls
- escape room
- bowling
- putt putt golf
- painting / cooking class
- pottery class
- go-karting
- axe throwing
5. Manage alcohol consumption responsibly.
While alcohol is often part of end-of-year celebrations, it is important to manage its consumption responsibly, as excessive alcohol consumption can result in inappropriate behaviour, safety risks, and legal consequences. Employers should offer a variety of non-alcoholic beverages like soft drink, sparkling water and mocktails to ensure that all employees have an alternative choice to alcohol.
If alcohol is served, it must adhere to all relevant legislation and comply with Responsible Service of Alcohol (RSA) guidelines. Alcohol should be accompanied by a sufficient amount of food to reduce the risk associated with excessive drinking. Employers should speak to the venue management team prior to the function to reinforce expectations of RSA compliance. Additionally, employers may consider a limit on the number of alcoholic drinks available per person to maintain control over consumption.
6. Plan for safe travel.
Employers should ensure that employees have safe and convenient transportation options for their journey home after the event. This could involve arranging taxis, ride-sharing services, buses, or designated drivers to prevent drink-driving and mitigate the risks of employees being injured while traveling home from the event, protecting the organisation from potential workers’ compensation claims.
7. Prevent and address misconduct.
While employers hope that employees will act responsibly, issues such as harassment, inappropriate behaviour, or conflict may arise. It’s crucial to have clear procedures in place to manage any incidents that occur.
Employers should designate a few senior staff members or HR personnel to monitor the event discreetly, so they can address any issues as they arise. These personnel should also follow up on any complaints or concerns after the event in line with the appropriate procedures.
8. Reflect and celebrate achievements.
The end-of-year celebration should also be an opportunity for employers to acknowledge and celebrate the achievements and hard work of their employees throughout the year. This recognition helps foster a positive and motivating environment for everyone.
If you would like more information on how to best plan or manage your end-of-year celebration, please contact us via the link below.
