Here are the key considerations to keep your event enjoyable, safe, and compliant:
1. Conduct a Risk Assessment
Even at off-site events, employers have a duty of care under health and safety laws.
- Identify potential risks, including alcohol misuse, harassment, or food safety issues.
- Shortly before the event, remind employees of expected standards of behaviour and your company policies (e.g., drugs and alcohol, harassment policies).
- Ensure employees know that disciplinary action may follow any breaches.
2. Designate a Responsible Person
Assign a manager or senior staff member to remain sober and oversee the event.
- This person can address inappropriate behaviour or emergencies if they arise.
- Managers should intervene if any behaviour borders on unprofessional or unacceptable.
3. Brief Managers in Advance
Make sure your managers are prepared:
- Remind them of their responsibility to uphold standards.
- Advise them to avoid discussing sensitive topics such as performance reviews, salary increases, or promotions during the event.
- Encourage them to spot and handle any signs of harassment or inappropriate conduct.
4. Consider Alcohol Use
Not everyone drinks alcohol, and offering alternatives is essential for inclusivity.
- Employees may avoid alcohol for religious, health, or personal reasons.
- Be mindful that alcohol increases the risk of inappropriate behaviour.
5. Food and Entertainment
- Offer food options that cater to various dietary needs, including allergies and religious considerations.
- Review any entertainment to ensure it is suitable and non-offensive to avoid potential complaints.
6. Transport Arrangements
If alcohol will be consumed or the event runs late:
- Encourage employees to pre-arrange lifts, taxis, or public transport.
- Provide local taxi numbers to ensure everyone can get home safely.
7. The Following Day
If the event occurs mid-week:
- Decide in advance how you’ll handle lateness or absences.
- Ensure consistency across managers to avoid grievances or unfair treatment.
- Be extra vigilant for employees operating machinery or driving.
By planning thoughtfully and considering these key points, you can ensure your work event is inclusive, safe, and enjoyable for all employees—while protecting your business from risk.
