Workplace parties are a fantastic way for employers to reward their teams and celebrate successes. However, it is important to remember that they can also present significant risks for employers if not managed appropriately. In this blog post, we will explore some of the employment law considerations that HR teams should be aware of when planning a summer work party.
Risk management is crucial when planning a work social event. It is the responsibility of the HR team to ensure that the event is enjoyable but also free from avoidable risk. One important consideration is the location of the event. The chosen venue must be accessible to all employees to avoid any complaints or claims of discrimination. Logistics for getting staff to and from the event should also be taken into account, and employers must consider their duty of care towards their employees in this regard. If logistics are a concern, arranging discounted local hotel rooms or transport to and from designated locations may be necessary.
When scheduling the summer party, employers should choose a date that is less likely to result in employees calling in sick the next day or coming into work still under the influence. Booking the venue in advance will help to secure the ideal date.
All employees must be invited to the event, regardless of whether they are out of the business on family-related leave or for another reason. Failing to do so could lead to claims of discrimination or constructive unfair dismissal.
Clear behavioural expectations must be established from the outset. Work events are an extension of the workplace, and relevant company policies, particularly those covering harassment, discrimination, social media, or drugs and alcohol should be reminded to employees. While drinking is often a part of social events, employees must be reminded that drinking too much is not an excuse for inappropriate behaviour. Employers must also remind employees that their conduct at such events will be subject to disciplinary action and that the employer is vicariously liable for their conduct.
Given alcohol can trigger lapses in judgment and inappropriate behaviour, employers should consider appointing an event monitor. This role can often fall on an employee who is teetotal. Still, it is important not to assume they are happy to take on this role. Instead, ask for volunteers and clearly outline the responsibilities that are expected of them. Another option to reduce the risk of indiscretions would be to limit the amount of alcohol or hold an alcohol-free event. Employers should also brief managers/speakers to limit any alcohol intake before they address staff and ensure that they are not planning to say anything that might cause offense.
In conclusion, summer workplace parties can be a great way to reward and celebrate employees. Still, it is essential to remember that they can also present significant risks for employers if not managed appropriately. Employers should communicate clearly with staff about expectations and existing policies and make sure everyone is included and happy, ensuring that the event is memorable for all the right reasons.
