14 Sep Health and safety at work events: a practical guide
Christmas parties, team lunches, conferences, client functions, offsite workshops, end of year drinks. Work events are a great way to build culture and celebrate wins. But whether it happens in the office or at a venue down the road, it’s still a work event, and your health and safety responsibilities still apply.
This article is general guidance based on our understanding of good practice, not legal advice. Every business and event is different, so check WorkSafe’s guidance if you need advice specific to your situation.
What the law actually asks for
Under the Health and Safety at Work Act, a business must do what’s reasonably practicable to keep people safe. That’s it. It doesn’t mean events have to be risk-free or over-planned, just that you’ve thought about the obvious risks and taken sensible steps to manage them.
WorkSafe has said plainly that health and safety isn’t meant to be the reason you cancel the Christmas party. A bit of planning goes a long way.
1. Do a quick risk assessment before you book anything
You don’t need a formal document for this, just fifteen minutes to think through what could go wrong.
Consider:
- Venue hazards, like stairs, lighting, or uneven ground;
- Travel and transport to and from the event;
- Any activities or entertainment planned;
- Weather, especially for anything outdoors;
- Alcohol; and
- Numbers attending and how much supervision that needs.
If something stands out, that’s worth a quick chat with your team before the day.
2. Pick a venue that takes safety seriously
A venue with good safety practices makes everything easier. Before you book, check:
- They can talk you through their emergency exits and evacuation plan;
- The space is accessible for everyone attending;
- They can cater for dietary requirements and allergies; and
- Staffing and security are appropriate for the size of your event.
A reputable venue should be able to answer these questions without hesitation.
3. Manage alcohol like a host, not a bystander
Alcohol is part of a lot of work events, and it’s fine, as long as it’s managed. Host responsibility means:
- Food available throughout, not just at the start;
- Non-alcoholic options that are easy to choose;
- A cut-off time for serving drinks;
- No pressure on anyone to drink; and
- Venue staff who are trained to manage intoxication.
If people are working the next day, keep that in mind too. Turning up impaired, whether from alcohol or tiredness, is a risk worth planning around, not ignoring.
4. Set expectations before the event, not after
A short, friendly reminder beforehand prevents most issues.
Let people know that normal workplace standards still apply at the event, including your bullying and harassment policy.
It’s an easy thing to overlook when the setting feels social, but the same expectations apply.
Keep the tone supportive rather than like a warning.
5. Sort transport in advance
Late nights and unfamiliar venues are where transport risk shows up.
Arrange group transport or shuttles where you can, share taxi or rideshare options, and encourage designated drivers.
Choosing an accessible location in the first place makes this easier for everyone.
6. Have one or two people keeping an eye on things
You don’t need a formal supervisor roster, just a couple of people who know they’re the point of contact if something comes up.
That might mean checking in with attendees, helping someone who’s unwell, or coordinating with venue staff if needed.
7. Think about who might feel left out
An inclusive event is usually a safer, more relaxed one.
Think about dietary, cultural, or religious needs, people who don’t drink, accessibility for anyone with mobility needs, and quieter spaces for anyone who finds a loud event draining.
It’s a small amount of planning for a much better turnout.
8. Keep activities low pressure
If there are games or team activities planned, make sure they’re suitable for everyone, don’t put anyone on the spot, and always make participation optional. The point is connection, not competition.
9. Make sure people know what to do in an emergency
Most venues already have this covered, you just need to pass it on. Know the emergency exits, who to contact if help is needed, and what to do if someone feels unwell or unsafe.
10. Have a quick debrief afterwards
Once the event’s done, a five-minute reflection is enough.
Did anything go wrong?
What worked well?
Anything you’d do differently next time?
This is what turns one good event into a habit of good events.
Keeping it simple
None of this needs to be complicated, and it shouldn’t take the fun out of the event. A bit of planning up front means everyone can relax and actually enjoy themselves, knowing the obvious risks have already been thought through.
If your business already keeps a hazard register or does risk assessments for day to day work, the same thinking applies here, just applied to a party instead of a jobsite.
Please contact us if you would like to discuss.