The Employee Picnic (and How To Avoid The Ants)

by Susan Martin

With summer soon upon us, many employers are planning employee picnics or other social and recreational events.  Company-sponsored employee events are often used for nurturing co-worker esprit de corps.  When connections are cultivated among co-workers, the result is a highly-engaged workforce that is committed to the organization’s success.  Plus, picnics are just plain fun!

Common Employer Practices

According to a 2013 survey of 201 metro St. Louis and central Illinois businesses conducted by AAIM Employers’ Association, 43% of the survey respondents typically host an employee picnic or summertime event.  

For 69% of the companies, the guest list includes not only employees, but also spouses/guests plus children.  However, 23% of the respondents indicate the event is exclusively for employees, while 8% also include spouses/guests (but no children).

Issues to Consider
Unfortunately, employer liabilities can be unintended consequences of company-sponsored social events.  Consider the following issues during the planning process:
-Alcohol. Will alcoholic beverages be served?  If so, use drink tickets to limit alcohol consumption and arrange for designated drivers and company-paid taxis.
-Anti-harassment policy. Prior to the event, remind employees that company anti-harassment policies and standards of conduct remain in full force even at company social events.

-Workers’ Compensation. To minimize employer-liability for injury, do not hold the event on company property and make sure attendance is completely voluntary.

Although it’s impossible to totally avoid all risks, implementing the above suggestions may help ensure that everyone enjoys a fun, safe event—and avoids the ants.

Susan Martin (susan.martin@aaimea.org) is member answer center coordinator for AAIM Employers’ Association, which helps Missouri and Illinois companies manage their people and processes.