Most organisations will usually have a set of procedures that they follow for events, and these procedures will change depending on the size of the organisation, the type of event that is taking place and who is involved. For example, a business meeting may only require an employee to let their line manager know but a business conference may need to be agreed by the managing director.
The event organiser will need to consider the response to more serious emergencies, including major incidents that will require help from the emergency services and this can be practised by doing risk assessments which is a practise run or planning of what will take place if anything serious occurs. Doing and performing risk assessments will also help event organisers feel more at ease as they are able to pick out the potential hazards and enable a solution to resolve the issue if it occurs. If you are having other staff helping plan the potential event, it could also make them feel at ease too as they will be able to know how to react if a serious emergency situation does take place.
The risk assessment process and its quality assurance of the event is very important and it is the main responsibility as the event organiser.
As said above, an event organiser should provide a risk assessment (including arrangements for extreme weather planning: heatwave, extreme cold, ice and snow as that could be an issue that may go wrong on the day depending if your event is outside or inside as it could also affect travel for the attendees.) and this should be completed at least eight weeks before the event. Your event must be checked for safety standards and you must take all reasonable precautions to ensure the event takes place safely.
Depending on the size of the event, the event planner no matter how small the event is going to be, should ensure they have a set schedule, so they know what different steps they are going to do at what time. This can help the event planner stay organised and clearly see what they need to get or who they may need to contact to confirm the event safely.
Procedures for signing off for an event will depend on the purpose of the event and the potential effect of the event on the organisations reputations. If there are a large amount of expenses involved, the finance manager may need to authorise the event and confirm this amount of money is available and can be used.
Security procedures are also important when organising an event, depending on the tyoe of event and the activities involved. The event organisers must be aware of the emergency procedures that are used by the venue where the event is being held. They will need to talk to the venue manager about:
What happens in an emergency
Where the nearest fire exits are
What kind of sound indicates its an emergency
What happens if someone needs to be searched