Have you been given the task of organising and planning a summer event? Take a look at
our event planner for useful ideas, tips and advice to help
you plan your summer fete, county show or school fun day
in four easy steps.
SUMMER EVENTS - FETES - FUNDAYS - FESTIVALS
STEP1. PLANNING
The big day has arrived If you are reading this article most of your main event planning and
organising should be coming to an end and the big day is probably looming. Its
nearly time to put all your planning and organising into action. Even the best
laid plans can sometimes go wrong but hopefully with all your planning and
preparations you should be well prepared for all eventualities. To help you
avoid turning your event into a summer nightmare we have put together a few last
minute useful tips.
First things first. Its going to be an early start and a long hot day so make
sure that you and all your helpers are well prepared, cool clothes, comfortable
shoes, plenty of cold drinks and refreshments, sun protection and light
waterproof coat should it decide to rain. Other useful items may include
notepad, pencils, mobile phones, hand wipes and towel. Don't forget to take with
you your written risk assessment plus your site plan and contact numbers for all
the attractions and services you may have booked for your event.
On arrival gather your helpers and delegate specific tasks for the day for
each helper as per your plan. Set up a covered central area where you can
control your event and where all your helpers will know where to find you should
they need you quickly. Next walk your event site with your helpers and talk
through any risk assessment issues with them making sure they understand what
should be done to avoid any risks and action to be taken should an accident
happen.
One of your attractions or services have failed to turn up.
You've had it planned and organised for months, booked everything and everybody
you need, spent a fortune on advertising, surely nothing could go wrong. The big
day arrives, the morning is going on and somebody has not turned up, you're
starting to fret, the stress level is building and panic is setting in. OK, calm
down you're just reading this article.
This is a problem that occasionally happens and one that we
are told about every year and although we have no part in any negotiations
between organisers and event businesses we do take it seriously and sympathise
with organisers. But what can be done? Well in real terms very little, as the
reasons for not turning up could be numerous from illness, breakdown to the
business simply being offered a pitch at a bigger more lucrative event.
Smaller events are especially effected by this as funds and
recourses are very limited. So even though your event may have to be cancelled,
postponed or scaled down here are a few ideas that may help.
1.
One idea may be to draw up a contract with each business you
book for your event with a non attendance clause in it. Where the business will
be liable for any cost or expenses incurred if they fail to attend.
2.
Insurance cover may be available depending on cost of
premiums.
3.
Make contingency plans, get a list together before your event
of similar businesses that may be able to fill the gap at last minute.
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