Over the coming weeks, many Employers will facilitate work related social events in recognition of employee endeavours over the previous year.

Although these work related social events mainly take place offsite and outside of business hours, responsibility and liability still lies with the employer in order to ensure the Health and Safety of all employees in attendance.

Each year, cases of bullying, harassment and sexual harassment are brought before the Workplace Relations Commission following displays of misconduct perpetrated at work related social events, leaving the employer liable for same.

In order to protect your organisation and to avoid these types of issues, below you will find a list of preventative measures which can be taken.

• Invite everyone. Ensure that the invitation is extended to all employees of the Company, including those that you may not have seen in while. This includes employees on extended periods of leave, such as maternity leave or long term sick leave.

• Re-circulate the company’s Dignity at Work Policy, which should include reference to bullying, harassment and sexual harassment in the workplace.  This policy should clearly state that work-related social events fall under the terms of this policy. 

• Ensure that it is clearly outlined to employees that they may be subject to disciplinary action leading up to and including dismissal should they be found in breach of the company’s Dignity at Work policy at a work-related social event. 

• Ensure that employees are aware of the company’s Disciplinary and Grievance Procedures.

• Re-circulate the company’s Social Media Policy to ensure employees are aware of the rules surrounding publishing photo’s online in order to prevent any privacy infringements arising or damage caused to the company’s reputation. 

• If the event is scheduled on an evening where employees are required to work the following day, ensure employees are aware of the company’s Absence Policy. 

• Brief members of Management on the above policies and ensure that they know how to deal with behaviour that could be deemed inappropriate at the event should it arise.

• Advise Management not to discuss issues relating to salaries, performance or career prospects at the event avoid engaging in controversial conversations that may cause an affront to an employee’s dignity at work.

• When organising the event, ensure that the chosen location is accessible for all employees, including those that have a disability.

• Select a venue that caters for specific dietary requirements.

• Encourage a safe transit home for employees by circulating details of local public transport facilities or request that they prebook taxis or arrange lifts home in advance of the event.

• Employers must take a strong stance against driving under the influence.

In the interest of inclusivity, Employers may wish to consider the possibility of rebranding the Christmas Party as an End of Year Celebration so that employees of all religions feel included and are more likely to attend the event.

For your use we have also drafts of a sample Guidelines for Employers as well as Notice to all Employees.

If you require any assistance with the below policies and procedures or should any incident arise which you may need further assistance with, please do not hesitate to contact The HR Company.