Managing an Event Takes Precision and Planning
From corporate events to summer fairs, the success of an event relies on having the right facilities and infrastructure. Planning is key.
With summer holidays upon us, every town and village is hosting events of one kind or another every weekend. Meanwhile, in the corporate world, conference season never seems to come to an end.
Whether you are involved in planning an event for business, pleasure or a mixture of the two, there are some factors you will need to keep at the forefront of your mind, from getting the right permits arranged ahead of time to arranging generator hire services, lighting and site security. The following checklist will help you make sure everything goes smoothly.
How many people are going to be attending? Are you sure? If yours is a ticketed event, you’ll be able to answer this question with a degree of certainty, but if it is a “show up on the day” arrangement, factors such as weather and what else is happening on the day in question can have a big impact. Over estimate, as the answer to this question will have a bearing on everything that follows.
Keep it legal
Activities such as live music, serving alcohol or running raffles need special permits from the local council, so your first course of action should be to speak to them, run through the proposed event and check what is needed. The number of attendees, the proposed timing and the proximity to local residences will also have a bearing on this.
You will also need to have appropriate insurance in place, and it needs to cover all activities. So if you have rides or children’s entertainment, make sure the providers have the appropriate cover.
Even if it’s a local event for the immediate community, don’t under estimate the number of people who will turn up by car. Are there suitable parking facilities? If parking is on grass, how confident are you that vehicles will not get stuck if the English summer decides to show its teeth?
Fridges, PA systems, lighting – they all need power or the event will be a disaster. Discuss your needs with a local generator supply company, and go into as much detail as possible so that they can guide you on the size and type of generator you are going to need. Some stallholders will bring their own power supplies, but assume nothing and always check.
Site safety and security
For ticket only events, you will need to ensure the entire site is appropriately fenced to avoid people just walking in uninvited. This also means there will be a need for security staff on every gate to check passes.
As far as health and safety goes, there are a couple of things you need to prepare up front. One is a risk assessment on all activities – again, your local council can help here by providing a standard template. The other is to ensure you have first-aiders on hand. For larger events, it is worth getting in touch with St John’s Ambulance, but be warned, they need plenty of notice, so don’t leave it till the last minute.