Checklist for Planning of Events

Successful planning and execution of events

Anyone who has ever organised an event knows the situation. The planning of events is exciting and versatile. After all, no two events are the same and this is what makes live communication so interesting. However, the organisation of Haylan Events can quickly become a personal test for one’s own nerves and a great burden. The reasons for this can be multi-layered: wrong planning, wrong timing, collision of appointments, cancellation of event locations/event service providers, too few registrations, bad weather, absences due to illness, technical problems, too few personnel. These are just a few examples.

Calculable & unpredictable factors

There are many calculable risks that can be avoided with professional planning. More about these factors in the next chapter. If those factors remain which cannot be directly influenced, such as the weather, unscheduled cancellations, absenteeism due to illness, etc., then the risk is high. One thing above all is important here – to keep a cool head. Of course, this is easier said than done. Wherever possible, Plan B variants should therefore be worked out at an early stage. This helps to maintain planning even in the event of unforeseeable events. The most important thing, however, is to accept the situation, analyse it calmly and then get the most out of it.

Advisors & checklists as support before, during and after events

As mentioned, the event organization is calculable with few exceptions and event planners have a direct influence on the success of an event. A lot can be achieved with early and professional planning. There are numerous helpful guides, checklists and best-practice examples on the Internet. We have prepared a compact guide for you. In addition we have listed further external sources with – from our point of view – very valuable and comprehensive checklists and aids.

You can invite people to street and club parties at any time of the year. But at such events you have to pay more attention than you might think at first sight! Who is liable for unforeseen damages? What do I have to pay attention to when handling food, what do I have to do to protect minors and when and where do I have to register my event at all? With our tips we give you an important overview of what you have to consider at your next event and what rights and obligations you have as an organiser.

Club liability is essential!

Martin Hammer is the organiser for the tenth anniversary of the Sch├╝tzenverein this weekend. He wants to plan this event without making any mistakes. He has already found out when and where Martin has to register the club festival. The only thing missing is a suitable venue. On the club area at the edge of the forest there is a small cosy hut. Next to the hut there are twenty beer benches and ten beautiful old solid wood tables – the perfect place to celebrate a proper party. Martin invited thirty people. He prepares everything and sets up loudspeakers for entertainment, buys three shopping trolleys of food and stows everything neatly in the club hut. As a basis for the heavy beer barrel Martin takes the rustic table of his great-grandmother.

Shortly after the celebration starts punctually according to the calendar of events, with the first salute shot of the oldest club shooters, the ailing table beam suddenly breaks into two parts. And so not only does half the beer spill over the brand-new VW Beetle of the shooting king, the barrel also scratches the expensive black paint. Shooter King Peter blames Martin for the damage. Martin inquires about the legal situation. He reads:

“The registered association sometimes includes events up to a certain extent in the event liability insurance. Before an event one should check however absolutely the insurance policy again, in particular, if the insurance exists already over many years.

Martin asks by telephone. He finds that the damage is not covered. Unfortunately, he has to dig deep into his own pocket for the damage to the car. If only Martin had informed himself about the existing insurance in advance! Then he could have taken out one.

Where can I register events?

If, like Martin, you offer food or drinks, your event is automatically subject to the Restaurant Act. If you are planning your events, you should register them at the same time. But when exactly do I have to register my event? That is clearly regulated: The German Restaurant Act requires a permit, which you must apply for at least 14 days before the event.

Where do I have to register my event? You can register at the responsible mayor’s office or public order office. The permit contains the location and type of premises, the type and manner of beverage serving, as well as the occasion and the intended operating time of the event. If the event lasts more than four days, permission must be applied for from the responsible restaurant authority.

Observe the safety risks of an event!

In addition to knowing how to register your event, it is also important to inform yourself thoroughly about safety risks in advance. If Martin’s 30-litre drum had fallen on one of the guests, personal injury would probably have occurred. However, the location of the barrel was not suitable for serving drinks. If you want to plan events, then you should also ask yourself further questions: Is the beverage dispenser glass free and the food sterile? Do you need additional security at your event, such as access control, car park attendants or stewards? In addition, rescue vehicles such as fire brigades or ambulances should be able to park close by and barrier-free.

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