Christmas parties are a time to relax, celebrate, and enjoy some downtime with colleagues. But, for employers, they come with an added responsibility: making sure everyone has fun in a safe, inclusive, and legally compliant way. With the new Worker Protection (Amendment of Equality Act 2010) Act 2023 now in effect, employers must take reasonable steps to prevent sexual harassment in the workplace—and yes, that includes work-related social events like the office Christmas party.
Importantly, under this legislation, employers can now be held liable for third-party harassment (e.g., by clients or customers) at work-related events, even if it’s the first time it happens—unless they can show they took all reasonable steps to prevent it. This makes planning and preparation even more crucial.
Here are some tips to help you plan a party that keeps the festive spirit alive while reducing legal risks:
Set the Ground Rules Early
A friendly reminder of your workplace policies ahead of the party can go a long way. Share expectations about appropriate behaviour, and emphasise that even though the party might be off-site, it’s still considered an extension of the workplace.
For a free employee social events policy template, email hello@sleekhr.co.uk.
Plan for Accessibility
Check that the venue is accessible to all employees, with features like step-free access and quiet spaces for those who may need them. Inclusive planning ensures everyone feels welcome and valued.
Handle Alcohol Wisely
Alcohol often features at Christmas parties, but it can also lead to problems. To keep things under control:
- Limit free alcohol with drink vouchers or a capped bar tab.
- Offer a variety of non-alcoholic drinks for those who don’t drink for personal, cultural, or religious reasons.
- Designate a few senior staff members to stay sober and act as points of contact if issues arise.
Cater Thoughtfully
Ask employees in advance about dietary needs or allergies so you can pass this information to the caterers. Providing options ensures no one is left out.
Address Sexual Harassment Risks
Sexual harassment is one of the most common claims arising from work parties. The new legislation expands your duty to prevent this behaviour, even at social events.
Steps to take:
- Ensure your sexual harassment policy is up to date and shared with employees.
- Clearly communicate behavioural expectations before the event.
- Be proactive in monitoring the event and addressing any concerns promptly.
Timing Matters
Want to increase attendance and goodwill? Try a dual-schedule approach:
- Host a work lunch during regular hours for those with evening commitments.
- Offer an optional evening event for those who want to celebrate further.
Let employees know in advance that the work-hour event is the main celebration, while the evening one is purely optional.
Plan for the Day After
If the day after the party is a working day, remind employees to book annual leave if they think they’ll need it. This reduces the risk of surprise absences and helps you manage workloads.
Wrap It Up Gracefully
Set a clear end time for the event so employees know when the company’s responsibility ends. After the party, check in with managers or team leaders to see how things went and gather feedback to improve future events.
Need Help Preparing?
Whether it’s reviewing policies, addressing compliance concerns, or ensuring inclusivity at your events, we can help you navigate the festive season with confidence.
Let’s make this Christmas a time to celebrate while staying protected.
Email hello@sleekhr.co.uk for a free social events policy template or to discuss how we can support your business.
