Event risk management for your not-for-profit
07/23/2023
If your local council, charity or not-for-profit is running an event, it is important to ensure it is run safely. Whether your event is to raise funds or raise awareness in your community, you’re likely to be interacting with members of the public.
8 top tips to consider when arranging a fundraising event
We spoke with Zurich Resilience Solutions Liability Risk Consultants, Michelle Yorke and Craig Preston, have provided 8 key points to think about when organising your event:
1. Event planning. Consider who is organising the event and identify key roles and responsibilities. Is advice required, and do relevant agencies (Fire and Rescue, Environmental Health etc.) need to be consulted?
What are the risks, scale and complexity associated with arranging such an event? What emergency arrangements need to be made (e.g. first aid, lost children, etc.)? And how will risk control measures be monitored to ensure they are followed?
An event safety management plan should be prepared for every event, but this will help determine the level of detail required in terms of formal risk management planning and documentation. More information can be found on the The Health and Safety (HSE) website.
2. Event location. 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. Contact your local authority to find out what’s required - they can also provide further guidance about managing the event.
3. Risk assessment. If you’re planning any type of event, it’s important to consider the possible risks in advance, and to record how you are planning to control them. This can be anything from a slip or trip to gas and electrical equipment. Risk assessments should determine the controls to be taken before, during and after the event and should form an important part of any event safety plan. To download our risk assessment templates, please see our Local Community Advisory Service (LCAS) Guide.
4. Fire safety. As part of the risk assessment process, you should consider fire safety risks and have a fire evacuation procedure, especially if you’re planning on using fireworks. But also if you’ll be using items such as gas cylinders or barbecues. Be sure to consider people with mobility issues, the elderly, and children as they may need extra assistance. 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. When installing temporary structures such as stages, seating or marquees - there are certain arrangements you should put in place, to make certain they are safe. The HSE details comprehensive guidance around the topic.
6. Alcohol licence. If you’re intending to sell alcohol at your event, you should contact your local council, police and environmental health to make them aware. You must do this by making an application for a Temporary Events Notice.
7. Serving food. 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 ensure 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. Therefore, it’s important to make sure you also have appropriate insurance cover in place for your event. You can do this by contacting your insurance provider and discussing your planned activities. 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
It’s important to ensure you consider the safety of your volunteers, employees and people attending the event. We’ve created a 3-step downloadable event risk management guide to organising a safe event.
Below, you can also listen to 5 top tips on organising a successful event for your charity. Dan Hurring, Events Coordinator at our partner Permaculture Association, explains his approach.
*Please note that this is intended to provide generic guidance only, to help you identify what may need to be considered when completing risk assessments and planning a safe and successful event for your local community organisation. Please continue to refer to all government, regulatory and legislative guidance to ensure your organisation’s continued compliance with regulatory obligations.
