21st November 2024

Hosting A Christmas Party…. How To Do It Safely

As we near the end of 2024 and the holiday season approaches, our thoughts turn to festive gatherings. In this blog we explore how to prepare for a works Christmas party to ensure it’s both a safe and successful event.

Code of Conduct

While you will no doubt want employees to let their hair down and enjoy themselves, bringing together a large group of colleagues outside of the usual work environment can be a recipe for disaster. Add alcohol into the mix, and it’s easy for lowered inhibitions to lead to inappropriate behaviour, from employees getting a little too friendly to some seeing it as an opportunity to air frustrations that they have sat on all year. It is therefore always advisable to remind employees before attending the Christmas party that it is still a work-related event, and as such they are expected to exercise professional behaviour. Emphasise the importance of treating colleagues with respect and courtesy.

To prevent any suggestion of discrimination, be sure to extend the invitation to all members of staff. This includes homeworkers, those on maternity/paternity leave, as well as those on sick leave

While you should invite everyone, don’t force or put pressure on people to attend. If the party will take place outside of working hours, keep in mind that some employees may have childcare or other responsibilities and non-Christian employees may feel uncomfortable about attending.

Alcohol Management

Encourage responsible drinking by setting limits on the amount of alcohol served. Rather than a ‘free bar’, consider supplying staff with drink vouchers and asking them to pay for additional drinks themselves. Offer non-alcoholic beverages and ensure there are plenty of options available for those who choose not to drink alcohol – particularly for any designated drivers.

Food Safety

If you are planning to provide a sit-down meal or a buffet you should ensure that food labelling is clear, so that those staff with any food allergies or dietary needs are fully informed in order to prevent any illness or allergic reactions.

Ensure that the catering service follows proper hygiene practices, including food handling, storage and preparation.

Venue Selection

Choosing the right venue is crucial for ensuring safety. Consider the following:

• Capacity: Ensure the venue can comfortably accommodate all guests.
• Accessibility: The location should be easily accessible for all employees, including those with disabilities.
• Emergency Exits: Familiarise yourself with the emergency exits and ensure they are clearly marked and unobstructed.
• First Aid: Ensure a well-stocked first aid kit is available at the venue and the details of the trained first aiders on site are known.
• Emergency Contacts: Have a plan in place for dealing with medical emergencies, intoxication, or other unexpected incidents including who to contact in case of an incident.

Transportation and Accommodation

Consider how your employees will get home safely after the event. Arrange for designated drivers, taxis, or rideshare services to ensure everyone has a safe way to get home.

If your party is in a distant location, consider booking overnight accommodation for employees who may need to stay overnight.

Communication

Keep employees informed about the party’s health and safety measures by sending out invitations that include details about the code of conduct, dietary options, transportation arrangements etc.

Encourage employees to voice any concerns they may have about health and safety. Addressing these concerns can help create a more comfortable environment for everyone.

Hosting a work Christmas party can be a fun way to celebrate the holiday season and strengthen workplace relationships, but they can go wrong and quickly become an HR nightmare if not managed appropriately. By considering the above measures, you can create a fun, festive, and secure environment for all attendees, ensuring that the celebration is memorable for all the right reasons.

Happy holidays!