From invitations to insurance – Planning a safe and successful event

According to the ticketing platform Eventbrite, the events sector is worth £42.3 billion to the UK economy each year. Whether you are a professional event planner or a dedicated volunteer organiser, you’ll still have the same aim in mind – to arrange a safe and successful event for your attendees.

Long before you start selling tickets you should carry out a risk assessment for your event. Identify hazards and assess the probability of these happening. Take all the preventative actions you can to reduce your risks. Remember to consider not only what could happen to your attendees but your team behind the scenes too.

Any electrical installations must be carried out by qualified electricians. Electrical equipment and control panels should not be accessible by event attendees, nor unqualified employees. Dependent on the format your event might also need to carry out a fire safety risk assessment. You can use this simple 5-step checklist on gov.uk to help you.

Once you have a health and safety plan, share it with your local fire brigade, constabulary, and council. They can use their public safety experience to help you mitigate or remove risks.

Even when you’ve done everything you can to prevent accidents happening, sometimes they still do. For small events make sure you have first aiders amongst your team. For larger ones, organisations such as St. John’s Ambulance can provide support to you during your big day.

What Insurance cover do you need?

You’ll need to arrange the right insurance for your event. From village fetes and food festivals to corporate conferences, JMP can help you. Typically you will need public liability insurance. This provides financial cover for any accident, damage, or loss of property during the event. You may also require employee liability insurance for any staff before, during, and after the event. The JMP team will discuss your plans in detail to make certain that you have the correct combination of cover, at the best possible price.

If you are inviting other service providers or vendors to take part, they must also have insurance. Ask them to provide proof of their cover to ensure everything is in place beforehand.

Have you considered the unseen cyber threat you may unwillingly be inviting with online ticket sales?

With event attendees increasingly booking online and sharing invitations through social media, you may well want to consider cybersecurity and cyber insurance cover as well. Protecting the personal information of your event attendees is required under the General Data Protection Regulations. Failing to notify the UK Information Commissioner’s Office of a data breach can result in a significant fine. Check any technology partners you choose for your event can help you stay compliant. Brief staff on how to stay cyber safe too. Avoid sharing passwords, provide secure WiFi systems, and restrict access to delegate details wherever possible.

Be ready for the day

As your event draws closer you’ll need to start communicating your events plan to all your partners. Include as much detail as possible from the moment your site is open for setting up, to the post-event clear up. Give not only the running times for entertainment and activities but also contact details of all your on-site staff, suppliers, and service providers. Make sure staff or volunteers are adequately trained and aware of their responsibilities.

Have a crisis plan in place too. Should something go wrong you’ll need clear roles in any sticky situations. Establish how you’ll communicate with your team, your suppliers, and your attendees. Are you going to use announcements, social media, or even an event app to let people know what to do in an emergency?

Part of your crisis plan should include effective evacuation procedures. Understand exit routes. Ensure they are clearly signposted and kept clear throughout your event. Have a designated place where the evacuees can gather. If you are in a venue that regularly holds events, ask them to provide this for you. Practice this process beforehand so your staff are confident of how to get attendees to safety quickly.

By taking out insurance through a broker such as JMP, you’ll get support should something go wrong before, during, or after your event. Our experienced advisors will guide you throughout the claims process to secure your payment promptly. To start planning your event insurance contact John Morgan Partnership today.

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