Managing HR and Health & Safety risks for Christmas parties

Safely hosting Christmas parties 

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

Follow our simple HR and Health & Safety tips to make sure your Christmas parties are a fun celebration for your team’s hard work while keeping everyone safe and supported.  

HR advice for end of year celebrations 

Preventing harassment 

Under the Equality Act, employers will be liable for acts of harassment, even if those actions were in breach of company policy, unless they can show they took ‘all reasonable steps’ to prevent it from happening. Last October, the Worker Protection (Amendment of Equality Act 2010) Act went further and introduced a proactive obligation on employers to take reasonable steps to prevent sexual harassment, breaches of which could lead to a 25% increase in awards for damages.

When planning Christmas parties, 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 alcohol being present. 
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? It’s important to clearly communicate your policies and keep them under review. 
3. Training for staff: Train your team regularly and compressively on your policies. 
4. Third parties: Check with third parties like caterers and vendors that they have harassment policies in place and have trained their staff on those policies.  
5. Have clear reporting channels: Make people aware of clear reporting channels, both formal and informal, where they can seek help or raise concerns. 
6. Respond to complaints appropriately: You must make sure to investigate concerns promptly, thoroughly and fairly and take appropriate action. 
7. Remind people what you expect: Before the event, remind everyone of your standards and expectations when it comes to behaviour. 

Inclusivity 

• Make sure there are non-alcoholic drinks available. 

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

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

Supervision 

Everyone wants to have fun, but it’s also very sensible to make sure you have a responsible person on hand who remains sober and alert so they can respond to any issues that arise during the event.  

Identify a designated person who can provide a confidential point of contact for employees in case they need assistance.

 

Health & Safety top tips   

Christmas parties are work-related events 

Remember: Christmas parties, even off-site or outside working hours, are still work-related events.

Your duty of care under the Health and Safety at Work etc. Act 1974 still applies. This means you must still take reasonable steps to keep employees safe.

Alcohol awareness 

Alcohol is one of the biggest contributors to incidents at work-related social events. People vary widely in tolerance, and alcohol can increase the risk of slips, trips, falls, conflict, aggression, illness and impaired judgement.

You must consider alcohol but also interactions with medication, and the potential misuse of other substances.

Learn more about alcohol and drugs in the workplace. 

Key steps employers can take 

• Limit alcohol consumption: Use drink tokens or controls to reduce overconsumption.
• Set a clear cut-off time: Agree and communicate when the bar will stop serving.
• Communicate expectations early: Make your rules and behavioural standards clear before the event.
• Provide food throughout: Snacks or meals help reduce the effects of alcohol.
• Provide quiet, monitored spaces: Offer a calm area for anyone feeling unwell or overwhelmed.
• Be alert to medical vulnerabilities: Some staff may react differently due to medication, health conditions etc.

Preparing the venue 

Whether you’re hosting on-site or at a third-party venue, you must still make sure the environment is safe for your team.

Consider:

• Venue suitability: Does the layout work for your plans (e.g., seated meal, dancing, mixed activities)?
• Slips, trips and falls: Work with the venue to minimise risks from wet floors, spillages, trailing cables, decorations or obstacles.
• Fire safety: Check evacuation routes, alarms and procedures, and ensure staff know what to do.
• Safe decorations: Secure all cables, lights and equipment to avoid creating new hazards.

Learn more about accidents and reporting

First aid arrangements

Even at social events, you need to be able to respond promptly to illness or injury.

• Check the venue’s first aid provision.
• Make sure a trained first aider or responsible person knows how to access support.
• Have an agreed emergency plan, including contacting emergency services.

Transportation 

If your event is off-site, make sure staff can travel safely, particularly where alcohol and winter weather may be factors.

Think about:

• Transport options: Providing taxis, coaches or reimbursed fares.
• Safe driving reminders: Encourage staff to consider their alcohol intake if they plan to drive.
• Safe parking: Check for well-lit, secure parking.
• Accommodation: Have options available if someone can’t travel home safely or weather conditions worsen.

Learn about preventing violence in the workplace

End-of-night safety

Risks often increase at the end of an event due to fatigue, alcohol consumption or emotions running high. Make sure you:

• Support safe departures.
• Have supervisors available until the event fully ends.
• Monitor exits for slips, crowding or conflict.

Celebrating safely and responsibly

Christmas parties are a great way to celebrate your team, but employers must still manage HR and Health & Safety risks effectively. With the right planning, from training and behaviour expectations to venue safety and transport arrangements, you can create a fun, inclusive event that everyone can enjoy safely.

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.  

And if you need support planning your end-of-year parties or anything else, call your 24/7 advice line on 0345 844 4848*. 

*Applicable for all clients who’ve purchased Citation’s HR & Employment Law and/or Health & Safety core service, including H&S and HR Workplace Expert. Please note that our H&S and HR Virtual Assistance clients have access to our advice line Monday to Friday 9am-5pm.