The festive season is here again and with it, the mad dash around the shops trying to find the perfect gifts for your nearest and dearest. Christmas is often described as one of the most stressful times of the year and spare a thought for all those people with responsibility for organising the office party - what to wear is unlikely be their biggest concern. Instead, it’s a matter of careful preparation to try to ensure too much alcohol doesn’t result in complaints, grievances or even employment tribunal claims after the big event.

To make sure the office party goes with a swing but there aren’t any mishaps, it is important to bear a few things in mind.

Work-related functions such as Christmas parties are effectively work activities and as such they’re covered by the same legislation which applies in the workplace. Employers can therefore be liable for any consequences arising out of drunkenness or bad behaviour, such as harassment or bullying.

The biggest concern is excessive consumption of alcohol. An employer has a duty of care towards their employees and might be responsible if any injuries resulted from an employee being drunk at the party. It is also important to think carefully about the venue. That rather nice country hotel for instance may seem a more attractive option than a city centre club but it raises practical issues like transport. How will people get home? Employers should not allow anybody to drive home from the party or offer to give their colleagues lifts if they are aware the employee has been drinking. So, carefully consider the travel arrangements: for example arrange minibuses to take staff home or provide taxis. Alternatively, it might be better to arrange for the party to take place in the city centre where public transport is available.

If your office party has traditionally been a fairly rowdy affair and excess consumption of alcohol has been an issue, then think about providing free alcohol for a limited time only, say a couple of hours with the meal or alternatively limited to just certain types of drinks. Ensure that plenty of non-alcoholic drinks are provided too as an alternative for those who are driving or who do not drink for religious or other reasons. The same issue applies in relation to catering arrangements and it is important to find out whether anyone has any special dietary requirements. If there is a real concern about employees' behaviour or issues with transport, you might even want to consider holding the party in the daytime rather than the evening but it would then need to be clear whether employees were expected to go back to work and whether they’d be allowed to have a drink. 

As office parties are an extension of work, the organisation’s usual policies and procedures still apply. Its bullying, harassment, discrimination and disciplinary procedures could all be relevant if there were any instances of inappropriate behaviour such as fighting or harassing colleagues. Someone’s flirtatious behaviour might be tolerated in the office but after a few too many drinks, that behaviour could easily become more offensive. As harassment includes unwanted conduct that has the purpose or effect of violating someone's dignity at work, offensive behaviour at an office party could clearly come within that category.

Consider too the mix of the workforce. In some organisations, the majority of employees may be fairly young and their preference might be for a more lively type of party. Even so, don’t make stereotypical assumptions about what employees (whether young or old) might like: instead, try to make sure the party caters for all ages. Be particularly careful if you are organising entertainment and a stand-up comedian is the star turn: it would be a good idea to find out beforehand whether the act is suitable and to check that the humour isn't sexist or racist, for example.

If these potential issues are addressed beforehand then it is likely the party will be enjoyed by everyone and there won’t be any tricky issues for HR to deal with the following day. Just in case though (and especially if there have been issues in the past), you might want to consider circulating an email on the day of the party with details of the arrangements and saying you hope that everyone enjoys themselves but mentioning the need to behave appropriately. Maybe have a word with the senior managers too and remind them that it is important for them to set a good example.  

Finally, if the party is not at the weekend, be realistic: work performance the next day is not likely to be 100%. If people fail to turn up to work at all though, ensure that employees comply with the usual sickness or absence procedure. So, let the party begin…