We hate to encourage you to think the sky is falling, but when it comes to events we find that it is always best to expect the best out of your event, but to plan for the worst as well. Having good plans in place can help make your event memorable, even if something does go awry. It is always best to have plans in place and not need them versus needing to jump into action with no plan whatsoever.
If something happens to go wrong at your event it is important to have the proper insurance to cover any unfortunate situations. Your organizations general liability insurance may not cover a special event, especially if it is being held offsite. There are many insurance companies out there that offer a one-day event insurance rate to ensure that you are covered properly. In some cases, you can reach out to your current insurance provider and they can add additional converge for an event. Just saying you are not responsible for accidents on a flyer posted on the way into your event may not be enough.
You hope a medical emergency never happens during your event, but smaller emergencies can happen as well. It is important to know where the nearest hospital is, but also important to have a small first aid kit in case someone needs a bandage or accidentally burns themselves (happened to us multiple times at events, so trust us – accidents happen).
Every event is different, but sometimes security is needed at certain types of events. If you are having a ticketed event it can be nice to have security monitoring the ticketed entrances or help with traffic flow. Parking can be a major pain before and after events, so having someone help with the flow of a confusing parking lot can truly be something that opens and closes the event well for people.
Alcohol at Events
Many special events in the nonprofit world have alcohol, but it is important to be in compliance with all state laws. In most instances a licensed bartender must be overseeing the distribution of alcohol. But if you do not have a licensed bartender on tap, most states allow individuals to get a one-day license. Please know that whenever you are serving alcohol at an event the licensed bartender is responsible for those that are drinking – so ensure that there is either an alcohol limit or that someone is making sure that attendees are safe to drive after the event.
Many times, none of the issues mentioned above occur during a special event, but having a plan in place is important just in case they do. All volunteers and staff members should know who the one point of contact is during an event in case they need to report an emergency. Having one person in charge of handling all crisis situations, large and small, can help to ensure a quick and efficient response time.