As the silly season approaches, many businesses will be in the throes of planning end of year functions for employees as a reward for all of the hard work throughout the year. It’s a time where teams of dedicated colleagues have the opportunity to celebrate and socialise together outside of their regular working environment. Although these types of functions should be fun, it’s important to be selective when planning what to do.
Reminders about expected standards of conduct
Employers should set in advance the standards of conduct and behaviour expected of employees at the end of year function. By way of a memo or in a meeting before the event, employees should be reminded that it is a work function, that the same standards of behaviour expected in the workplace will be expected at the function, and that there is the potential of disciplinary action if employees’ conduct do not meet expected standards.
In particular, employees should be reminded that conduct and behaviour that is sexually harassing in nature and which breaches work health and safety obligations will not be tolerated. The lead up to the silly season is also a good time generally to rollout refresher trainer on the Code of Conduct, together with key policies such as Workplace Behaviours Policy, Drug and Alcohol Policy, Work Health and Safety Policy and Social Media Policy.
Planning food and alcohol
Food – Plenty of food should be planned when alcohol is being consumed. The food should be hearty and substantial, such as hot finger food or full meals. Proper arrangements must be in place for keeping food at the right temperature or covering food where appropriate and experienced caterers should be used to ensure food safety, particularly for larger events.
Employers should cater for employees with food allergies, intolerances and dietary restrictions as the result of their personal or religious beliefs. Food designated for those with allergies, intolerances or dietary restrictions should be clearly labelled.
Alcohol – Employees should be reminded about expectations regarding the consumption of alcohol. In particular, employees should be advised before the function that arriving at the event intoxicated may result in them being refused entry, and that bringing their own alcohol to the event is prohibited. To address the difficulties of having to confront intoxicated employees, employers could consider hiring security or holding the function at a venue that provides security.
Employers should also plan a drinks menu that includes alcoholic, low-alcohol and non-alcoholic drinks. Make sure that drinking water is also readily available. Employees should be reminded to respect a colleague’s decision not to drink alcohol and should not pressure them into drinking.
Theme parties
It is not uncommon for end of year functions to have a particular theme where partygoers are encouraged to wear fancy dress or to dress to compliment the selected theme. Where a theme party is selected, employers should remind employees about the standard of dress expected and that fancy dress costumes should not be offensive or inappropriate.
Employees should also be reminded that a party should not be taken as an excuse to wear clothes that would otherwise not be appropriate for the workplace. For example, if a business is having a beach theme function, it should encourage employees to participate in the festivities by wearing Hawaiian shirts and maxi dresses or kaftans, rather than bikinis and Speedos.
Outdoor adventure parties
Whilst partaking in outdoor adventure activities such as paint ball, laser skirmish, go karting, quad biking or bubble soccer can be exciting and fun, it’s important to consider picking a venue or setting with minimal risk of accident or injury, as employers are likely to be liable for workers compensation for any injuries sustained during these activities. If a function includes physical activity, employees should be required to wear appropriate attire such as helmets and footwear, and alcohol should not be consumed before or during the activity.
Start and finish times
When sending out an invitation and any follow-up information about the event, employers should be very clear about the start time, finish time and location. Employers also should make it clear to all employees that any festivities that continue after the conclusion of the work function are not endorsed by the employer, are not part of the official work function and are on the employees’ own time.
Knowing how to minimise the risks of end of year functions before, during and after the event is key. However, these types of events are often fraught with risks for businesses, especially at functions where alcohol is being consumed. Whatever the chosen activity, employers must not place the health and safety of employees at risk because even at work functions, employers have a duty to provide a safe environment.
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