Well Life Social Functions Policy

Purpose & Scope

At Well Life Services (WLS), we recognise that social connection and celebration are part of fostering a healthy, positive, and inclusive workplace. Social functions can strengthen relationships, build morale, and celebrate achievements — however, as work-related events, they also carry workplace obligations.

This policy outlines expectations, responsibilities, and standards of conduct for all employees and attendees at WLS social functions, including Christmas parties, celebrations, and other work-related gatherings — whether held on-site or off-site, during or outside of normal working hours. All existing WLS workplace policies apply to these events, including those related to conduct, safety, inclusion, bullying, harassment, and discrimination.

This policy applies to:

All employees, contractors, volunteers, and others representing WLS; and
Any clients, carers, or external guests invited to attend WLS functions.

WLS is committed to ensuring all social functions reflect mutual respect between staff, clients, and stakeholders

Non-Contractual Nature of this Policy

This policy does not form part of any employee’s contract of employment. Any obligations imposed on Well Life Services under this policy are not contractual and do not create any legal rights or entitlements.

The benefits and provisions described are discretionary in nature and may be amended, withdrawn, or replaced by WLS at any time, at its sole discretion. The binding terms and conditions of employment are contained within individual employment contracts.

The Company may unilaterally introduce, vary, remove or replace this policy at any time.

Definitions

Social Function: Any event organised, endorsed, or funded by WLS, including Christmas parties, team events, recognition celebrations, or client-inclusive gatherings.

Work-Related Event: Any activity that occurs in connection with work, regardless of time or location.

Respect@Work Obligations: Legal duties introduced by the Sex Discrimination and Fair Work (Respect at Work) Amendment Act 2021 (Cth), requiring employers to take reasonable steps to prevent sexual harassment and sex-based discrimination in connection with work.

Responsible Person: A designated WLS representative (Manager or Supervisor) responsible for monitoring conduct, safety, and alcohol service during a function.

Misconduct: Behaviour that breaches WLS policies, including but not limited to harassment, discrimination, bullying, or unsafe or unlawful conduct.

Procedures

Conduct and Behaviour

All attendees are expected to:

Conduct themselves professionally, respectfully, and in a manner consistent with WLS Values.
Comply with all WLS policies, including the Code of Conduct, Workplace Anti-Bullying & Harassment Policy, and Equal Employment Opportunity & Anti-Discrimination Policy.
Refrain from behaviour that could reasonably be considered intimidating, discriminatory, sexually inappropriate, or otherwise offensive.
Treat all property, venues, and facilities with care and respect.

Alcohol and Substance Use

Where alcohol is served, it must be done so responsibly and in accordance with Queensland liquor laws.
WLS will consider limiting the quantity and duration of alcohol service and will ensure non-alcoholic alternatives are available.
Employees are expected to consume alcohol responsibly and to maintain control of their behaviour.
The use, possession, or supply of illegal drugs at any WLS function is strictly prohibited.
WLS will appoint one or more Responsible Persons to oversee conduct and take action if unsafe or inappropriate behaviour occurs.

Health, Safety and Accessibility

WLS will take reasonable steps to ensure the safety and accessibility of the event venue, considering mobility, sensory, and communication needs of attendees.
WLS will ensure appropriate risk management and emergency procedures are in place.
Safe transport options will be communicated prior to the event (e.g. taxi vouchers, designated drivers, or public transport options).
Managers must ensure that no staff member is pressured to drink alcohol or participate in any activity they are uncomfortable with.

Social Media Guidelines for Social Functions

Well Life Services recognises that staff may wish to share moments from work-related social functions on social media. While celebration is encouraged, all staff are expected to use social media responsibly and respectfully, in line with WLS values and policies.

Employees must not post photos, videos, or comments that:

Breach confidentiality or privacy of other staff, clients, or stakeholders.
Are discriminatory, harassing, offensive, or otherwise inappropriate.
Depict unsafe, unlawful, or irresponsible behaviour.
Bring Well Life Services into disrepute.
Staff must obtain consent before posting images or information about others.
Managers are responsible for reminding staff of these expectations prior to any social function and monitoring compliance.

Mobile Phones, Recording and Sharing Content

Well Life Services is committed to protecting the privacy, dignity, and wellbeing of all staff, clients, and guests at work-related social functions.

The use of mobile phones or any recording devices to capture photos, videos, or audio at social functions is only permitted with the explicit consent of all individuals being recorded.

Sharing, posting, or distributing any images, videos, or recordings from work-related social functions—whether via social media, messaging apps, or any other means—without consent is strictly prohibited.

Any content that is recorded or shared must not:

Breach the privacy or confidentiality of staff, clients, or stakeholders.
Depict or encourage inappropriate, unsafe, or unlawful behaviour.
Cause embarrassment, distress, or harm to any individual.
Bring Well Life Services into disrepute.

Conduct After an Event

Behaviour that occurs after the official end of a function may still be considered work-related where there is a sufficient connection to work. WLS may take disciplinary action if post-event conduct breaches this policy or other WLS standards.

Breaches

A breach of this policy may result in disciplinary action, up to and including termination of employment. Where conduct involves potential criminal behaviour, WLS may refer the matter to police.

Roles & Responsibilities

Board And Director: Endorse and model safe, respectful culture; ensure oversight of policy compliance and organisational safety obligations.

Executive Team: Promote responsible and inclusive workplace culture; ensure appropriate resources and communication of this policy.

Managers and Supervisors: Plan safe and accessible events; designate Responsible Persons; monitor behaviour; act promptly on unsafe or inappropriate conduct.

HR and WHS Team: Provide guidance on policy application, training, and legislative compliance; maintain incident records and review procedures.

Workers: Follow this policy, act respectfully and responsibly, and report any safety or behavioural concerns during or after events.

Clients and other External Stakeholders: When attending WLS social functions, are expected to engage respectfully and inclusively with others, comply with event guidelines and directions from WLS staff, and contribute to maintaining a safe and welcoming environment for all attendees.

References

Work Health and Safety Act 2011 (Qld)
Anti-Discrimination Act 1991 (Qld)
Fair Work Act 2009 (Cth)
Sex Discrimination and Fair Work (Respect at Work) Amendment Act 2021 (Cth)
Liquor Act 1992 (Qld)
Human Rights Act 2019 (Qld)

Review of the Policy

Policies will be reviewed on a two-yearly basis. However, if at any time the legislative, policy, or funding environment is so altered that the policy is no longer appropriate in its current form, the policy will be reviewed immediately and amended accordingly.