FOR most people, the Coronation of King Charles on Saturday, May 6 will be the first time they have witnessed such an historic occasion.
Street and office parties will be held in villages, towns and cities as the country prepares to toast the new monarch with a glass or two of bubbly.
But before you hang out the bunting and put on your favourite Union Flag socks, an insurer is urging event planners to make sure their event is a safe event.
Ansvar, which helps the not-for-profit sector, says that while Coronation events are a great opportunity for local communities to come together and celebrate, they also carry risks that need to be managed for the safety of all involved.
Adam Tier, head of underwriting at the firm, explained: “Organisers of local events must be aware of their responsibilities when it comes to risk management and ensure their event is a fun and memorable occasion.
“It doesn’t matter how much planning you’ve already done – risk assessing now will ensure your event is a success.”
Among the main points to consider are:
Think of the fundamentals first
Firstly, think about the basics, such as the venue/location and its capacity, date, budget, time needed to plan the event, and where appropriate, ticketing.
Have the right people in place
This includes considering whether marshals are needed to help people enter and leave the event, whether there will be enough volunteers to manage crowd control, and that medical and first aid personnel will be present.
Plan for the unexpected
What would happen if there was bad weather on the day? Have a contingency plan in place for unforeseen circumstances. For smaller gatherings, like street parties where a road has been closed, this could be considering what would happen if there was a medical emergency and an emergency vehicle needed access.
Take steps to mitigate the risks
What could go wrong and how might people get hurt? Once the risks are known, an assessment can be completed and measures put in place. This may include reducing the likelihood of accidents and injuries such as slips and trips, providing first aid training, and ensuring large marquees, staging, and audio equipment are installed by experts.
Be compliant
Organisers should ensure their event complies with all necessary local council regulations. This may include providing a risk assessment, having the necessary insurance in place, and permission to close a street for a party. If working with external suppliers, it is the organisers responsibility to check they have the necessary insurances and licences. An insurance broker can provide further guidance.
Protection of money
If cash is being taken to pay for food, drink, memorabilia or for charity donations, it’s vital to ensure there is somewhere secure to store it.
“We encourage all event organisers to work closely with their local council to ensure necessary requirements are met,” added Adam.
“Taking out dedicated event cover is highly recommended, as this can protect you against accidents and cancellations, and theft of any money. In most circumstances, the insurance will ensure you are compliant with local authority requirements.
