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Is it really necessary to distribute an all staff email about expected behaviour prior to our Christmas party? My Managing Director is uncomfortable with this and thinks it makes it sound like our employees can’t be trusted to behave as adults.
Your Managing Director’s concerns are quite common and understandable. However the risks to the organisation of not distributing an email regarding expected staff behaviour at your Christmas party are significant. The discussion points and guidelines below may assist you with providing appropriate advice and guidance to the Managing Director on the need for an all staff email and further actions that should be undertaken to minimise the organisation’s risk.
Christmas functions are notorious for an increased chance of safety-related incidents (both at the function and leaving it) and other risks such as sexual harassment or other forms of discrimination (for example, derogatory comments about a person’s ethnicity or their sick leave history that the employee thinks is ‘just a joke’ or did not intend to offend).
Alcohol combined with a party atmosphere increases the likelihood of an untoward incident occurring even more. Above all else employee safety should be at the forefront of an employer’s mind. And, if discrimination or harassment occurs at a work function that is organised or sponsored by the employer, then they are very likely to be vicariously liable for such behaviour unless they can demonstrate that they took all reasonable steps to reduce, mitigate and manage the conduct.
In addition, continuing to serve drinks to an alcohol-impaired employee may lead to liability arising from the law of negligence. This liability can also extend to an accident that involves an employee who is travelling home from a work function. Another further risk is those involving negligence claims from third parties. Third party negligence claims can arise when:
The above discussion means that there is more to managing the risk of Christmas parties than sending a memo to all staff to remind them of the need for appropriate behaviour. The memo or all staff email is still very important but is not the only action employers should take. There are a number of further steps that should be undertaken before, during and post function to manage incidents that may occur. Given the above risks, the guidelines below apply to any work sponsored event (in which alcohol is served) with additional considerations for a Christmas function.
Employers should be aware that workplace groups, such as a Social Club, do not operate in isolation and will not shield the employer from liability for functions they organise. Therefore, employers should oversee and have final approval of Social Club sponsored functions as the employer is ultimately responsible for the safe conduct of such functions and is potentially vicariously liable for what occurs.
Ensure it specifically covers employee behaviour at social functions. Members should benchmark their policy against this template for the appropriate wording or contact Ai Group for assistance. Organisations who do not have a policy may adopt the template policy in its entirety.
Will the venue ensure safe service of alcohol? If you have employees less than 18 years of age, ensure the servers understand this and that they or employees do not provide alcoholic drinks to them. Is the venue accessible by all employees and guests (e.g. mobility impaired friendly)? Does the ambience of the venue encourage appropriate or inappropriate behaviour?
Will there be enough food? This also goes to the point above. Functions that offer small servings of finger food but freely available alcohol may exacerbate the risk of inappropriate behaviour and injury by increasing the likelihood of employee’s over-indulging.
If the organisation does not have an appropriate food budget (that is, sufficient to cover a meal for each employee), it should reduce the alcohol budget proportionately and ensure safe service. Regardless of food portion sizes, the employer must provide a range of non-alcoholic drink options.
If the organisation conducts a Kris Kringle (or Secret Santa), ensure that employees understand that any gifts they purchase must be ‘G’ rated. This means that the recipient or others who will see the present (or even hear of it afterwards), should not have cause for offence leading to a possible breach of the organisations Sexual Harassment, Bullying and Discrimination Policy. All gifts must be family viewing!
This memo has two key risk mitigation objectives. Apart from reminding employees of their obligations under the organisations policies and to encourage them to be safe and responsible at the function and afterwards, it is also evidence that the employer took all reasonably practicable steps to prevent conduct in breach of its policies.
Members can download our Memo to Employees - Reminder of their obligations at work-related functions template that covers the issues discussed. Employers may also incorporate into their memo key messages about the function such as the venue, start and end times of the function, arrangements for taxis and Kris Kringle (and appropriate gifts).
Organisation’s should ensure that at least one senior staff member does not consume alcohol and monitors employee consumption and behaviour at the event. This person should have sufficient authority to ‘have a quiet word’ when necessary to limit or stop drinking (individuals or event wide). Those responsible should also have sufficient taxi vouchers to ensure safe passage home to anyone suspected of being above or near the legal alcohol limit to drive or is otherwise impaired/‘tired and emotional’ (for whatever suspected reason).
Many organisations include the cost of taxi vouchers in Christmas function budget and offer a voucher to all staff who may wish to have more than a couple of drinks and who request one. Alternatively, the organisation may wish to organise employees into end of function taxi pools so that staff who live in the same direction or area share a taxi home.
Finally it should not be forgotten that many employees also attend other organisation’s functions in the course of employment, particularly at Christmas. For example, a manager may attend a string of parties or events held by advisers, suppliers or contractors to the organisation. These events present the same risk and liability issues as internal functions so organisation’s need to ensure that employees attending outside gatherings in the course of their employment understand the required standard of conduct and consider providing taxi vouchers to ensure their safe passage home. Ai Group's article Managing the risks of work-related social functions provides additional information.
To discuss this topic further, please contact us or call the Ai Group Workplace Advice Line on 1300 55 66 77.