HR Christmas party guidelines; all you need to know
It’s the most wonderful time of the year…..!
The office Christmas party is a great opportunity to thank employees for all their efforts over the past year and come together outside of a working environment for a bit of downtime and fun. Given that the last few years have been very much about remote celebrations due to Covid lockdowns, 2022 offers us all a chance to come together in person and foster some stronger team bonds.
However, there is always that underlying concern when it comes to the office Christmas party that when the alcohol starts to flow and everyone starts to relax and let loose, things could well get just a little bit messy. And no one is more aware of this than HR, who will, of course, be carefully considering the company’s reputation and thinking about its duty of care to all employees.
And it’s because of this that it is integral to establish some clear guidelines well before the event, both in terms of what the company expects of its employees and indeed what will happen if they don’t act appropriately at the event.
With this in mind, here is our checklist of things you may wish to consider when it comes to your office Christmas party in 2022.
Be mindful of costs:
It’s not just company expenses that you need to be considering this year, rather you’ll need to keep in mind that employee’s purse strings may be tighter this year too due to the increased cost of living. In fact, some employees may well feel that they simply cannot afford to get involved this year. Certainly, the company itself may well be laying on an all-expenses night out, but it’s important to also give some thought as to whether employees will need to fork out anything extra for taxis, secret Santa gifts or hotel rooms too. Make it clear to all employees what is and isn’t included in the party package and be sure no one feels obligated to attend. This should be a fun event, not something that ends up being extra stressful for employees.
Be inclusive and sensitive:
Whilst it is important to make sure that everyone is invited, do pay special consideration to employees’ religious or cultural backgrounds. If some employees do not wish to attend due to their religious or cultural beliefs then that’s fine, do not try to force them to join in. Likewise, be sure to invite those who work from home, are on long time sick leave, about to join the company or are on maternity leave; they should all receive an invite too. Be sure to cater for all dietary requirements and lay on plenty of soft drinks for those who do not wish to drink alcohol. Check the venue, theme, menu and date of the party to take different religious groups into account. Finally aim to include everyone in the festivities by playing music that will suit everyone and ensure that any entertainment that is put on takes account of all ages, races and religions.
Set some ground rules in advance:
Remind all team members that the party is a celebration and a time to unwind, but that this is also a company event and that ground rules should be respected. It’s a good time to remind your employees about your company’s policy around drugs and alcohol, and indeed remind them of your expectations around equal opportunities. Make sure you don’t treat the senior people differently or offer them a different party package. This will only cause discontent.
Alcohol:
Remember that the company has a duty of care to its employees and a liability for any alcohol fuelled incidents, this includes parties outside of the working day. If you are paying for the alcohol at the event, make sure you consider what a suitable level is and communicate this to the team. You can limit the number of free alcoholic drinks by advising what the number of free drinks are per individual before and letting the events team or restaurant know to keep an eye on alcohol levels. Always make sure that there are plenty of soft drinks and water available too.
Kibosh the afterparty:
Don’t forget that the company has vicarious liability, not just for the party itself, but for any other events that occur afterwards too. In short, an employer is never off duty. They must be clear to everyone that whilst they want everyone to have fun before, during and after the event, normal standards of behaviour apply.
Try something new:
You don’t have to organise a Christmas party evening event if you don’t wish to. Instead, why not consider some other fun ideas like an afternoon off for Christmas shopping, getting the team pampered at a spa, a trip to a pantomime, a team building event such as go-karting or an afternoon tea? There are plenty of other ideas you could consider that take the emphasis off an alcohol fuelled night out and they could even be more fun.
Think about your timings carefully:
If you are putting on an evening event, then be sure to consider ending the party in good time and before public transport stops running. If not put on transport to ensure employees get home safely. The last thing you want to be worrying about is whether employees make it home.
Ensure there is a grievance policy:
If grievances are raised, or disciplinary action is required as a result of incidents during the event, you will need to follow proper procedures and take all grievances and disciplinary matters seriously. For instance, employees may say that the comments or actions of colleagues at the office party have upset them. You can be vicariously liable for actions of employees at these events and victims could bring harassment claims, so take any complaints made seriously. Adequate preparation on this is key. You will need to investigate any complaints, interview witnesses, and also meet with the employee to discuss their complaint in detail. This can take time and resources so make sure you are able to facilitate this post event and before Christmas leave starts.
As always, having a plan in place in advance and making sure everyone is on the same page is key, but it’s also important to remember to balance your approach too. You will never be able to control every single thing - and of course doing so would end up sucking all the fun out of something that is supposed to be an enjoyable event and a reward for hard work.