Responsible hosting for staff functions

As we quickly head towards the end of the year (and what a year it has been!) it seems more important than ever for employers to encourage tools down to celebrate and reward their employees’ achievements.

It has been another year of hard work amongst the chaos and Christmas parties are a great way to get together and enjoy each other’s company. However, work functions don’t come without challenges and it’s important to pre-plan and take steps to look after employees (and their families) health and safety while celebrating the close of 2021. Alas, health and safety rules still apply even if your Christmas party has been arranged off-site. The Health and Safety at Work Act 2015 (Act) requires you to so far as is reasonably practicable, ensure that the workplace is without risks to the health and safety of any person. This extends to entering and exiting the workplace and covers anything arising from the workplace – even the infamous Christmas party.

Code of conduct and expectations

Alcohol consumption can be major influence in inappropriate behaviour and a risk to health and safety. Alcohol and hazardous drinking have long been identified as areas of concern in the construction industry and while more and more companies implement workplace drug and alcohol policies, it’s important to consider the effects of alcohol during social events. All too often employers are faced with incidents of misconduct where alcohol has been a defining factor. These may involve serious breaches of workplace policies, inappropriate or aggressive behaviour, crime or unauthorised use and damage of property. If a line is drawn in the sand early with clear policies and procedures in place, positive behaviour and workplace culture will follow. Make it clear to employees while a staff party may be out of normal working hours, any misconduct may lead to disciplinary action. Bear in mind that where free and unlimited alcohol is available, employer’s will struggle to balance their obligation to provide a health and safe workplace with the employee’s wrongdoing or misconduct. In addressing this, companies often take a strict no alcohol stance in a bid to eliminate the risk altogether. However, if removing alcohol from the Christmas party (which is reasonably practicable) is not your preferred option, we outline below some steps for ensuring everyone has a safe and enjoyable time while the risks of alcohol are controlled or minimised: • First and foremost, as the host, employers should look to set expectations of the event well in advance and communicate these with their staff. Ensuring that staff understand that

intoxication will not be tolerated and highlight with them any health and safety considerations ahead of time; • Check out the venue first to ensure its suitable for a function or celebration to take place and identify any hazards or risks and manage appropriately; • Identify whether security is needed; • Always serve food and preferably right throughout the function; • Ensure that alcohol is not the only choice of drink; • Do not serve those who are getting intoxicated or anyone under the age of 18 years old; • Plan activities so that people are doing something other than just drinking and eating; • Limit the tab provided or the availability and number of drinks those in attendance have; and • Pre-booking taxi services or arranging a safe transport alternative to ensure employees can get home safely.

Enjoy a well-deserved celebration and stay safe

If hosting a Christmas party this year remember there are plenty of ways to celebrate that don’t involve consuming alcohol. It has been a big year for everyone and it is important to model the behaviour you expect from employees. Encouraging family involvement where staff can bring partners and kids along is also a great way to reward staff and see out another year on the tools!

Kate Ashcroft, Partner, and Charlotte Borrie, Solicitor of Copeland Ashcroft Workplace Lawyers providing specialist advice, representation and support across employment, immigration and health and safety law, to businesses throughout New Zealand. Why us? We know what works, and partner with you to achieve the results you want. www.copelandashcroft.co.nz