Keys to Successful Event Planning – Safety Considerationsin the community // on Thursday September 3, 2015
So far, we have offered you insight on event planning details and marketing efforts to help ensure great attendance. In part three of this event planning safety blog series, we’ll look at one of the most important factors when planning a special occasion: safety.
The safety of your guests, staff and volunteers may not be the first thing you think about, but it is one of the most important things to consider in every aspect of planning. Regardless of your location, the size of the event or the number of people attending, there are safety precautions that should be taken to ensure everyone’s safety.
When analyzing your set-up, look for the following items:
- Electrical equipment: See that all cords are out of a walkway or adequately marked with bright warning tape. Make sure any electrical equipment outdoors is adequately protected from the weather.
- Outdoor tents: See that all stakes and ropes are visibly marked and protected. Make sure the tent is inspected by a qualified professional before use.
- Grounds: Inspect the grounds prior to the start of the event, looking for depressions, holes or other hazards, and ensure they are filled or visibly marked prior to the event.
- Chairs and tables: If you are using temporary or folding chairs or tables, make sure they are sturdy and defect-free.
Three types of inflatables that are commonly used as entertainment at events include moon bounce, slide and obstacle course. If you are planning to use this form of entertainment for your event, consider the following:
- Rent from a reputable, insured business, and require a certificate of general liability insurance.
- Ask the rental company to perform installation and tear down.
- Require adult supervision at all times and see that supervisors are properly trained. This should be provided by the rental company.
- Do not use the inflatable if wind speeds will exceed the manufacturer’s recommendation.
- Monitor weather forecasts closely if using inflatables outdoors, and do not operate in wet conditions or if threatening weather is approaching.
As many organizations choose to serve food at events, it’s important to recognize potential risky situations associated with providing refreshments, such as allergic reactions and food poisoning. The most common foods that cause allergic reactions are peanuts, tree nuts, milk, eggs, wheat, soy, fish and shellfish. Make sure you properly label food, so guests with allergies are aware of the risk.
When preparing food, make sure cooks and servers have washed their hands. Check food products to ensure you are not using expired foods, and thoroughly cook meats to its corresponding minimal temperature.
As you are serving food to your guests, keep hot foods hot and cold foods cold. Do not mix new food with existing food, use separate platters to hold raw and cooked food, and use separate utensils for each food item.
You’re finally ready to host an event. You have the keys to getting the details right, using the appropriate promotion tactics and taking the adequate safety precautions. For any event you plan throughout the year, these tips are always helpful to keep in mind.