Plan with confidence: Event risk management for your fundraising events

But what is event risk management?

Event risk management is the process of identifying potential hazards, assessing the risks they present and putting measures in place to help keep people safe before, during and after an event.

Whether you're hosting a charity fundraiser, awareness campaign, community gathering or public event, effective event risk management can help prevent accidents, protect volunteers and attendees, support legal compliance and reduce the likelihood of disruption to your event.

8 event risk management tips for fundraising events

To help you organise a safe and successful event, Zurich Resilience Solutions Liability Risk Consultants, Michelle Yorke and Craig Preston, share eight essential event risk management tips every charity and not-for-profit should consider during the planning process.

1. Event safety planning

A well prepared event safety plan provides the foundation for a safe and successful fundraising or community event. It should outline who is responsible for key activities, how risks will be managed and what emergency arrangements are in place.

Before planning begins, identify who is responsible for key areas such as management, health and safety, crowd management, volunteers and emergency response. Clearly defined roles and responsibilities help make sure all aspects of event safety management are covered, and everyone understands their duties.

As part of your event risk assessment and event planning, consider the size, location and complexity of the event, along with any potential risks.

It's also important to think about whether you need guidance or approval from relevant organisations, such as your local authority, Fire and Rescue Service, Environmental Health team or emergency services.

An event safety plan should include details of potential hazards, risk controls, emergency procedures, first aid arrangements, key contacts, responsibilities and how safety measures will be monitored throughout the event. The size and complexity of the plan will depend on the type of event being organised.

For more guidance on event risk management, event safety plans and health and safety at events, visit the Health and Safety Executive (HSE) website.

2. Event location

Before confirming your venue, consider whether an event location risk assessment is required. Factors such as vehicle access, crowd capacity, emergency exits, accessibility and weather exposure can all affect event safety and should be reviewed as part of your planning process.

There are many locations which require permission to use, so make sure you contact the land or property owner if necessary. Some activities will also require road closures and/or a license.

3. Risk assessment

Before your event takes place, it's important to carry out an event risk assessment to identify anything that could cause harm and decide how to reduce those risks. Hazards can range from slips, trips and falls to the safe use of electrical equipment, generators and gas appliances.

The findings should be documented and included in your event safety plan, helping you demonstrate that reasonable precautions have been taken.

For help getting started, download our event risk assessment templates in the Local Community Advisory Service (LCAS) guide.

4. Fire safety

Your event safety plan should include a fire safety and emergency evacuation plan, detailing evacuation routes, assembly points and responsibilities for assisting vulnerable attendees if an incident occurs, especially if you’re planning on using fireworks, gas cylinders or barbecues. Think about any specific fire safety precautions that need to be taken to prevent or mitigate a fire. It’s also essential to have people with appropriate training who can act as fire wardens.

5. Temporary structures

If your event includes temporary structures such as stages, marquees, seating, gazebos or barriers, it's important to make sure they are installed, inspected and used safely.

As part of your event risk management and event safety plan, check that suppliers are suitably qualified, structures are fit for purpose and appropriate safety checks are carried out before the event begins. The larger or more complex the structure, the more detailed your planning and safety arrangements may need to be.

6. Alcohol licence

If you plan to sell alcohol at your event, you may need an alcohol licence. In many cases, this requires applying for a Temporary Event Notice (TEN) through your local council.

When planning an event where alcohol will be available, consider how it could affect event safety, crowd management and security. You should notify the relevant authorities, including your local council and, where appropriate, the police and environmental health team.

7. Food safety

A one-off street party, or small community event where food is sold or given away to attendees is not likely to require formal registration, but organisers will need to make sure basic food hygiene is in place. Organisers of large events should check with their local council whether they need to register their food activities.

Before serving any food, strong consideration should be given to attendees with food allergies or intolerances. Make sure ingredients are clear on menus, tables and food stalls, so that people are fully aware. The Food Standards Agency provides practical advice on managing allergens and food hygiene.

8. Insurance

Despite taking all of the above elements into consideration, we know sometimes things can still go wrong. Event insurance and public liability insurance can help protect charities, not-for-profits and local councils against unexpected incidents, claims and associated costs.

If you’d like more information about the insurance we offer, visit our charities and not-for-profits insurance page, or local councils insurance page.

Useful resources

We’ve created a downloadable event risk management guide to organising a safe event.