The Importance Of a Risk Assessment for Your Staff Party

As we move into the festive season, many employers will be organising end-of-year staff parties. When it comes to alcohol and events involving overnight accommodation, however, there’s a higher risk of sexual harassment. Carrying out a risk assessment for your staff party will show that you’ve taken pre-emptive steps to prevent any possible issues. In this blog, we share some guidance to ensure you are prepared in advance of a staff function.

On 26 October 2024, the new Worker Protection Act came into force. The Act places a responsibility on employers to ensure a proactive approach to take ‘reasonable steps’ to prevent sexual harassment. While sexual harassment is unlawful under the Equality Act 2010, employers now have a mandatory duty to prevent it. Therefore, employers must provide sufficient evidence to show they can effectively manage this issue in the workplace.

Common Risks at Work-Related Events

There are several risks that employers need to be aware of when they are organising a staff party or work-related event:

• Alcohol and drug misuse
  Apart from the Workers Protection Act, The Misuse of Drugs Act 1971 is another piece of legislation to be mindful of when you hold a staff party. Relating to alcohol or drug use in the workplace, employers have a vicarious liability when it comes to their employees’ behaviour. A work-related party is considered an extension of the workplace, so employers must take matters seriously and act accordingly. For more information, read our blog Managing Drug and Alcohol Misuse at Year-end Parties.

• Overnight accommodation
  When a party is an evening function or being held in a location where staff need to stay overnight, this can pose extra risks. Employees may feel vulnerable or isolated when returning to hotel rooms or moving through the hotel alone, especially at night.

• Boundary issues caused by socialising with third parties
  Informal interactions with suppliers and customers can result in inappropriate behaviours, especially when alcohol has been consumed.

• Inappropriate language or ‘banter’
  It’s easy for people to get carried away when they have been drinking alcohol with jokes and banter going over the line. The new Worker Protection Act provides protection for those who feel sexually harassed by inappropriate comments. This applies to both the workplace and work-related events.

Guidance and Preventative Measures

There are a series of preventative measures that will help employers to take proactive precautions prior to a staff party. We have shortlisted several below, but it’s worth considering other measures such as management training on behaviour and power dynamics:

• Develop a zero-tolerance workplace culture to encourage workers to report incidences of sexual harassment. By promoting values of inclusion, dignity and respect, it will be easier to extend this cultural attitude to work-related events.

• Create a Code of Conduct for the event that includes clear, written guidelines on expected behaviour for all attendees. By setting clear guidelines on what’s deemed as appropriate language and behaviour, you can educate your staff on respectful communication.

• Brief your staff on appropriate behaviours when interacting with both colleagues and external parties. As well as creating a Code of Conduct, you could arrange a training session for managers. Social media interactions also need to be included, and make sure you send out reminders prior to your staff party.

• Establish a confidential procedure for reporting any inappropriate conduct from colleagues and external parties. Create a ‘Work-related events policy’ that explains your company’s stance on work-related social events. Within this policy you can refer to existing policies that cover harassment, bullying, and the Worker Protection Act.

• Allow enough space between seating and standing areas to prevent any spaces from becoming cramped. Employers should aim to avoid any unnecessary contact between people to ensure everyone feels comfortable. Also make sure that communal spaces are well-lit to ensure people feel safe.

• Encourage a buddy system for escorting employees back to their rooms for overnight events. This will need to be a person they can trust. It’s also worth checking the security presence in hotel corridors and public areas.

• Limit the availability of alcohol by offering non-alcoholic alternatives. Managers should actively encourage moderation and there should be a strong visible management presence throughout the event to monitor behaviour.

Do you need a risk assessment for your staff party?
At Invictus HR, we can help you carry out a risk assessment for your company, so you are prepared well in advance of your annual staff party.

Our HR team can review and create policies on Harassment & Bullying, Equality & Diversity, as well as Disciplinary and Grievance policies. We can provide you with a comprehensive Reference Guide on Harassment with a section on Sexual Harassment. We can also supply a flow chart on managing sexual harassment and a risk assessment template. Our guidance will ensure your festive party goes smoothly.

We would like to thank all our clients and business friends for their support this year, and we wish you all a Happy Festive Season and Successful New Year!

For HR advice, assistance with policies or for an ad hoc project, please get in touch.