How to Handle Work-Related Social Events: A Guide for Employers

Planning a social event, whether a Christmas party, team-building day, or celebratory outing, is an excellent opportunity to build a positive culture, but it also requires careful thought.

Employers need to balance fun and inclusivity while upholding their legal duties to ensure the safety and comfort of all attendees.

Here’s a guide on how to organise work-related events that are safe, respectful, and rewarding for your team.

Downloadable Social Events Policy (UK)

UK employers - download our Social Events Policy Template to help set expectations for workplace gatherings. This policy can support inclusive and safe practices while reducing the risk of misunderstandings or issues.

Why Host Workplace Socials?

Organised well, social events can significantly boost morale, team cohesion, and overall job satisfaction.

They provide employees with the chance to connect informally, fostering a workplace culture rooted in trust and teamwork.

Positive relationships developed in such settings often lead to smoother communication and collaboration during work hours.

1. Encouraging Morale and Team Spirit: A well-organised event can be a great motivator, giving employees a sense of belonging and loyalty.
2. Facilitating Better Communication: People who know each other better outside work often communicate more effectively within the office, leading to improved teamwork and decision-making.

Legal and Practical Considerations for Work Socials

1. Duty of Care for Employers
UK law requires employers to maintain a duty of care for employees, which extends to work-related events.

Following the Health and Safety at Work Act 1974, employers are responsible for assessing risks at social gatherings, including ensuring the venue is safe and providing adequate first aid provisions if necessary.

This may also include limiting alcohol consumption and arranging safe transport options.

2. Equality and Inclusion
To avoid discrimination, employers must respect the diversity of their team, as outlined by the Equality Act 2010.

This includes being sensitive to dietary restrictions, religious practices, and cultural preferences.

Employers should make sure social events are welcoming and comfortable for everyone, with alternative options for those who may not wish to participate in certain activities.

3. Policy on Behaviour Expectations
A clear code of conduct for work socials should outline acceptable behaviour and discourage any inappropriate conduct.

Reinforce that workplace policies on harassment and respect apply to these events to avoid potential HR issues or grievances.

Employees should understand that any misconduct may result in disciplinary action.

Social Ideas for Employers

1. Team Breakfasts or Coffee Mornings
   Organise regular morning gatherings where employees can start their day with breakfast or coffee.
   
   This is a relaxed way to foster connections without taking too much time from the workday.
   
   Encourage employees to bring in favourite snacks or select a new theme each month.
   
   

2. Business Milestone Celebrations
   Celebrate achievements beyond holidays.
   
   Recognise company milestones, such as anniversaries, financial targets, or major project completions.
   
   These events provide a natural time for reflection, gratitude, and shared pride in collective achievements.
   
   

3. Group Charity Events
   Organise activities focused on giving back, like sponsored fun runs, charity bake-offs, or team volunteering days.
   
   These events are not only rewarding but help build camaraderie through shared goals that extend beyond business.
   
   They allow team members to connect over shared values and a greater cause.
   
   

4. Activity Days and Outings
   Opt for popular team-building activities, such as escape rooms, scavenger hunts, or art classes.
   
   These activities provide a fun break from routine and can accommodate all types of participants, allowing more reserved employees to enjoy the event at their comfort level.
   
   They’re also excellent for boosting collaboration and trust.
   
   

5. Seasonal Events
   Consider hosting seasonally themed gatherings, such as a Halloween costume contest, a summer BBQ, or a festive holiday celebration.
   
   Seasonal events are a great opportunity to boost morale and celebrate with a sense of tradition and fun.
   
   

6. Workshops and Learning Events
   For those who enjoy learning and development, consider hosting fun workshops or classes that aren’t work-specific.
   
   Try cooking classes, painting nights, or even wine-tasting events.
   
   These activities offer a unique setting for employees to interact while building a skill or experiencing something new together.
   
   

7. Wellness and Outdoor Activities
   Arrange nature walks, yoga classes, or wellness workshops for employees to unwind.
   
   Activities focused on mental and physical wellness can be relaxing and enjoyable, promoting well-being while fostering team bonds in a stress-free setting.

Tips for Employers: Ensuring a Positive Social Event Experience

1. Encourage Responsible Drinking
   If alcohol is available, set clear boundaries on drinking expectations to help prevent excessive behaviour that could lead to HR issues or safety concerns.
   
   You might limit the free drinks provided or hire a bartender to help manage alcohol responsibly. It’s also wise to arrange safe transportation options home.
   
   

2. Offer Inclusive Activities
   To ensure everyone feels comfortable, provide varied activity options, such as a mix of social and quieter spaces or a combination of physical and non-physical activities.
   
   This helps those who may not feel comfortable with intense or loud settings still feel included.
   
   

3. Communicate Behavioural Expectations
   Send a reminder to all employees about the code of conduct, including clear expectations for behaviour and professional boundaries during events.
   
   Reinforce that company policies, especially around respect and inclusion, apply even in social settings.
   
   

4. Accommodate Dietary and Accessibility Needs
   Make efforts to cater to all dietary restrictions and allergies.
   
   Select a venue that is accessible to everyone, ensuring facilities are available for any attendees with mobility needs or disabilities.
   
   Make it known that inclusivity is a priority.
   
   

5. Provide Non-Alcoholic Options and Snacks
   Ensure non-alcoholic drinks are readily available and promote a balanced environment by offering plenty of snacks or a meal.
   
   Having substantial food options can help create a safer environment and lets attendees enjoy the evening more comfortably.
   
   

6. Foster Feedback Culture
   After the event, encourage anonymous feedback.
   
   This can help you understand what worked well and identify areas for improvement.
   
   This open feedback loop can make future events more enjoyable and inclusive for everyone.
   
   

7. Create a Buddy System
   For larger organisations, you might set up a “buddy system” where team members pair up to help ensure everyone feels included.
   
   This can help ease new or less social employees into the event comfortably.