End of year function risk management

A workplace end of year function is a great way to unwind, relax and celebrate the achievements of another year. However, it is important for employers to remember that the end of year function is still part of work and therefore the same occupational health and safety (OH&S) rules apply, even if you are holding your function at an external venue away from your usual workplace.

To assist employers with managing risk this festive season, our HR specialists have identified 6 rules to help you manage the health and safety.

1.  Physical and psychosocial hazards – risk assessment and corrective measures

Engage your Health and Safety Representatives (HSR) and/or Human Resources (HR) in the planning of the function. Like all of your events it is important that you identify both physical and psychological hazards so that they can be removed or at the very least control measures can be implemented.

2.  Inform employees about the behavioural expectations and starting and finishing time of the function

Prior to the function, send out an email to all employees with clear guidelines about behavioural expectations during the event and the disciplinary consequences should there be a breach. Employers must also inform all employees of the starting and finishing time of the function and stick to these times particularly the finishing time.

3.  Manage reasonable alcohol consumption

Drinking too much is going to be a key health and safety risk. Employers should consider restricting the amount of alcohol served and have non-alcoholic beverages available as well. Serving food can also help with both slowing down the consumption of alcohol and ensuring that employees are not drinking on an empty stomach which seems to exacerbate or accelerate the effects of alcohol.

4.  Supervision

Although no one wants to be the “fun police” employers are encouraged to ensure that prior to the event they have identified individuals who have committed to being safety monitors. Ideally this will be members of the management team so that they will also double as good examples for the staff. Such people should commit to either drinking no or a very small amount of alcohol during the function. Such safety monitors should be empowered to step in should they see any safety risk either physical or psychological.

5.  Think ahead about how your employees will get home safely

Employers should, prior to the event consider how employees can get home safely after the function, particularly if they have consumed alcohol. This can be achieved in a number of ways, for example;

• Encouraging employees to make a plan prior to the function about how they will get home safely
• Ensuring your venue has public transport access within a reasonable distance and sharing that information with your employees
• Consider providing reimbursements or vouchers for taxi’s or public transport or supplementing such expense

6.  Debrief

After the function, review the health and safety risk assessments made before the event and evaluate the control measures in place. This will help improve planning for the following year.

Should you have any queries, HR Advisory services or training needs, please contact your usual Exant advisor or one of our specialists on 07 3218 3900.