- Because events take a lot of planning
- Because you want everyone to have a great time
- Because you want everything to go smoohtly
Halloween parties, firework parties and then of course - Christmas!
Parties, events and conferences can be a fabulous way of engaging with your clients, staff and the local community.
A successful event takes a lot of planning and preparation. We know this from personal experience. Our 70th Anniversary Celebration at the Royal Pavilion in Brighton was a wonderful occasion and was months in the planning stages. You can see a short video by clicking on this link: - R.T. Williams - Pavilion Party
Some of the things you will need to consider when planning events include: -
- Goals and objectives – do you want your party to be a “thank you” or do you have another specific message or goal to get across?
- Planning the date – check what else is going on locally, within your invitee group and your holiday diary for key staff.
- Stakeholders in the event – Make sure your management team, finance officer and any other key persons are included in decision making and are provided with updates.
- Event Master plan – Every little task should be recorded, delegated and signed off when completed.
- Budget – A spreadsheet will be essential for this – keep it simple and keep it up to date.
- Team Organisation – Allocate tasks and make sure everyone knows what they should be doing before, during and after the event.
- Guest list – Get the invites out in enough time and make sure the day, date, time and venue are clearly stated. This sounds obvious, but it can avoid a lot of confusion. Keep track of your numbers by asking guests to RSVP to a specific person and keep your list updated.
- Branding –Giveaways are a great way to keep your logo and brand message in mind long after the event. Choose your gifts with care – they say something about your company.
- Charity – Your event could be a great opportunity to raise money for a charitable cause, your chosen charity can help arrange raffles etc
- Contingency planning – Is your event weather related? You can insure against this! Have you considered what to do if your venue cancels at the last minute or a key person backs out?
- Publicity – Great photos and video footage can be a brilliant way to keep the event alive via local press and social media long after the party has ended.
- Follow up – if your event was focussed around gaining new clients make sure you follow up any leads.
- Risk Assessment – Have you assessed the risks involved in running your event? You can get guidance from the HSE following this link http://www.hse.gov.uk/event-sa...
- Evacuation procedures – get to know your venue and make sure the evacuation process in clear.
After all your preparation, hard work and expense it would be a shame if something went wrong and a loss occurred. This is where insurance comes in: -
Public and Employers’ Liability are a must. The venue should have its own liability insurance which you will need to check, (your insurance broker should be able to assist with this). However, this will only cover issues arising from the venue itself.
Issues arising from the event itself will be taken up with the event organiser -You? Your current business insurance may or may not cover this, so it is vital that you make sure any shortfalls in cover are properly addressed (again your insurance broker should be able to provide guidance).
If a volunteer became seriously injured who would they attempt to sue? In the eyes of the law volunteers are regarded as employees so you will need to make sure your policy provides the necessary cover for them – Employers’ Liability. You will also need to check the insurance cover for any bona-fide subcontractors as well making sure you consider their activities. Other labour only sub-contractors that you have employed must also be considered. Think of companies providing Audio visuals, catering, bars, entertainment etc.
As well as Liability cover, equipment cover should be considered. Cancellation cover, pluvius cover can also be arranged along with Non -Appearance which could be very useful if your event hinges on an important Key Note Speaker or celebrity appearance.
Although fireworks are a very specialist area we have contacts in this field of insurance to make sure your party is properly insured should the worse happen.
If you would like any advice or guidance on your staff party, celebration, event or conference please get in touch.
Hopefully, this has given you plenty of food for thought. Importantly – have fun and enjoy your event!