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As the holiday season approaches and another year comes to an end, more companies are looking to celebrate in person after two seasons of no celebrations or virtual gatherings due to the COVID-19 pandemic. If you are considering such an event this year, here are some dos and don’ts to keep in mind so that you can have a great party that is safe and enjoyable.

Don’t make attendance mandatory.

Since this is a party, let employees decide if they want to attend. Every employee will have their own risk tolerance regarding their safety amid large groups of people. Some employees are looking forward to getting back together in person, while others are not ready for a large gathering. Making the party voluntary also minimizes the potential for the event looking like work time and requiring pay for employees under wage and hour rules. You may also want to hold the party off-site, outside of normal work hours, and not invite customers or clients for the same reasons. Voluntary attendance can also minimize workers’ compensation risks. Ultimately, it is important to respect your employees’ decisions on whether to attend.

Don’t offer an open bar or a self-service option.

Let’s face it, serving alcohol at a holiday party is a potential liability, yet most feel that alcohol should be served. It helps people relax and puts people in a festive mood. However, to reduce the potential liability, it is important to control the service and consumption of alcohol during the party.

To control service, you can hire professional bartenders or utilize staff bartenders at the chosen venue who will require partygoers to provide identification for proof of age. Of course, no minor should ever be served alcohol at these events, which bartenders can help regulate. Professional bartenders can also make the call on whom to stop serving due to apparent intoxication.

To control consumption, you should avoid an open bar or a self-service option. Instead, you can distribute a certain number of drink tickets per person. It is important to be aware of and have a response to the ticket collection that may occur when someone who does not drink gives their tickets to someone who does to increase their allotted number of beverages. Or you can limit the time the bar is available; for example, the bar is only open during the appetizers portion of the party and not during the main course. Offer a cash bar, as that may deter employees from overindulging, and ensure that alcohol service stops at least an hour before the end of the event. Remember that not all employees drink alcohol, so make sure to include non-alcoholic drink options or mocktails to respect people’s preferences.

Do offer food.

Always serve food so that individuals are not drinking on an empty stomach. Offer a variety of foods and avoid foods that make people thirsty and want to drink more.

Do offer alternative transportation and lodging arrangements for employees who feel they drank too much.

Offer options for overnight accommodations at the party location and/or alternative transportation home, such as Uber, Lyft, or a taxi service, to employees who do not feel they can safely drive themselves. Offering to reimburse employees who take transportation alternatives will reinforce responsible behavior.

Do allow guests to attend.

Many times, employers, to cut down on costs, will only invite employees to the holiday party. However, when employees’ partners and/or families are invited, employees are more likely to stay on their best behavior, drink less, and be less likely to act inappropriately.

Don’t hang mistletoe.

To help employees stay out of trouble, don’t hang mistletoe! While it can add to the festive ambiance, employees often lose their inhabitations when drinking, and you don’t want a sexual harassment case on your hands afterward.

Don’t call it a Christmas party; Do be inclusive of all backgrounds and religions.

Most likely, not all your employees celebrate Christmas. Alternative title options could be Holiday Party or Year-end Celebration or Gathering. You want to make sure that you are inclusive of different religions, cultures, and viewpoints.

Do send a memo about expectations at the party beforehand.

It is best to clarify your expectations of employees and guests before the party starts. Send a memo to employees stating that the company wants everyone to have fun at the party and to drink responsibly and act appropriately. A sample communication can be found in our whitepaper titled Managing Liability for Recreational, Athletic, and Social Activities.

Do ask managers to lead by example.

Ask managers to be on their best behavior and to lead by example. If managers stay in control, employees are less likely to act out. You can also designate party monitors to keep an eye out for inappropriate behavior, including obviously intoxicated employees or guests. The monitors should have the authority to intervene if a situation appears to be developing and know what alternatives to offer or whom to contact if a situation is getting out of hand.

Do investigate all complaints afterward.

If you have a situation that may have gotten out of hand, make sure to investigate any complaints arising from conduct at the party. Failure to respond to complaints can lead to even greater liability. Make sure to take corrective action for inappropriate behavior by employees consistent with your policies and procedures. Even if the party is after hours, employees need to understand that their behavior at the party can lead to disciplinary action and even termination of employment.

Do have fun and celebrate your successes!

Remember, this is a celebration of all the hard work put in by your employees over the past year, and this may be the first time you are getting together in person in some time. Remind employees how valuable they are to the success of the organization. You can also reflect on company achievements and successes, such as revenue and customer service goals. Take the time to recognize the moments that are worth celebrating! If you have any questions, please email the Employers Council Member Experience Team.