Employers always run the risk of being liable for employee behavior after they’ve left the office holiday party, but after party guests have had several rum and eggnogs, the risk becomes even greater. And if you haven’t arranged safe rides home? Oh boy!
It’s easier to prevent a lawsuit than it is to face one after it’s been filed, and most incidents can be avoided with proper planning.
Follow these 15 tips to ensure your office holiday party runs smoothly and lawsuit-free.
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1. Circulate relevant work policies
This is arguably the most important precaution to take while planning your office holiday party. Consider:
- The company code of conduct. The normal standards of the workplace still apply.
- Zero-tolerance approach. Warn employees that the company is taking a zero-tolerance approach, and behavioral misconduct will be dealt with accordingly.
- Rules regarding substance abuse. Review “responsible” alcohol consumption. Remind employees that drugs will not be tolerated.
- Refreshing the social media policy. Review current company standards regarding unauthorized photos, videos and overall privacy.
2. Ask for signatures
Have employees sign a compliance sheet before the party. This is a good way to really get the point across about behavior at the office holiday party.
3. Review insurance policies
Some insurance companies may deny claims that involve alcohol consumption. Be aware of any exclusions in your policy.
4. Consider purchasing additional insurance
Consider purchasing server liability insurance. Avoid gaps in coverage. If you’re hiring a bartender for the evening, consider purchasing server liability insurance.
5. Where’s the first aid kit?
Should disaster strike, you’ll want to know the location of the closest first aid kit and its contents. Also think about where the closest defibrillator and fire extinguisher are located. If disaster strikes, you’ll be glad you did.
Did Donna dance a little too hard and slip? You’ll need to document it. Use our free Incident Report Template.
6. Be inclusive
Avoid potential issues by providing a variety of games, food and drinks, not just those “Christmas” themed.
7. Keep the party optional
The last thing you want is to force an employee to come to the party and they get injured. They’re far more likely to be spiteful and pursue legal action if they didn’t want to be at the party anyway.
8. Encourage employees to bring a plus one
The presence of a significant other can reduce the odds that an employee will drink too much or behave inappropriately.
Sexual harassment is a big concern for holiday work parties. Should an incident happen, a Sexual Harassment Complaint Form is vital for the investigation.
9. Organize tons of games and activities
Plan a variety of games, events, programs and speakers. Keep guests busy and out of trouble with fun activities all night long. Here are a few activities to plan for your corporate party:
- Employee Awards Ceremony
- Gift-wrapping competition
- Scavenger hunt (for a twist, make it a selfie scavenger hunt)
- The Newlywed Game: Coworker Edition
10. Offer a wide variety of food
Make sure there is something for everyone at the party. Consider employees who might have allergies, sensitivities, preferences or religious restrictions.
11. Offer a wide variety of drinks
If the only options are water or wine, wine might be the best alternative. But if you’re offering different juices, soft drinks, or virgin drinks, employees might opt for one of those instead.
12. Limit drinking time
Closing the bar two hours before the party ends is a good practices that many companies follow to allow partygoers to metabolize alcohol before leaving.
13. Opt for drink tickets or tokens
Instead of a free-for-all bar (paid or open) using drink tickets helps you to limit and/or monitor how much everyone is drinking.
14. Coordinate safe transportation
Coordinate designated drivers, taxis, public transit, Ubers and drive-you-home programs. The company is responsible for intoxicated employees and may be liable for their behavior after they’ve left the premises. Avoid risks by coordinating designated drivers, taxis, public transit, Ubers and drive-you-home programs.
15. Speak up, intervene if you need to
Recruit volunteers who can keep an eye on things and are willing to intervene if necessary.
Don’t put your employees at risk of incidents or your company at risk of negative repercussions this festive season. Use these tips to plan a lawsuit-free holiday party that employees will never forget, for the best reasons.