A Survival Guide – The Office Christmas Party

With the festive season just around the corner, the hustle and bustle of Christmas preparations are well underway. As we deck the halls and plan family gatherings, one event looms large on the professional calendar – the office Christmas party. 

While it is meant to be a time of festive cheer and camaraderie, the mix of high spirits and free-flowing alcohol can sometimes lead to HR headaches. If you are organising this year’s soirée, fear not! We have created a comprehensive guide to ensure your office Christmas party goes off without a hitch. 

Setting the Tone: Behaviour and Alcohol Policies

First things first, it is crucial to set clear guidelines for behaviour. Remind your staff that the office Christmas party is an extension of the workplace, meaning all company codes of conduct apply. Emphasise that any breach of conduct could lead to formal disciplinary actions. 

Exercise caution when it comes to an open bar’s tempting allure. While it is generous to provide free drinks, offering a variety of non-alcoholic options is equally important. Consider using drink tokens to monitor alcohol consumption and prevent excessive indulgence. 

Harassment

One topic which re-occurs for Christmas parties is conduct and sexual harassment, which can be both verbal and physical. This can even include commenting on someone’s clothing or appearance.  

Given the presence of alcohol and the misconception that the party does not count as “work”, some people can forget themselves and at times behave highly inappropriately, particularly if tensions that have been simmering during the year finally come to the fore, with inhibitions lowered because of alcohol.  

The separation between work and non-work will be more marked if the party is held at an external venue rather than the company premises.  

It would be a good idea for the employer to set out well ahead of time to all employees that Christmas parties are an extension of the workplace, regardless of where they occur.  

This would require conduct to be kept the same as it would be in the workplace, a clear reminder of what is and is not acceptable behaviour and consequences which could occur such as disciplinary action potentially leading to dismissal for the most serious of offences.  

From the 26th of October 2024, The Worker Protection (Amendment of Equality Act 2010) Act 2023 places a legal obligation on employers to take ‘reasonable steps’ to prevent their employees from experiencing sexual harassment.   

Under the new law, the employment tribunal can now increase compensation awards for sexual harassment claims by up to 25% if it finds:   

• sexual harassment has taken place  

• the employer failed to take reasonable steps to prevent sexual harassment 

You should refer to your risk assessment on preventing sexual harassment in the workplace before considering the amount of alcohol provided to employees by the Company. If you have not got a risk assessment in place, contact the Sapphire HR Support Helpdesk and speak with an advisor. 

Social Media Etiquette

In today’s digital age, social media can turn festivities into a PR nightmare if not managed properly. Establish firm guidelines about what can and cannot be shared online. Encourage using a specific event hashtag, allowing you to monitor shared content. Politely request the removal of any inappropriate posts that could harm the company’s reputation, which is also an excellent opportunity to remind everyone of the company’s social media policy. 

Entertainment: Inclusivity Matters 

When planning entertainment, think about inclusivity. Consider the diverse backgrounds and beliefs of your employees. For example, if you opt for a casino-themed night, be mindful of employees who might abstain from gambling for religious reasons. Choose activities that cater to a broad audience, ensuring everyone can participate comfortably. 

Managing Absences 

The holiday season often sees a spike in absenteeism. To counter this, some companies schedule their parties on Fridays, providing employees a weekend to recuperate. If your event falls on a weekday, be transparent about expectations for the following workday. Consider flexible work hours or a later start time to accommodate those who might need a bit of extra rest. 

Top Tips for Success: 

1. Clear Communication: Provide explicit guidelines on expected behaviour, emphasising the professional nature of the event.
2. Travel Arrangements: Encourage attendees to plan their journeys home in advance, perhaps even arranging pre-booked taxis for their convenience.
3. Diverse Refreshments: Ensure a range of beverages, including non-alcoholic options, to cater to all preferences.
4. Social Media Policies: Reiterate the rules about social media usage during and after the event.
5. Inclusive Entertainment: Choose activities that are inclusive and respectful of diverse cultural and religious backgrounds.
6. Respect Attendance Choices: Make it known that attendance is optional, understanding that personal beliefs or prior commitments might prevent some employees from attending.

By following these guidelines, you can steer your office Christmas party through the potential minefield of festive celebrations. With clear communication, thoughtful planning, and respect for diversity, you can ensure a joyful and inclusive event for all. Here’s to a successful and harmonious holiday celebration!