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.
Check the other items in All Safety Guidance.
|
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 Discover Letchworth 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 |
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|
|
|
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 |
