Work Christmas parties and end-of-year functions are work-related events under Australian WHS laws. Despite often taking place outside the usual workplace or outside of business hours, employers still have a legal duty to take all reasonably practicable steps to protect the health and safety of their employees throughout the event.
Employers’ duty of care does not stop when employees leave the office, nor does it transfer to an external venue. Employers remain responsible for providing a safe environment and managing foreseeable risks from start to finish. Below is a checklist of what you need to do to protect your business and your people.
1. Choose a Safe Venue and Conduct a Risk Assessment
Before deciding on the venue, assess whether it is safe and appropriate for your team. Consider:
- Accessibility for all employees.
- Clear evacuation and emergency procedures.
- Adequate lighting and security.
- Trip hazards, wet floors, stairs or uneven surfaces.
- Any additional risks if the event involves physical activities or high-risk experiences.
A short, structured risk assessment helps identify issues early and allows you to put controls in place.
2. Provide Safe Transport Options
Safe travel is a key part of your WHS obligations. Some actions you can take to encourage safe transport includes:
- Organising buses or taxis to and from venues.
- Encouraging carpooling with designated drivers.
- Clear communication that employees should not drive if drinking alcohol.
- Sharing ride-share option so people aren’t travelling alone.
Safe transport reduces alcohol-related risks and ensures everyone gets home safely.
3. Manage Alcohol Responsibly
Alcohol is the number one risk factor at work Christmas parties. To minimise risk:
- Ensure bar service is provided by RSA-certified staff.
- Supply substantial food throughout the event.
- Provide and encourage non-alcoholic drink options.
- Set a clear limit on service if needed.
- Monitor underage employees.
- Nominate supervisors who remain alert and sober.
4. Set a Clear Finish to the Event
To avoid confusion and liability, make it clear when the work function ends:
- Communicate exact start and finish times in your invite.
- Announce the official end before people disperse.
- Remind employees that post-event socialising is voluntary and not work-related.
- Avoid paying for further drinks once the event ends, as it may extend liability.
5. Communicate Policies
Employees should understand what behaviour is expected of them and know how to raise concerns. Ensure staff are reminded of:
- The Code of Conduct.
- Bullying, harassment and discrimination policies.
- Prevention of Sexual Harassment policy
- Social media guidelines.
- Who to contact if something feels unsafe.
By planning early, assessing risks, and clear communication, employers can host an event that is safe, compliant and enjoyable. A well-managed end-of-year celebration strengthens culture and sends employees into the new year feeling valued and supported.
Be sure to check out episode 23 of Let’s Chat HR & Safety – Let’s Chat Work Christmas Parties, where Marisa and Danielle unwrap everything employers need to know before the office Christmas or end-of-year party.
If you’d like to learn how ProcessWorx can assist with Work Health & Safety, please contact us on 08 9316 9896 or enquiries@processworx.com.au. Also watch an Introduction to ProcessWorx.
