Assessing Potential Problems with Events
It is a requirement of LALG insurance that the organiser of any event has thought about potential problems and planned for them.
This checklist identifies some problems that may occur and how to deal with them. There may be additional ones for specific events.
Hazard
Who might be harmed and how
Actions to take in advance
If it happens
Accommodation/ facilities/key personnel
Venue becomes unavailable
All
Pay deposit on time
Check a few days before event that all is in order
Find alternative venue
Or cancel the event and:
Post notice on hall door
Contact LALG publicity to tell people via website and social media
Tell TIC if they have sold tickets
If you have contact email/phone for attendees send them a message
Key facilities at venue are unavailable
All
Check a few days in advance that all is in order
Organise alternative provision
Or cancel the event - as above
Speaker/band/quiz master etc becomes unavailable
All
Check a few days in advance that all is in order
Find an alternative
Or cancel the event - as above
Incident at accommodation eg fire alarm
All
Check premises evacuation procedures and know where meeting point is
Have emergency contact number for venue manager
Tell participants what to do in case of emergency
Ensure venue is safely evacuated
Call Emergency Services if needed
Inform venue manager
Unusual or extreme weather conditions
All
Consider taking event cancellation insurance
Monitor weather forecast
Agree with team when decision to cancel/go ahead should be taken
Organiser to obtain everyone’s mobile phone number or email
Make timely decision to go ahead or cancel – as above
Injury and illness
Attendees are responsible for their own personal insurance – as notified on website/newsletter
Minor injuries (eg cuts, bruises, stings)
Individual
None
Offer first aid kit and find quiet place for injury to be treated in consultation with person or their companion
Consider making incident report to Secretary of LALG
Trips and sprains
Individual
Check before event starts that there are no trip hazards
Point out any uneven floors, taped wires, steps etc to participants
Serious injury/illness needing ambulance/
accident
Individual
None
Dial 999 and call emergency services
Make incident report to Secretary of LALG
Damage to property or environment
Individual
LALG has third party insurance but individuals are responsible for their own insurance
Organiser to claim on LALG insurance, as appropriate
Complete incident report form
People at risk
Individual/ organiser
Understand the requirements when running events including children/young people/adults at risk
Notify LALG committee safeguarding officer and complete incident report form
Budget
Event loses money
Organiser
Budget for realistic number of people
Have cancellation policy
Consider cancellation insurance
Understand commitments to venue and speakers etc
Cancel event if insufficient people
Trip makes money
All
Budget for realistic number of people
Surplus to be returned to LALG or to the group organising the event
