Managing HR and Health & Safety risks for corporate Christmas parties

December to January is a great time for get-togethers and parties as businesses wrap up, celebrate their successes, and welcome in a new year of opportunities. But you need some serious care and planning before your celebrations take place. 

Follow our simple HR and Health & Safety advice to make sure your Christmas parties are just as legally and morally responsible as they are fun and entertaining. 

 

HR advice for end of year celebrations 

Preventing harassment 

Under the Worker Protection (Amendment of Equality Act 2010) Act, employers must take “all reasonable steps” to protect their employees from harassment. This includes third-party harassment. 

When planning Christmas parties, make sure you keep in mind: 

• What’s the risk of workers being exposed to harassment? 

• Who’s most at risk of being harassed? 

• What steps can you take to minimise risk? 

Key steps employers can take 

1. Carry out a risk assessment: You should always complete a risk assessment before any event, making sure to include all relevant factors like the presence of alcohol, and account for any potential existing complaints. 
2. Make sure your policies are up to date and accessible: Are all your policies available in one central hub, where workers and managers can find them? 
3. Solid training for everyone: Train not only your staff, but also verify with third parties like caterers and vendors for events that their staff are properly trained. 
4. Have clear reporting channels: Make people aware of clear reporting channels, both formal and informal, where they can seek help. 
5. Respond to complaints appropriately: An impartial investigation officer should conduct a swift investigation to avoid any bias in the case. 
6. Communicate your strategy for prevention: Clearly communicate to all employees what measures you’re taking to prevent harassment and review these strategies frequently. 

Inclusivity 

• Make sure there arere non-alcoholic drinks available 

• If you’re planning on serving food, check dietary restrictions and make sure the venue can cater for them 

• Check the accessibility of the venue – is there easy access and egress for mobility aids?  

Supervision 

Everyone wants to have fun, but it’s also important to make sure you have responsible persons who remain sober and alert so they can respond to issues.  

• Identify responsible people and set out their duties beforehand – these should be managers, not regular employees 

• Set up procedures for collecting and responding to complaints 

• Make sure your responsible people are first aid trained, and that there’s additional first aid assistance at the venue 

 

Health & Safety top tips   

Alcohol awareness 

A 2024 study by the Institute of Alcohol Studies found that alcohol harm costs the UK economy £27.4 billion a year. Yes, it’s perfectly fine to have some fun and celebrate both the holidays and a job well done, but drinking to excess can have serious consequences.  

People have varying levels of alcohol tolerance. What could be a quick drink for one person may have a far greater impact on another.  

Consider how people can act when drunk – some may be happy and outgoing, others sad or secluded. Make sure someone’s around to keep an eye out – especially if you have employees who are already struggling with mental health concerns this winter.  

Key steps employers can take 

• Tokens: Limit the amount of alcohol per person with the use of drink tokens. 

• Cut-off time: Have a hard stop for when drinks are served. 

• Communicate: Make your rules and intentions clear before the day so nobody’s surprised at the event. 

• Consider supplying food: Even if you’re not planning a full sit-down meal, snacks and small nibbles can soak up alcohol and lessen the impact. 

• Provide a variety of spaces: Try to have a quiet zone away from the main event where people can go if they’re feeling unwell or have a headache.  

Preparing the venue 

Many businesses choose to outsource their Christmas parties, hosting them off-site in third-party venues that specifically cater for large events. Venues will likely have their own rules and Health & Safety considerations but there are still ways you can make sure everyone has a good time. 

• Think about whether the venue you choose is suitable for what you have planned – is it a sit-down dinner, a dancing party, or something else? 

• Work with the venue to safeguard against slippery floors, spillages, and tripping hazards from wires or obstacles. 

• Confirm the venue’s fire safety arrangements are all up to date, and that staff and guests know evacuation procedures. 

Transportation 

If you’re hosting a party off-site, make sure you include transportation to and from the venue, especially if you’re offering alcohol.  

Think about: 

• Safe parking options for people transporting themselves 

• Providing maps and guidance 

• Modes of transport – e.g. train, coach, or taxi provided or paid for by your business 

• Availability of accommodation in case people can’t make it home safely or there are adverse weather conditions  

 

Enjoy the festive season with Citation 

We want everyone to have fun this holiday season. Which is why we’re here to help take care of your HR and Health & Safety stresses.