With the end of the year comes parties to celebrate the year’s successes and hard work. The office holiday party can improve morale and employee camaraderie and is an event many employees look forward to. However, some employees may celebrate too much, especially at holiday parties with alcohol, resulting in inappropriate or harmful behavior.
Companies should take proactive steps to ensure that employees enjoy themselves responsibly, and to protect the employer from liability.
- Remind Employees About Anti-Harassment and Anti-Discrimination Policies
Prior to the holiday party, employers should send out reminders or guidelines to employees about expected behavior. Employers should also remind employees of anti-harassment and discrimination policies and that they still apply at the holiday party. Companies should also specifically remind employees not to kiss co-workers, give compliments that are suggestive, romantically pursue a coworker, become aggressive, or dress or dance provocatively. Companies may want to consider similar postings at the holiday venue itself or in the bathrooms.If companies are due for harassment and discrimination prevention training, it may be beneficial to hold the training a week or two before the scheduled holiday party, so these policies are fresh in the minds of employees.
- Control Alcohol Consumption
The most common problems that arise at holiday parties stem from the overconsumption of alcohol. Companies should consider implementing these methods of preventing overconsumption that still allow employees to enjoy themselves:Hold the party outside of the office and hire a professional bartender or catering company that has experience serving alcohol and spotting employees who may have overconsumed.
Pass out drink tickets to limit overconsumption. For example, companies can distribute two or three drinks per person to curb excessive drinking.
Offer wine and beer only. If you do allow hard alcohol, consider prohibiting shots.
Ensure that plenty of food is available throughout the party. Consuming food with alcohol may lessen the intoxicating effects of alcohol.
Make complimentary rides available to avoid employees driving under the influence, by either providing vouchers or reimbursing costs.
Hold the holiday party earlier in the evening and end earlier in the evening when employees may be less likely to drink excessively.
Opt for Holiday Brunches or Breakfasts in lieu of an evening event.
- Prohibit Illegal Drugs and Cannabis Use
Companies should prohibit the use of illegal drugs at company-sponsored events and communicate this to employees. Employers should remind employees of the drug-free policy and enforce policies against drugs, including cannabis. - Designate a Person to Oversee Inappropriate Behavior
Companies can designate someone from Human Resources or a Manager to oversee the party to ensure there is no inappropriate behavior. Companies may also consider hiring a neutral third-party coordinator or party planner who can be responsible for overseeing behavior during the party. - Allow Employees to Invite a Spouse or Family Member
Employees may be on better behavior when a significant other or other family member is present. Any added cost from permitting additional guests may be offset by avoiding a harassment claim or workers’ compensation claim. - Ensure that the Party is Non-Denominational
Companies should be mindful that employees are likely to observe different religions and should call the event a “holiday party” or “year-end party” to avoid potential claims of discrimination. Holiday party decorations should also be neutral and stick to winter themes. - Make sure Employees Understand that Participation is Voluntary
Companies should communicate clearly that attendance at the holiday party is voluntary. Even if you state that participation is voluntary, if managers create an environment or perception that attendance is expected or mandatory, there is a risk that it may appear that it is work and you must make it compensable time. To avoid the potential risk of employees claiming that the holiday was compensable work hours, remind managers that they should refrain from pressuring their employees to attend the holiday party. Managers should also be reminded that they should not discuss business or work during the holiday party, which may be perceived as work time.
With some planning, holiday parties don’t have to be a worry for business owners and HR leaders.