Employees look forward to the traditional work Christmas party, which is a wonderful way for a business to celebrate its wins for the year and to make employees feel appreciated, allowing them to relax, get to know each other and share the joys of the season. However all this merriment can offer the perfect environment for sexual harassment and workplace accidents to occur.
The combination of a social setting, a relaxed, party atmosphere and alcohol can create high spirits - which can quickly erode inhibitions and commonsense. Every year the various anti-discrimination tribunals receive complaints of sexual harassment at work Christmas parties and these can lead to costly claims for the employer. Whether it is a stolen kiss underneath the mistletoe, an overly enthusiastic dance partner, unwelcome or uninvited sexual advances, or a comment on someone's appearance, sexual harassment claims are often rife after Christmas parties.
To avoid potential workplace issues and litigation, it is important for you, as an employer, to be familiar with your legal responsibilities, the potential liabilities associated with hosting a business party and an understanding of how to be a responsible host. Under Occupational Health and Safety (OHS) legislation, as an employer you have obligations to ensure the health, safety and welfare of all your employees while they are at work.
The Christmas party is considered a 'work activity' and intoxication is not a defence to sexual harassment laws. And this responsibility of care is not confined strictly to the workplace – it can be an off-site party and also includes the trip home.
So when organising your staff event, why not consider these key points:
Objective: what do you want to achieve? This should form the basis for all of your planning efforts.
- Say thanks for a hard year;
- Prepare for a challenging new year;
- Give an update on the business;
- Set the scene for changes;
- Spend time together and relax;
- Build team work and camaraderie;
- Bring families into the workplace;
- Wish everyone a merry Christmas
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Audience: how can you match the company objectives with their expectations?
- How old are they?
- How long have they worked with us?
- How many of them are there?
- What are their previous experiences?
- What is their work history?
Budget: how much can you spend?
Transport: public transport, cab charge or their own devices – this can be a strategic and moral decision.
A Christmas party should NOT be about:
- Giving everything away;
- Promoting a drinking culture;
- Surprises – ethical and moral;
- Going against company policy;
- Promoting the religious aspect of ‘christmas’ party. (Unless that is your business!)
Some things to remember:
- Some people find it hard to differentiate work and play when not in the workplace – BEWARE!
- Watch the entertainment!
Set the ground rules covertly and overtly before the party:
- Expectations of behaviour
- Closing off the bar tab
- Finishing of the Christmas party event
- How they will get home.
Here are some ideas to host a seasonal shindig on a shoestring budget:
- Hold a party in the office, eliminating venue hire costs, expensive bar tabs, tiresome queues for the toilet, oppressive bouncers and transport.
- Deck the halls with handmade decorations – you’ll create a look that is cheap, cheerful and quirky.
- While three-course sit-down dinners are a popular option for Christmas parties, cocktails and canapés provide more bang for your buck.
- Visit venues offering all-inclusive packages that include extras such as lighting, theming and furniture.
- Look out for specials on alcohol now – a number of great deals are available in the lead-up to Christmas, so stock up early for that festive toast!
- Or consider having a cash bar instead of an unlimited drinks package.
- Limit lavish extras – a great Christmas party doesn’t need to have a live band or magician.
- Remember, staff want to have fun and celebrate the festive season with their colleagues.
- Australia has the ideal climate to enjoy a Christmas party outdoors, so host a barbecue by the lake or at a nearby park.
When decorating the office:
- Use a stepladder, not a swivel chair to put up decorations.
- Don't hang the tinsel on computers or other sources of heat.
- Don't decorate emergency exit signs.
- Switch off tree lights before going home.
- Ensure that Christmas trees are secure and won't be knocked over by people passing by or pulling cables.
- Keep party food that spoils in a fridge before the party.
- Use paper cups, not glasses.
- Move computers out of range of possible spillages.
Before the Christmas party:
- Send an email, or pin to the notice board, a reminder to staff of EEO and OHS policies and behavioural responsibilities.
- Remind staff that Kris Kringle/Secret Santa gifts should not be offensive or sexual in nature.
- Designate someone to stay sober in order to monitor the party to ensure any issues are promptly and properly addressed.
- Inspect the venue for possible hazards like slips and trips and make potential risk areas out of bounds.
- Suggest a dress code for the party that keeps things professional.
- Avoid indoor fireworks, barbeques, candles and the like.
At the Christmas party:
- Alcohol, if served, should be done responsibly.
- A voucher system may be a useful way to limit alcohol consumption.
- Have a bartender dispense the alcoholic drinks.
- Instruct them as to when to limit alcoholic service.
- Sufficient food should be served with alcohol.
- Have plentiful supply of low alcohol and non-alcoholic beverages available.
- Buffets present a particularly high risk of food poisoning from foods such as cooked meats, eggs, mayonnaise and cooked rice.
- It is recommended that food should not be left out at room temperature for more than 90 minutes and stored below 5°C.
- Don't hang mistletoe. An innocent kiss may turn into a festive fling which could have repercussions in the workplace.
and Hey - have a great time!
Note: thanks to NSW Business Chamber for providing some of these hints.
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