Planning an event can be stressful, but if executed well, the result can make for a memorable experience! Here are some things to consider when organising your summer event.
Location, location, location
Oftentimes, a venue can make or break an event. Try and leave plenty of time to find the perfect location and if possible, visit the venue in person.
You should enquire about the venue’s maximum capacity and availability of air conditioning facilities if taking place indoors. Ultimately, the venue should be easily accessible and suitable for the day’s activities.
To ease the pressure off of yourself, gather a team of volunteers to help organise the event. Delegate roles and responsibilities to members and establish deadline dates for tasks to be completed.
Having strong communication within your team is important and will help you monitor the progress of the event more efficiently. It may be a good idea to arrange meetings periodically or set up a WhatsApp group chat or Skype conference call.
Set a budget
Organising an event can be hectic and it is quite easy to lose track of how much money is being spent. To avoid over-spending, write down the items that need to be purchased and what services you need to hire, alongside their average costs.
There may be an instance where something is more expensive than you expected but budgeting will help bring structure to your overall spending.
During all of the excitement, don’t forget to take the appropriate safety measures. Prevention is always key and designing a risk assessment will give you the opportunity to confront potential hazards and risks.
You will also need to take out public liability insurance to protect yourself should the worst happen.
If you have an existing policy, contact your insurer to see whether it is valid for the event.
The legal side of things
In preparation for your event, get in touch with your local council to see what type of license, if any, you need. This is especially important if you plan on playing music or if alcohol will be present.
Also, you may be required to seek the appropriate license and permission if you plan on playing a movie during the function.
Considering the legal aspect of an event can be tedious but it will definitely give you peace of mind.
Spread the word
When promoting the event, ask committee members to invite their friends and family. You can also share the event online by using social media platforms such as Twitter and Facebook.
Eventbrite is another useful website that gives attendees the chance to register and find out more about the event.
Once the event is over, you could extend your thanks to all those who attended and find out whether they enjoyed themselves.
Feedback (good or bad) will help ensure your next event is bigger and better!
If you are planning a summer event for your Charity or Church and would like to discuss your insurance requirements, then please call us on 01206 760780