How to: Host Company Events and Minimize Legal Risk
Summertime is here and team building and outdoor events are in full swing!
So many of our clients host BBQs and outdoor parties. CYB’s HR Experts love this! Team building and positive company culture are so important as you scale your business.
These events can be a great way to boost morale and build relationships among colleagues. However, it is important to note, that there are a few areas where you must be careful when you host a company event!
The HR Experts at CYB have compiled their favorite tips to help you safely and efficiently host company events and minimize legal risk!
1. Set clear guidelines! ✅ ✅
Before any event, make sure to remind your team that although this event is meant to be a fun time for all, it is important that they keep in mind that they are employees and that they must remain aware of company code of ethics and guidelines regarding their behavior.
2. Do not make the event mandatory!
When you make an event mandatory, there are many areas where you may get yourself in hot water.
The first one being, you may be liable for any injury or illness that can occur during that event. You do not want to be dealing with the DOL or Workers’ Compensation due to a company sponsored event.
The HR Experts at CYB suggest that you should be sure to make your event voluntary, just make it enjoyable so your team will want to join! 😃
3. HR Experts Suggest Activity Waivers…
Be sure to have your employees sign activity waivers!
Many of our clients host amazing parties.
Trust us, we have had the opportunity to attend a few! 😉
That being said, outdoor activities, or events where someone could get injured, could mean a lawsuit for you.
Be sure to have your employees sign activity waivers stating that they are voluntarily attending your event and that they understand that you and your business are not liable in the case of injury, illness, or one of any number of issues that can occur!
You can add this waiver to your new hire packets while onboarding new employees.
4. Provide Transportation Options!
If you are serving adult beverages, be sure to offer an option for rideshare.
We have helped our clients utilize coupon codes for rideshare services and set up shuttles. That way, employees have a safe way to get home!
Post signs reminding your team of these options at your event, and be sure to email your team about this option before the event date.
5. Monitor Behavior
Designate someone to monitor the event and keep an eye out for any employees who may be over-indulging or acting strangely.
This person should be trained to recognize signs of intoxication and know how to intervene if necessary.
Although this event is voluntary, it is still your responsibility to care for your team and anyone who attends.
6. Enjoy Yourself, But Be Self-Aware!
If you are in a management role, or the owner of the business, you must be very self-aware.
Although this is a good time for all, you do not want to cross boundaries with any employees.
Keep your company code of ethics and your employee handbook in mind at all times.
You are a leader, it is important that you portray that in and out of office! (The last thing that you want is an employee reminding you of the keg stand you did and the wild stories you shared, while you are attempting to discipline them prior to termination.)
Remember, Leadership & HR Experts need to prioritize the safety and well-being of employees at any company event.
By setting clear guidelines, offering non-alcoholic options, providing transportation, monitoring behavior, and following up with employees, Leadership & HR can help ensure that everyone has a fun and safe time at work events.
These are practical tips and proven techniques that will help you when hosting a company event to minimize legal risk!
By implementing these tips, you’ll build a team who respects and appreciates you for all that you do for them! Follow these tips to host company events and minimize legal risk!
If you are scaling your business and looking for HR support and guidance without having to hire in-house, schedule a complimentary call with us today. We look forward to learning more about you and your growing business!