Christmas Party Checklist

The works Christmas do has rolled around again. You know there’s a few watch areas that as an employer you need to be aware of – so as a reminder here they are:

Behaviour – The Works Christmas do is happening because of work. It is an extension of the workplace; employers therefore have a vicarious responsibility for the behaviour of people there (employees or not and the impact behaviour has on the employees in attendance). It is wise therefore to write out in advance of the event to advise employees of the arrangements for the party and gently remind them that as it is a work event that work standards of behaviour (in person and via social media) remain. In addition, to avoid doubt set out the repercussions are if those standards are not met.

Remind managers to be role models and it is also prudent to designate one or two managers that are not drinking who are able to monitor and manage the ‘Christmas spirit’.

Drinks – The Christmas party is frequently associated with alcoholic merriment.Religious considerations come in to play here along with individual preferences and the potential need for attendees to drive, so non-alcoholic drinks should be readily available. As standards of behaviour have a direct relationship with the amount of alcohol consumed, perhaps the emphasis should not be on alcoholic drinks. An open bar is generous but can send the wrong message in relation to employee health and behaviour. Drinks tokens work very well as an alternative, but a boozy event may be offensive to some people.

Menu – Food is important – especially when alcohol is being served. Consider whether it’s a formal sit-down dinner or buffet style. A formal set-up feels more special but there’s the seating plan to manage. This provides the opportunity to mix people from different areas of the business but also has the risk employees feeling ‘stuck’ with table companions they do not know or maybe even like! A buffet can help employees to mix informally (but has the risk of colleagues only hanging out with other colleagues within their circle) and it is hard to juggle drinks and food at the same time.

Whatever the format, to stand a chance of pleasing most of the people find out in advance any dietary requirements such as allergies, religious restrictions/requirements and vegetarian/vegan diets.

Location – This can be a big factor in determining the numbers attending. It should be easy to get to, ideally by public transport. If it is difficult, people will be put off attending or you may want to consider offering subsidised accommodation. If public transport options are limited, consider laying on transport – taking your responsibilities for avoiding employees drinking and driving seriously. The venue should be accessible for disabled/wheelchair user attendees and should feel safe for all attendees.

Timing – consider whether the event takes place in work time eg lunchtime/afternoon or in employees’ own time eg evening/weekend. A Friday night may exclude some people of certain religions. An event that takes place in work time is seen as a perk and encourages attendance – but what do you do with those that do not want to attend? Do they get the time off? Also consider arrangements for covering the business for the working day when the workforce is absent – perhaps non-attendees cover and take time off on another occasion. Speaking of absence, consider arrangements for the morning after. You may want to offer a more relaxed start time, but again will need to think about skeleton cover. Again set expectations of how absence and lateness will be dealt with.

Entertainment – the purpose of the party is to reward staff, so the event should be entertaining. This will also encourage people to attend. Whatever entertainment you provide, remember your vicarious liability extends to that. Check that what you choose does not run the risk of being offensive (employer liability for third-party harassment was repealed last year, but responsibilities/liabilities still remain)

Attendance – As much as you want all staff to attend the party having gone to so much effort in your arrangements, not everybody celebrates Christmas and you should be careful not discriminate against other employees of different religions/beliefs. Some employees with childcare/caring responsibilities could be prevented from attending an evening social event (although others will find the party a welcome relief) therefore you should act sensitively and take care that employees do not feel excluded or uncomfortable by being obliged to attend.

Checklist

• Find out dietary requirements
• Ensure there are a range of drinks options
• Consider:

• Laying on transport
• Providing accommodation

• Send out note of the arrangements and a reminder of behaviour
• Assign designated manager(s) for the event
• Ensure managers are trained to implement:

• Disciplinary policy – for dealing with misbehaviour that happened either during the party (eg harassment) or after (eg lateness/absence).
• Grievance policy – for dealing with any subsequent employee complaints

• Finally given that 21% of people meet their partner at work (Pew Center, 2012) – and a works do may be the catalyst, consider creating and communicating a Relationships at Work policy