Organising a company Christmas party involves more than choosing the venue, planning the menu and ordering the drinks. A Christmas party risk assessment is an important part of the planning process, helping PAs and EAs identify potential risks and put sensible measures in place to keep everyone safe. From venue safety and alcohol-related risks to food allergies, slips and trips and emergency procedures, here’s what event organisers need to consider before the celebrations begin.
What is a Christmas party risk assessment?
A risk assessment for Christmas party is simply a way of identifying anything that could cause harm during an event and deciding how those risks can be reduced. For a Christmas party, this could include everything from crowded spaces and alcohol consumption to food allergies, uneven flooring or guests travelling home late at night. The aim isn’t to remove every possible risk or make the event feel overly formal – it’s about anticipating potential problems and putting sensible controls in place.
Christmas party risk assessment example
The best way to keep track of all potential risks and what control measures to take is to create a table relevant to your party set-up. You can also download a table online or use the following example table and add to it.
| Potential risk | Who could be affected? | Control measures |
|---|---|---|
| Alcohol consumption | Employees/guests | Monitor bar service, provide food and soft drinks |
| Slips and trips | All guests | Keep walkways clear and clean up spills promptly |
| Food allergies | Guests with allergies | Collect dietary requirements and clearly label food |
| Fire/emergency | Everyone | Check emergency exits and communicate venue procedures |
| Travel home | Employees | Share taxi/public transport information |
Safety
Start by finding out what safety measures the venue already has in place. Check the location of emergency exists, fire procedures, maximum capacity, first aid kit and accessibility before booking. Having a proper tour of the venue even before booking it is a good way to make sure you didn’t forget anything. Don’t forget to ask for an emergency contact on the day to make sure you know who to contact if something goes wrong.
Alcohol
Alcohol is an obvious and important consideration at every Christmas party, particularly if alcoholic beverages are included in your drinks package. Check how the venue managers bar service and whether there are any measures in place to prevent excessive drinking. Providing water stations, plenty of food and non-alcoholic options can also help to keep guests hydrated. If the event finishes late and alcohol is being served, it’s worth considering how people will get home and whether taxis need to be booked in advance.
Dietaries and food allergies
Food allergies and dietary requirements are an aspect to consider at every Christmas party. Ask guests to provide any relevant information when they RSVP and pass this onto the venue or caterer early. Make sure allergen lists are available on the day so that every person can check and make a decision for themselves. The caterer or servers can’t make suggestions for guests. Buffets can require extra consideration, as shared serving utensils and dishes can increase the risk of cross-contamination so keep this in mind when booking equipment, too.
Party activities
Whether you’re planning a relaxing Christmas party that finishes early or a late-night event with live music or DJ, these parties involve more trip hazards than usual business events. Bags and coats can end up in walkways, drinks can be spilled and cables or equipment may be introduced for entertainment. Make sure that the event manager or staff are on top of it when it comes to cleaning spillages quickly and removing any potential hazards for guests – in the end, you want to have fun too and can’t have eyes everywhere. If you’re hiring an external agency such as Word on the Street to organise activities at your company event, make sure they are also familiarised with the venue beforehand.
Emergencies and getting home safely
Even with the best planning and risk assessments, accidents can still happen. Make sure you know what to do when someone becomes unwell, has an accident or needs special assistance during the event. Keep emergency contact details to hand and make sure key members of the organising team know where the exits and first aid facilities are. Getting guests home safely should be a part of your planning – share information about public transport beforehand, find out if the area is accessible by car or pre book taxis in advance to ensure everyone gets home safe.
A risk assessment shouldn’t take the fun out of a Christmas party. In fact, dealing with potential problems before the event means you’re less likely to have to deal with them on the night. By taking a few practical precautions and working closely with the venue and suppliers, PAs and EAs can create a Christmas celebration that’s enjoyable, well organised and safe for everyone.
