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How to Host a Risk-Free and Inclusive Company Off-Site

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Company off-sites—whether sales kick-offs, retreats, or incentive trips—are fantastic for building connections, aligning teams, and celebrating successes. But without proper planning, these events can leave your organization vulnerable to employee relations (ER) claims, harassment complaints, and incidents that harm your brand’s reputation.

By proactively addressing potential risks, creating inclusive experiences, and following best practices, you can ensure your off-site is a success without compromising employee safety, morale, or professionalism.

Common Risks for Off-Site Events

  1. Harassment and Discrimination Claims
    Unprofessional behavior, inappropriate jokes, or excessive alcohol consumption can lead to uncomfortable situations and even formal complaints.
  2. Alcohol-Related Incidents
    Overconsumption can impair judgment, result in misconduct, and lead to accidents.
  3. Inappropriate Social Media Posts
    Employees sharing offensive, confidential, or reputation-damaging content can harm the company’s image.
  4. Exclusion or Favoritism
    Unintentionally excluding certain individuals or groups from activities can create perceptions of bias or favoritism.
  5. Personal Boundaries and Physical Safety
    Unsafe activities or unwelcome physical contact can escalate into liability issues.
  6. Unclear Expectations
    When employees don’t understand the behavioral expectations, they may unintentionally violate policies.
  7. Retaliation Concerns
    Employees might fear repercussions for raising concerns during or after the event.
  8. Inadequate Supervisor Oversight
    Without strong leadership presence, inappropriate behavior can go unaddressed.
  9. Transportation and Liability Issues
    Impaired driving or unsafe travel conditions are serious liabilities.
  10. Wage and Hour Compliance
    Misclassifying event hours (e.g., social time vs. work time) can lead to wage disputes.

Best Practices to Prevent ER Claims

  1. Set Clear Expectations in Advance
    Provide a pre-event communication outlining conduct expectations, alcohol policies, dress codes, and guidelines for professional behavior. Remind employees they are representing the organization throughout the event, even during informal activities.

Example: A former client once had employees wearing company-branded polos and backpacks at a bar after an event. Some employees were cut off due to excessive drinking and later got into a fight at another bar—still wearing the company’s gear. The incident harmed the company’s image.

  1. Offer Optional Social Events
    Not everyone is comfortable with alcohol, sports, or group activities. Plan inclusive alternatives to ensure all employees feel welcome. After-hours events that provide ample activity choices are a great option; for instance, a bowling alley with pool tables, and arcade, and board games should offer something for everyone.
  2. Accommodate Employee Needs
    Survey attendees in advance to identify any special accommodations, such as dietary restrictions, physical access, or room preferences.

Example: At another organization’s sales kick-off, one employee who had recently been assaulted was assigned a ground-floor room, causing them significant distress. Another employee with a fear of elevators was placed on the 20th floor. Proactively addressing such concerns ensures employees feel safe and respected.

  1. Prohibit Adult Entertainment
    For U.S.-based companies, strictly prohibit visits to adult entertainment establishments during work-related travel. Globally, ensure policies align with regional norms while emphasizing professionalism.
  2. Manage Alcohol Consumption
    Limit alcohol consumption by using drink tickets or designating a specific end time for alcohol service. Ensure non-alcoholic options are readily available.
  3. Provide Safe Transportation
    Arrange shuttles or rideshare services to prevent impaired driving.
  4. Reinforce Company Policies
    Remind employees that anti-harassment, inclusion, and code of conduct policies apply to all company events.

  • Staff Events with HR or ER Professionals
    Trained HR staff can support managers in identifying and addressing potential issues on the spot, helping de-escalate situations before they escalate into formal complaints.
  • Monitor Social Media Usage
    Provide guidance on appropriate social media sharing and ensure employees avoid posting anything that could harm the company’s reputation.
  • Follow Up After the Event
    Conduct a post-event debrief to gather feedback, address concerns, and document your proactive measures. This creates a paper trail that demonstrates your commitment to employee well-being and minimizes liability risks.

Why It Matters

When poorly planned, off-sites can expose organizations to more than just ER claims—they can also damage your employer brand and organizational culture. A misstep at a company event can go viral on social media or impact employee retention and morale. By prioritizing inclusivity, safety, and professionalism, your organization can build a stronger culture while mitigating risk.

Bonus Tip: Consider offering manager training sessions ahead of events to teach supervisors how to identify and intervene in risky behaviors. These sessions can include lessons on spotting potential issues, such as harassment or bias, and tips on how to intervene in real time.

Planning a company off-site is more than just booking a venue and creating an agenda. It’s an opportunity to foster a culture of inclusivity, respect, and professionalism. By addressing potential risks and implementing these best practices, your organization can ensure that everyone feels safe and supported while creating an event to remember—for all the right reasons.

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John Wiese

John Wiese

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