Risky Business: Event Planning for Not For Profits
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Organizing an event for your Not For Profit organization shoulders a significant burden—having prime responsibility for ensuring the overall health and safety of workers and attendees. Essentially, this means you’re culpable for any event-related health and safety failings.
This weighty responsibility can wear down those not prepared to bear it. As an event organizer, coordinator or organization owner, how can you effectively do your job while worrying about potential problems? Simple: understand and prepare for potential risks.
Planning an Event
Begin writing the event’s safety plan, which identifies what resources and facilities you’ll need in order to uphold health and safety regulations. Safety plans work using the logic of risk assessments, or assessing the workspace and work-related activities in an effort to identify and prevent all risks.
In order to write your event’s safety plan, you’ll need the following information:
- The scale, type and scope of the event
- The type and size of the audience
- The event’s location
- The event’s duration
- The time of day and year the event will be held
The information contained in your safety plan will be the baseline for determining what facilities you’ll need—such as first-aid, sanitization, bathroom, food/beverage, rest and changing stations—to minimize risks and ensure the wellbeing of onsite workers/volunteers, as well as attendees.
Planning for Incidents and Emergencies
One of your most important responsibilities is establishing emergency response plans. Without writing concrete plans to follow in an emergency, you risk endangering event attendees. Your emergency plans should outline how to accomplish the requirements listed below:
- Get people away from immediate danger
- Summon and assist emergency services
- Handle both severe and non-life threatening injuries
- Deal with the displaced and non-injured, such as attendees at a festival with camping
- Liaise with emergency services and other authorities
- Protect threatened property
Managing an Event
Your duties as event organizer don’t stop once the event starts—if anything, they multiply. As the event begins, shift your focus from planning and paperwork to managing and monitoring site operations. Your responsibilities during the event include the following:
- Managing – Develop appropriate management systems for each phase of your event
- Coordinating – Foster cooperation between all workers during the event
- Disseminating information – Communicate all the information you gleaned from your risk assessments to everyone onsite
- Supervising – Your employees and other onsite workers should be competent to safely do their jobs
- Monitoring and reviewing – Take time to assess your methods and ensure they’re being followed
Tailored Insurance Is Best
The risks you face depend on your event—and insurance solutions for event organizers are contingent on the type and scale of your events. Enjoy the sense of stability that comes with insuring your event and bolstering your planning efforts with thorough risk management. Chat with an ‘A’ Team member to ensure your Not For Profit is effectively prepared.
- 4 Steps to Business Continuity Planning for your Not For Profit
- 5 Steps to Building a Risk Culture
- Safety Culture Performance Metrics Webinar
- Risk Management Overview Webinar Replay
- Not for Profit Blog
- Not for Profit Industry Page
- Not for Profit Webinar Replays
- Not for Profit Library Resources
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