Mitigate Risks at Company Holiday Parties: 9 Best Practices for HR

The holiday season is the perfect opportunity for companies to celebrate successes, strengthen bonds, and foster a sense of community amongst employees.

While holiday parties can provide a good time, they can expose employers to significant risks if not carefully managed. HR professionals play an integral role in the success of these events. Ensuring they are enjoyable, safe, and compliant with workplace policies.

Here are the best practices to mitigate risks and host a successful company-wide holiday party.

Defining the Purpose of the Event

Every successful event starts with a clear purpose. Holiday parties can greatly show employee appreciation, celebrate milestones, and enhance team morale. HR professionals should establish the event’s objectives early in the planning process. A well-defined purpose sets the tone for the event and helps when making key decisions, such as selecting the venue, activities, and overall theme.

For instance, if the goal is team building, incorporating structured activities like games or awards might be more effective than a casual cocktail party. If the focus is on employee recognition, consider speeches and presentations to take center stage.

Establish Policies and Expectations to Mitigate Risks

Before the party, HR should communicate guidelines to all employees, emphasizing that workplace policies will remain in place during the event. This includes policies related to harassment, discrimination, and the company’s code of conduct. A pre-party email or memo is a great way to set expectations, ensuring everyone understands the behavioral standards and any consequences of violations.

Encourage inclusivity in this communication by emphasizing that the event is about unity and respect among all employees. Having a formalized plan for addressing any policy breaches is essential, as is ensuring all employees know and are familiar with the process for reporting incidents.

Manage Consumption & Provide Alternatives

Alcohol is often a centerpiece of holiday celebrations, but it can also be the root cause of many issues, including harassment, inappropriate behavior, and accidents. HR professionals can reduce risks by implementing alcohol policies, proactively managing consumption, and ensuring a safe and enjoyable environment. Nobody wants to wake up the following day to an email from HR and a foggy memory.

• Limit Service: Consider restricting alcohol service to specific hours or offering drink tickets to limit consumption.
• Hire Professional Bartenders: Ensure they are trained to refuse service to visibly intoxicated individuals.
• Offer Alternatives: Provide non-alcoholic beverages to ensure employees who don’t drink or want to pace themselves have options.
• Plan Food Pairings: Serve substantial food options to help offset the effects of alcohol.

With these steps, employers can create a safer, more enjoyable environment and keep alcohol-related risks in check.

Ensure Inclusivity and Cultural Sensitivity

HR professionals must consider the diversity of the company when planning holiday events. An inclusive approach, a testament to the organization’s commitment to diversity, ensures everyone feels welcome and valued.

• Neutral Themes: Opt for winter-themed or general celebration decor rather than focusing on a specific holiday.
• Dietary Considerations: Provide diverse food and drink options that respect nutritional restrictions and cultural preferences.
• Flexible Scheduling: Choose a time and date that accommodates various religions and personal commitments.

Inclusivity reflects the organization’s commitment to diversity and helps foster a sense of belonging among all employees.

Address Potential Harassment Issues

One of HR’s critical responsibilities during holiday parties is to prevent and address harassment. Unfortunately, inappropriate behavior is more likely to occur during social events, especially if alcohol is involved.

• Zero-Tolerance Messaging: Reinforce the company’s harassment policies before the event, clarifying that inappropriate behavior such as unwelcome physical contact, offensive jokes, or derogatory comments are unacceptable.
• Event Monitors: Assign HR representatives or other trained staff to observe the event and intervene if necessary.
• Encourage Reporting: Remind employees of available channels to report concerns or incidents.

Taking a proactive stance on harassment helps ensure a safe and respectful environment where everyone can enjoy themselves without worry.

Provide Safe Transportation Options

Ensuring employees have a safe way to get home after the party is another area where HR can make a significant impact.

• Offer Rideshare Vouchers: Providing Uber or Lyft vouchers encourages employees to avoid driving under the influence.
• Organize Shuttles: Shuttle services can safely transport employees to and from the venue for more significant events.
• Promote Designated Drivers: Encourage teams to plan and designate sober drivers, offering incentives such as a gift card or extra time off for those who volunteer.

These measures promote safety and reduce the organization’s liability for post-party incidents.

Plan Appropriate Activities

The activities planned for the holiday party should align with the company’s culture and focus on fostering camaraderie.

• Interactive Games: Trivia contests, gift exchanges, or other group activities can engage employees and create positive interactions.
• Avoid Risky Activities: Avoid games or challenges that could lead to injuries or discomfort, such as sports and physical competitions.

By focusing on safe and inclusive activities, HR ensures the event is enjoyable for everyone.

Review Legal Implications

HR professionals play a key role in balancing the legal side of things with the fun and practical aspects of planning company events. To pull this off smoothly, HR teams should take a proactive approach to managing risks while keeping the event in line with company values.

Here’s how HR can make it happen:

• Team Up with Legal Counsel: Partner with your legal team to get a clear understanding of potential liability risks, especially when it comes to alcohol use and employee behavior at company events.
• Keep a Paper Trail: Document all the measures you’re taking to minimize risks—things like sharing behavior policies, arranging safe rides home, and setting limits on alcohol.
• Prep Your HR Reps: Train the HR staff attending the event to handle any issues that might pop up, ensuring they’re ready to step in discreetly and effectively.

By stepping into this pivotal role, HR can help ensure everyone has a great time while keeping the event safe, compliant, and reflective of the company’s values.

Post-Event Follow-Up

Once the party is over, HR’s job isn’t finished. A post-event follow-up allows the organization to assess the event’s success and address any concerns that may have arisen.

• Solicit Feedback: Conduct an anonymous survey to gather employee impressions of the event.
• Address Complaints: Investigate and resolve any reported incidents promptly and transparently.

Feedback can also provide valuable insights for improving future events.

With careful planning and a proactive approach, HR professionals can ensure that company holiday parties are safe, enjoyable, and compliant with workplace policies. By setting clear expectations, managing alcohol consumption, promoting inclusivity, and addressing potential risks, organizations can host celebrations that strengthen team morale without exposing the company to unnecessary liabilities.