Pre-planning is vitally important to ensure a successful event as there are a number of things that you need to do well in advance. The first thing that you must bear in mind is that you will have a legal responsibility for the health, safety and welfare of all of the visitors to your event, including the public, volunteers, staff, and contractors. You will need to undertake a risk assessment that identifies all of the potential hazards, what level of risk exists and what actions you need to take to mitigate these risks to an acceptable level. You should keep a formal record of your risk assessment.
Choosing the right venue for your event is critical to its success. You need to consider accessibility issues, how easy it will be for people to get on to the site, whether you will need car parking or crowd control barriers, will there be any impact on local residents? Are there any hazards particularly associated with the site such as power cables or water? If a road closure is required you must apply well in advance of your local authority for permission. They will want to see your risk assessment at this point. To find your local authority, go to www.gov.uk/find-your-local-council.
Who are you targeting to attend your event, is it open to and suitable for everyone or are you targeting particular groups such as children or perhaps the elderly or disabled. You will identify this by carefully considering the aims of your event.
You need to think about the time and day or days of the week that you want to hold your event to take account of such things as traffic flows and what sort of noise your event might generate. If your event is going to be held outdoors, think about what time of year you want to hold it, to take potential weather conditions into account.
You will also need to take out public liability insurance. Most Local Authorities require a minimum of £5 million public liability insurance. Any contractors or stall holders will need to have their own public liability insurance.