Ship parties, morale events and other company-sponsored social events provide opportunities for employees to celebrate team milestones and socialize with colleagues. This policy describes requirements and guidelines for promoting safety at all company-sponsored social events. Managers who sponsor events, event organizers and event participants must abide by this policy. Violations of this policy may result in disciplinary action, up to and including immediate termination of employment.
For purposes of this policy, “company-sponsored social event” means any social activity, whether on or off company property, that meets the following criteria:
- The event is organized by or at the request of a manager
- Microsoft employees participate in the event
- All or some of the event occurs during Microsoft core business hours or the group’s regular work hours and/or the event is wholly or partially funded by Microsoft.
Requirements for all company-sponsored social events
The following safety measures must be followed at all company-sponsored social events:
- If alcohol is provided at the event, organizers and attendees must follow Microsoft’s Alcohol Policy. (Note: alcohol is prohibited at certain types of events—see below.)
- The manager sponsoring the event, or another manager whom the sponsoring manager designates, must be present from the start of the event to its end and must take appropriate action to prevent any violation of this policy or any other company policies or standards related to workplace safety.
- Any company-provided transportation to, from, or at the event (e.g., buses, tour boats, aircraft) must be provided and operated by a properly licensed and insured vendor.
- Participation in sports and other physical activities must be strictly voluntary. Managers should avoid statements or conduct that would lead employees to believe participation is mandatory or that negative employment consequences will result if an employee opts out of the activity. Managers should be thoughtful to be inclusive and provide any accommodations that may be helpful to the members of their workgroup to be able to participate in the offered activities if desired.
- Individuals attending company-sponsored social events must abide by all company policies related to behavior and safety in the workplace.
Requirements for certain types of physical activities
Certain activities are not inherently dangerous on their own but can lead to injury if appropriate safety measures are not followed. Such activities include but are not limited to: swimming in lakes and oceans, alpine and cross-country skiing, trail running, bicycling, mountain biking, canoeing, kayaking, river rafting on rapid classes below class 2, wilderness hikes, snow tubing, parasailing, and any other activity where injury could occur as a result of appropriate safety precautions not being followed. Sponsors and organizers of company-sponsored social events must ensure that the following safety measures are implemented when these types of activities occur at their events:
- Alcohol may be provided at the event only if the alcohol service occurs after the activity requiring safety precautions is concluded for all participants. If the activity is likely to continue throughout the event, alcohol must not be provided or permitted at the event. For example:
- Alcohol may be provided at a picnic that occurs after a guided kayak excursion is finished.
- Alcohol must not be provided or permitted at any time during a waterside picnic/barbeque where participants are likely to engage in swimming and other in-water activities throughout the event.
- If the event is likely to involve swimming in a lake or ocean, certified lifeguards must be present and life preservers must be made available.
- If safety education, training, professional guides or instructors, and/or special equipment would reduce the risk of injury and be appropriate, they must be provided to and required of all participants, and must be paid for with company funds.
- Invitations to the event must clearly state that participation in the event or the activity is voluntary.
- Event sponsors and organizers should consider the feasibility of providing alternative activities to accommodate diverse abilities (e.g. “snow day” with choice of alpine skiing, cross-country skiing and snow tubing).
Prohibited activities
The following activities can lead to serious injury and are therefore prohibited at all company-sponsored social events:
- Jet Skiing
- Heli-skiing
- Skydiving, hang gliding and/or paragliding
- Snowmobiling
- River rafting that includes rapids at class 2 or higher
- Bungee jumping
- Motorcycling and motocross
- Tackle football
- Climbing involving elevations over 7,000 feet or 2,100 meters, walking on glaciers, traversing crevasses, and/or “technical” climbing (climbing that requires ropes, harnesses, and similar equipment).
- Exception: Climbing at indoor climbing gyms is permitted if supervised by trained personnel at the climbing gym and appropriate personal protective equipment is used.
- Activities in areas where there is significant risk of avalanche. If unsure, organizers should check with local authorities about snow conditions and areas that have been closed due to avalanche dangers.
- Scuba diving
- Quads
- Any activity involving the use of guns or firearms, such as shooting targets at a gun range and paintball
Employees planning an event must consider safety and accessibility for all participants. Employees should contact Global OHS with any questions and to help them assess and manage potential hazards.