
Keeping your event safe and legal
This page outlines the key considerations to ensure your event complies with legal requirements and keeps all attendees safe. Disclaimer: This is guidance, not formal advice. For legal advice, consult an independent legal advisor via the Law Society.
Data Protection
Ensure any records (electronic or paper) about attendees comply with the Data Protection Act and GDPR. For more information, visit the Information Commissioner’s Office. Do not share personal information with third parties.
Media Permission
If you plan to take photos or videos, obtain permission from all participants. To inform attendees about filming and photography, use a media consent form or provide an opt-out option.
Insurance
Public events require Public Liability Insurance. If the event is on private property, check if the venue’s insurance covers your event. If not, consult your home insurance provider for coverage options. The charity cannot accept liability for any loss, damage, or injury.
Permissions and Licenses
For events with entertainment, alcohol, lotteries, or raffles, you may need a license. Contact your local authority to determine the necessary licenses or if a temporary event notice is sufficient. Check with your venue as their licenses may cover your activities.
First Aid
Consult a professional medical company like St John’s Ambulance for advice on the required first aid for your event. The level of cover depends on factors such as event type, number of attendees, and proximity to medical facilities.
Risk Assessment
Conduct a risk assessment to identify potential hazards and ensure adequate precautions are in place. This involves:
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Listing control measures to eliminate or reduce risks.
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Providing vital information to those at risk and involved in controlling risks.
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Keeping a written record of risk control measures for legal compliance and safety tracking.
We have created a risk assessment template and guidance document you can use.
You can also find out more information about event safety on the Health and Safety Exectutive website.
Food Hygiene
If you plan to use a caterer at your event, ensure they have a Food Hygiene Certificate and Public Liability Insurance. For guidelines on food preparation, handling, and cooking, visit the Food Standards Agency website.
Handling Money
If you will be accepting money, such as sponsorships, on the day, consider these tips:
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Have two people present when handling and counting money.
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Use a secure container like a lockable cash box or sealed container.
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Provide receipts for payments received.
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Always use a safe route and be accompanied or carry a personal alarm.
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Bank the money as soon as possible.
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If confronted by someone demanding money, hand it over immediately and report the incident to the police.
Participant & Volunteer Briefings
For participation events (e.g., walks or runs), brief your volunteers and participants to ensure they are well-prepared. Remind them about staying hydrated, event rules, and procedures for lost children or persons.
Use of Logo
If you wish to use our logo, please contact us via the chat function on our website or by telephone. Details are at the bottom of the page.