EventScotland Events Management - A Practical Guide

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108 you can opt to take. If this service is not offered or if you choose not to take the cover with them, it is imperative you insure any hired equipment from the moment you take delivery until it is collected after the event. Also, don’t assume that any equipment you take from your office to the event site is covered by your office policy. You’ll need to provide a schedule of all the equipment in question and its replacement value to your broker. It’s a good idea to start compiling this list from the point that you start ordering hired equipment. The premium tends to be a percentage of the total figure. Check the excess on the policy as the replacement cost of some items covered may be less than the policy excess. > Cancellation & Abandonment Insurance – just like it says, this covers you for cancellation or abandonment of the event due to situations beyond your control such as flooding, inclement weather, postponement, etc. Levels of cover will depend on your particular requirements and the level of risk. Check the policy carefully for exclusions. This insurance can be very costly but it’s necessary for many events, particularly those with an entry ticket charge. If you decide not to take out this cover, make sure you have a contingency plan in place should your event be cancelled. You will need all or a combination of the above for event insurance purposes. In addition, other policies may be required such as Professional Indemnity or Directors Liability. Make sure you consider all your options carefully, check what is expected in terms of insurance by all funding partners and seek legal advice if you are unsure. Claims <strong>Management</strong> Claims can be made up to three years after an incident takes place. To ensure that you are able to successfully manage any insurance claims or defend any illegitimate claims, make sure that you put a process in place to record all incidents: > Ensure that you keep an incident book and that all staff are aware how incidents should be reported and managed > In the event of an incident, gather key information (hard evidence) such as photographs; witness statements and contacts; details describing any equipment involved and the activity being undertaken at the time of the incident; details of any damage to property or persons; documentation relating to the injured person
such as registration forms; a statement of any medical treatment offered/accepted/ refused; contact details for the injured person, etc 109 > Notify your insurance broker as soon as possible after an incident if you think a claim might arise > Copy any letters of claim to your broker immediately and allow them to deal with the claim chapter eight insurance
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Events Management a practical guide
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welcome to events management: a pra
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About the Authors ii Co-authors Mar
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v Contents Chapter 1 Where to Start
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Chapter 6 The Programme Page 81 Inc
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The planning process is one of the
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Is the marketing working? > How wil
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7 > Relevant: Is the objective impo
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10 to allow adequate lead time decr
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12 may well be prioritised for supp
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14 > Reinstatement - who is respons
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16 Below is a basic template that y
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18 In this chapter we have outlined
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chapter two business planning 21
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24 > The SWOT analysis (identify st
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FIGURE 2.1 CONTINUED 26 2. Event Ov
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FIGURE 2.1 CONTINUED 28 8. Risk Man
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chapter three putting the team toge
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34 > Production Manager > Event Adm
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36 Clarify roles: ensure that each
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38 Other Services In addition to th
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YES NO
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44 The following template gives an
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Budget Preparation Tips > Ensure th
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Petty cash: Ensure that all petty c
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52 Things to Remember on Site Cash
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FIGURE 4.4 Event Budget Projection
Page 73 and 74: When predicting the likelihood of a
Page 75 and 76: Public Funds Events supported by lo
Page 77 and 78: Attract visitors to a region from o
Page 80 and 81: 66 event for a fixed fee or a perce
Page 82 and 83: 68 twice a year. After the applicat
Page 84 and 85: 70 You will be closer to achieving
Page 86 and 87: 72 before you approach anyone you w
Page 89 and 90: Confirmation When sponsorship - whe
Page 91 and 92: Step 1 You may wish to issue an Inv
Page 93: Bid/Cost (Provide your own notes fo
Page 97 and 98: Events take many different forms bu
Page 99 and 100: 1) A mid-scale multi-arts festival
Page 103: chapter seven legal issues 89
Page 106 and 107: 92 is run under a simple constituti
Page 108 and 109: 94 Event Ownership At the outset yo
Page 110: 96 > Keep it simple, there is no ne
Page 113 and 114: Planning Permissions - if certain t
Page 117: chapter eight insurance 103
Page 120 and 121: 106 > Provide the broker with docum
Page 125: chapter nine event production: oper
Page 128 and 129: 114 It is not possible to comprehen
Page 130 and 131: 116 Site/Venue Layout Site or Venue
Page 133 and 134: You must also check that any large
Page 135 and 136: If the event is indoors, check that
Page 137: If the residents are commercial, en
Page 140 and 141: 126 > Widened access/egress doors a
Page 143 and 144: Below is a list of some of the elem
Page 145 and 146: Safety Officer/Co-ordinator Dependi
Page 148 and 149: 134 Method Statements A Method Stat
Page 151 and 152: Emergency Services Your contact wit
Page 153 and 154: attention to areas of potential con
Page 155 and 156: Other services you may decide are n
Page 157 and 158: Risk Management No matter the type
Page 159 and 160: Appendices If your Risk Assessment
Page 161: FIGURE 9.1 CONTINUED Risk Assessmen
Page 165 and 166: This section describes two operatio
Page 167: Production Schedules - timed schedu
Page 170: 156 > Additional Copies - including
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DON’T MISMATCH YOUR EVENT AND AUD
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162 1) Where to start: the situatio
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164 trying to attract. This means b
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To increase the level of overall at
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Convenience - making it easy to att
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172 > Agree copyright. Make sure th
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The ‘copy’ should be well writt
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If you don’t understand something
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FIGURE 11.2 Advertising Plan Templa
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IF you don’t promote something te
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Locally, galvanise the support of y
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choose the most practical method of
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Always keep your site up to date. >
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Press Launch Release - circulated w
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FIGURE 11.4 192 Writing a Media Rel
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194 9) Marketing Plan Template Now
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196 FIGURE 11.6 Marketing Action Pl
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How can you develop and grow your e
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3. Describe the nature of your visi
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206 Some More Research Tips General
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chapter thirteen post event 209
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212 De-brief Reporting Ask your own
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appendix useful contacts and resour
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218 BECTU Scotland ●●●● 150
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220 Culturebase.net ●●●● ww
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222 Inland Revenue Charities ●●
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224 Scottish Executive ●●●●
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226 Voluntary Arts Scotland ●●
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5th Floor, Ocean Point One 94 Ocean
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