Hosting a work Christmas party and Christmas party safety

The end-of-year Christmas party is a chance to enjoy the camaraderie of co-workers, celebrate your team’s achievements and reward staff for their contributions throughout the year. But it’s not uncommon for these festive gatherings to be burdened with potential risks, including legal exposure for you under workplace laws.

As a responsible business owner or decision-maker, you want to ensure the Christmas party is memorable and safe for everyone, so careful planning and risk management should be at the top of your priority list.

So read on for practical tips on how to host a work Christmas party, including strategies for safety, inclusivity and compliance with workplace laws.

Understanding the potential risks of a Christmas party

While Christmas parties should always be fun and in the spirit of the festive season, employers need to be aware of all the potential risks, including:

Safety-related incidents

Be wary of scenarios such as intoxicated employees attempting to drive home or accidents like slips and falls at the office/venue. Employers need to prioritise Christmas party safety to avoid these genuine threats.

Discrimination and harassment

Workplace harassment and discrimination claims can easily arise from inappropriate jokes, unwanted advances, or potentially offensive Kris Kringle gifts. While not explicitly spelled out, the Fair Work Christmas party rules stress the importance of maintaining a respectful and inclusive environment.

Employer liability

Under Australian workplace law, employers can be held accountable for employee actions during work-sponsored events. Known in the legal world as ‘vicarious liability’, it essentially means that employers must take proactive steps to mitigate risks and demonstrate that reasonable precautions were taken – including Christmas safety at work during functions and events, for example.

Planning and prevention: Pre-function steps

As you’ve probably already realised, a good amount of preparation is one of the biggest factors in hosting a Christmas party that’s safe and enjoyable for your staff and other invitees.

Policy review and communication

Make sure your anti-harassment, workplace behaviour, and alcohol policies are up to date. It’s also a good idea to circulate a pre-event memo that outlines acceptable conduct at the venue and safe transportation options.

Setting office Christmas party rules

It’s not out of place to clarify rules for the party well before it takes place. Focus on respectful behaviour and adhering to established workplace policies. If you think it may be necessary, set up times for staff training on acceptable conduct to reduce risks of harassment or discrimination claims.

Choosing the right venue

You’ll want to pick a venue that’s RSA-compliant and can accommodate employees with mobility impairments. A safe, inclusive setting will ultimately contribute to a more enjoyable experience for everyone. Perhaps you might want to think about sending a Christmas safety message to the workplace so that all your staff have a chance to give their opinion on the venue and whether it will be a good fit.

Food and alcohol management

• Make sure there’s enough food to balance out any alcohol consumption.
• Limit alcohol service by capping bar tabs or cutting out spirits altogether.
• Offer non-alcoholic drink options to make sure everyone is included.

During the event: Safe and responsible Christmas celebrations

To ensure you have a safe environment throughout the party, it’s a good idea to assign senior staff members to oversee attendees' behaviour. If necessary, ask that they remain sober so that they can carefully intervene if a situation arises.

Monitor alcohol service closely to ensure RSA is complied with, and don’t risk over-service to guests. In the same vein, you’ll want to clearly distinguish between work-sponsored activities and any post-event socialising. Clarify that post-event behaviour falls outside workplace policies to mitigate liability on your behalf.

Post-function considerations

Even after the event ends, employers will need to think about the safety of their staff and compliance with the law. Make sure you:

• Encourage safe transport options: Pre-arrange taxis, announce that you’ll reimburse for ride-shares or organise carpooling so everyone gets home safely.
• Manager guidelines: For managers attending external functions on behalf of the company, make sure that any post-event behaviour guidelines are articulated.

A shift towards positive duty in 2024

With Australia’s relatively new legal requirements for employers to actively eliminate sexual harassment and discrimination, businesses must adopt a proactive approach. Moreover, positive duty is all about fostering a respectful workplace culture not just during the Christmas party but year-round.

Some practical but easy-to-implement measures include:

• Regular training about respectful behaviour.
• Updating workplace policies to align with the new standards.
• Ongoing efforts to promote inclusivity and respect within the workplace.

How HumanX can help

Planning a safe and successful Christmas party should involve more than choosing the right decorations or drinks menu. At HumanX, we are adept at supporting businesses in their compliance, workplace policies, employee relations, and so much more. From updating HR standards to managing post-event investigations, our team will ensure you’re covered every step of the way.

Following these tips and leveraging HumanX’s consulting expertise means you’ll be able to create a safe, inclusive, and memorable Christmas party for your entire team while managing any potential risks. So start planning now for the best end-of-year celebration.

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