What can go wrong at a Christmas party? Common risks for event organisers

What are the most common Christmas party risks? 

The most common Christmas party risks include slips and trips, accidental injuries, alcohol-related incidents, food allergies and illness, damage to the venue or hired equipment, problems with temporary electrical equipment, theft, severe weather and cancellation. 

The risks will vary depending on the event. A small work Christmas party in a private function room is very different from a community Christmas event, Christmas market or outdoor celebration. 

The useful approach is to consider each risk in four stages: what could happen, why it matters, what you can do to reduce the risk and whether insurance may provide financial protection. 

Slips, trips and accidents around the venue 

A Christmas party can introduce plenty of potential trip and slip hazards without anyone intending to create them. 

Spilled drinks, coats and bags left on the floor, temporary cables, decorations and furniture can all cause problems. If the weather is poor, wet entrances can create another potential hazard as guests arrive. 

Imagine a guest walking onto the dance floor without noticing a spilled drink. They slip, injure themselves and subsequently make a claim against the organiser. Whether the organiser is legally responsible will depend on the circumstances, but the incident could still create significant disruption. 

There are some straightforward ways to reduce the likelihood of an accident. Think about where coats and bags will be stored, keep walkways clear, secure temporary cables and make sure someone knows who is responsible for dealing with spills or other hazards during the event. 

Lighting is also worth considering. Festive lighting can create a great atmosphere, but guests still need to be able to see steps, entrances and changes in floor level. 

Public liability insurance may provide protection against certain claims for injury to members of the public or damage to third-party property where the organiser is legally liable, subject to the policy terms. Protectivity’s event insurance includes public liability cover, with cover limits depending on the policy selected. 

What happens if somebody is injured or becomes ill? 

An injury or illness at a Christmas party can involve a guest, employee, volunteer, contractor or member of event staff. 

Someone could fall, collide with another guest or be injured by equipment. Food allergies can also become an issue if catering arrangements are not properly managed, while alcohol may contribute to some accidents or poor decisions. 

The first priority when somebody becomes injured or unwell is, of course, dealing with the immediate situation and getting appropriate assistance. From an organiser’s perspective, it is also useful to know beforehand who will deal with incidents and where first-aid arrangements are located. 

For catered events, organisers should make sure they understand how food allergies and dietary requirements will be handled. You should also consider how food will be stored and served safely throughout the event. 

It is important not to assume that the organiser is automatically responsible whenever someone is injured. Liability depends on the circumstances, including what caused the incident and who was responsible. 

Where an organiser is legally liable for an eligible third-party claim, public liability insurance may help with associated costs, depending on the policy. 

Could your Christmas party damage the venue? 

Christmas parties can put a venue through more wear and tear than an ordinary day’s use. 

Furniture might be damaged, flooring could be stained, decorations could leave marks and electrical equipment could be knocked over. Temporary installations can introduce additional risks, particularly if they are not properly positioned or installed. 

For example, a speaker might be knocked over during the evening, damaging the venue’s floor or another piece of equipment. Alternatively, a decorative installation could damage a wall or fixture. 

Before the party, check the agreement with the venue and establish what you are responsible for. It is also worth confirming whether the venue has specific requirements around decorations, entertainment, catering, electrical equipment or public liability insurance. 

If the venue asks you to provide evidence of public liability insurance, check the level of cover required before purchasing a policy. Protectivity notes that venues or local authorities may require event organisers to have public liability cover before an event takes place. 

What happens if hired event equipment is damaged? 

Christmas parties often involve equipment that the organiser does not own. 

You might hire a sound system, DJ equipment, lighting, staging, a projector, furniture or a photo booth. During a busy event, equipment can be knocked over, dropped or otherwise accidentally damaged. 

The financial consequence may not be obvious until the hire company asks you to pay for repair or replacement. 

For example, a speaker is positioned beside the dance floor and gets knocked over during the party. The equipment hire company may hold the organiser responsible under the terms of the hire agreement. 

The simplest way to reduce the risk is to think carefully about where equipment is positioned and who will be responsible for setting it up. Keep drinks away from electrical equipment, secure equipment where appropriate and make sure cables do not create unnecessary trip hazards. 

Equipment cover may provide protection for certain accidental loss or damage to eligible equipment, depending on the policy. Protectivity states that its event equipment cover can apply to equipment that is hired, leased, loaned or owned, subject to the policy terms and exclusions.

Different Christmas events bring different risks 

There is no single Christmas party risk assessment that works for every event. 

A work Christmas party, charity event and outdoor Christmas market could all take place in December, but each presents different considerations. 

The important thing is to assess the event you are actually organising rather than relying on a generic checklist. 

For example, an outdoor Christmas event may need greater consideration of weather, temporary structures, lighting and heating. A work Christmas party may require more thought around employees, alcohol and arrangements for getting home.

What should work Christmas party organisers consider? 

A work Christmas party might not take place in the normal workplace, but that does not mean the usual responsibilities disappear. 

Employees may be attending a hired venue, staff may help with setting up the event and alcohol may be available. There may also be practical considerations around accessibility and getting people home safely. 

Think about who is responsible for the event and what happens if something goes wrong. If employees or volunteers are involved in carrying out work for the event, consider whether employers’ liability insurance is relevant to your circumstances. 

Protectivity states that employers’ liability is required where an organiser has volunteers or paid staff, although the precise requirements should be considered for the specific circumstances. 

It is also worth checking the venue’s requirements well in advance. Some venues may require evidence of public liability insurance before they allow an event to go ahead.

What could cause a Christmas party to be cancelled? 

Sometimes the biggest problem is not an accident at the party – it is the fact that the party cannot happen at all. 

A venue could become unavailable. Severe weather could affect an outdoor event. Serious damage could make a venue unusable. A key supplier or piece of equipment could become unavailable, or another unforeseen event could prevent the party from going ahead. 

The financial impact can quickly add up. 

You may already have paid deposits for the venue, catering, entertainment, equipment and other services. If the event is ticketed, you may also have income to account for, as well as potential refund costs. 

This is where cancellation insurance can be relevant. 

*Disclaimer – This blog has been created as general information and should not be taken as advice. Make sure you have the correct level of insurance for your requirements and always review policy documentation. Information is factually accurate at the time of publishing but may have become out of date.