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Published on: 26 July 2024
When planning an event, it is essential that organisers complete an event risk management checklist to identify and mitigate any potential risks or hazards.
Event organisers are the backbone of any successful event. Their multi-tasking skills ensure everything runs as smoothly as possible, leaving both attendees and the hosting client satisfied with the overall experience.
Part of the event organiser’s role is to ensure any risks are identified and subsequently mitigated or minimised. The bigger the event, the greater the risks, so how can the organiser keep on top of every area where there may be risks? The simple answer is to have a risk management checklist.
Why do you need a risk management checklist?
Having a checklist which flags all potential risks means event organisers can systematically identify, assess and mitigate any potential hazards and liabilities associated with the event. It serves as a comprehensive guide to ensure no safety or operational aspects are overlooked.
By having a checklist, event organisers can:
- ensure the event is safe for attendees and all onsite staff and vendors
- protect the client host’s reputation and financial interests
- ensure legal and regulatory compliance
- improve attendee experience
- prepare for any emergencies or unexpected incidents
- reduce the likelihood of insurance claims
What should be on an event risk assessment checklist?
While checklists can vary depending on the type or scale of event, here is a breakdown of areas typically covered:
1. Event insurance
□ Public liability insurance in place
□ Event cancellation insurance in place
□ Employers insurance in place
□ Policy exclusions and limitations reviewed
2. Venue Assessment
□ Site inspection conducted
□ Parking facilities and transport options assessed
□ Venue capacity and suitability assessed
□ Suitable permits, permissions and licences obtained
□ Fire safety procedures and emergency exits identified
□ Accessibility for disabled attendees assessed
□ Parking facilities and transport options assessed
□ Back up venue identified
3. Audio-visual equipment
□ All equipment has been tested
□ Good wifi available throughout
□ Technical support on standby
□ Equipment insurance in place
4. Weather risks
□ Alternative indoor venue sourced (if event is outdoors)
□ Venue has suitable air con / hating in the event of extreme weather
□ Adverse Weather insurance in place
5. Health and Safety
□ On site staff trained in emergency procedures
□ First aid facilities available
□ First aider/s and fire marshall/s on site
□ All hazards identified
6. Data Collection and GDPR Compliance
□ Clear and concise privacy policy
□ Staff trained on GDPR requirements and data handling
□ Implementation of secure data storage systems
7. Staff and volunteers
□ Clear roles and responsibilities assigned for all staff
□ Background checks performed where appropriate
□ Staffing rota with adequate coverage for all areas
□ Back up staff available to cover no-shows
8. Food and Beverage
☐ Necessary food service licenses and permits obtained
☐ Alternative food options available (gluten free / vegan)
☐ Verification of food vendors’ certificates and hygiene ratings
Event risk management plan example
You can view an event risk management plan example here. While existing templates are handy, they may not always completely align with your own event, so it’s recommended you create your own to ensure all risks are flagged.
Why should insurance be top of every event risk management checklist?
Even if all risks have been identified and a risk assessment has been conducted, things can still go wrong on the day. Accidents can happen, and you could be held responsible for any injury or damage caused by your event. This is why you should consider taking out public liability insurance to protect yourself from the financial and legal consequences of such claims. Remember - it is important for event organisers to have their own insurance, even if the venue has its own as this will not cover all potential hazards.
Public liability insurance can cover the costs of compensation and legal fees if someone makes a claim against you, safeguarding you in the event of:
- Accidental bodily injury to a member of the public
- Accidental death of a member of the public
- Accidental damage to third-party property
- Accidental loss to third-party property
At Event Insurance Services, we can also provide comprehensive cover that includes:
Employer’s Liability Insurance Coverage
Provides cover for any employees or volunteers who are working at your event.
Cancellation Cover
Offers protection for irrecoverable costs incurred as a result of your event not going ahead or being delayed. This policy can also include optional adverse weather cover - ideal for unpredictable British weather!
Event Equipment
Event equipment cover can also be added too to cover any accidental loss of or physical damage to event equipment.
Ready to tick insurance off your event risk management checklist?
Whether you’re organising a one-off event or multiple events, our expert team of specialist advisors can help find the right public liability policy for you. Contact Event Insurance Services today for a quote.
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