Family Fun day check list.
Organising a Family fun day for your Club, Pub, Team or Organisation is no easy task.
You will need Fantastic Volunteers, a Budget and all fingers crossed for good weather, we may be able to offer advice to help with Volunteers and Budgets but sorry the weather is a bit more than we can do.
Here are a few tips to help you get started
Pick a Venue, Date and Time..
Venue: How big will the event be? you will need a field big enough to cater for your needs but dont hire a whole massive area if you only need the corner, look about at what's available, think about access, parking, facilities, connection to power, setting up different types of stalls, games, stage's.
Think about placement of BBQ or other food providers, not too near the communities houses (smoke, smell).
Think about Noise and the local Community, especially if your event will
go into the evening.
Date and Time: Check around to see what other events are already arranged, perhaps contact a few other event organisers to check, try your best not to clash with anything (especially well established events).
Depending on what type of event you are thinking of then arrange a start time to coincide with availability of your intended audience, the general public are always more likely to attend an afternoon more than a morning, families like afternoons and early evenings depending on age of children.
Volunteers, Risk and Budget
Volunteers: You will need to check that you have enough people to cover everything that you have going on, you should be able to recruit people who won't mind helping with one off events like this, just ask nicely, volunteers don't come running to you, build up a relationship with friends / colleagues / members / parents, you will find that if you treat people the right way there are hundreds of volunteers out there. (be clear on the role and requirement for each person) appoint a Volunteer Coordinator to keep communicating with all your help all the time. Appoint an event Manager, let them make bookings, layout of field, manage budget and make sure they meet regularly with the Volunteer Coordinator.
Risk Assesment: Whatever equipment you’re hiring be it the stalls and deck chairs or inflatables, each piece of equipment will have it’s own comprehensive risk assessment to ensure it is safe and secure to protect
all those on the premises.
It is compulsory to carry out a risk assessment in order to comply with
current UK safety regulations and laws. If you have never done this before,
rest assured it isn’t as scary as it sounds.
Besides, once all the paperwork is out of the way, you can
concentrate on organising a successful event!
You will find many templates and assistance with this on the internet.
Advertise your event
Advertising: How will people know about your fun day? Promote the event through local businesses, press, radio, newsletters, emails,
digital PR and posters.
Marketing is key, so shout about it through all possible platforms including online blog posts and the monster that is social media - Facebook, Twitter, LinkedIn.
All forms of social media have proven over the last ten years just how vital and massive an influence they are on the public.
What’s more, shout about it DURING the event. Get a hashtag going on Twitter, encourage spectators to share pictures on Facebook and Instagram and get lots of photos to give the press.
Finally Insuarance and Legal advice
The main legal requirements that the equipment and equipment provider must adhere to are the Health and Safety at Work Act 1974 (HASAWA) and the provision and Use of Work Equipment Regulations 1998 (PUWER).
In practice this is interpreted through ETIS 7 which is currently the HSE advice for best practice and is almost identical to BS EN 14960:2006.
- Food and Drink
If you are selling food and drink at your fun day, make sure you look at the Food Standards Agency to follow their guidelines.
- Raffles and Tombolas
There are strict and complex laws relating to larger raffles and lotteries which you’d need to check the Gambling Commissionwebsite for more details. We recommend selling raffle tickets on the day and drawing at the event to avoid needing a license.
- Council licences
You’ll need to apply to your local council if you plan on providing any of the below:
- selling alcohol
- live entertainment
- holding a collection in a public place
Speak to the venue beforehand though as they’ll probably already hold a licence for you.
Insurance: Your event and everything involved will have to have Public Liability Insurance, most if not all things that you book to attend your event should have their own Insurance, always check this and check what cover you can get / have for yourselves.
P.S dont forget clearing up after event, rubbish disposal, sweep the floors, hand back keys, then sit back and relax, enjoy the fact that you helped to create a day that many people will remember for a long time - start planning next year.