Fete Insurance and Risk Management

Organising a fete is a complex process that involves many moving parts, from coordinating volunteers and vendors to planning activities and entertainment. One crucial aspect that must not be overlooked is risk management, which helps ensure the safety and well-being of all attendees. This article will explore the steps organisers should take to identify, assess, and mitigate potential risks when planning a fete.

Risk Identification

Begin by identifying potential hazards and risks associated with your event. Consider factors such as the location, expected attendance, weather conditions, and the types of activities and entertainment offered. Common risks include foodborne illnesses, injuries from games or rides, slips and falls, and crowd control issues.

Risk Assessment

Once you've identified potential risks, assess their likelihood and potential impact. Prioritise risks based on their severity and the probability of occurrence. This will help you focus your efforts on addressing the most critical issues first.

Risk Mitigation

Develop strategies to mitigate identified risks. For example:

• Food safety: Ensure all food vendors follow proper food handling procedures and obtain necessary permits. Provide handwashing stations and/or encourage regular hand sanitising among attendees.
• First aid: Have a dedicated first aid station with trained personnel and appropriate supplies. Create an emergency response plan to address medical emergencies promptly.
• Weather-related risks: Monitor weather forecasts and have contingency plans in place for extreme conditions, such as relocating indoor activities or postponing the event if necessary.
• Crowd control: Implement measures to manage crowds, such as clearly marked entrances and exits, barriers, and trained security personnel.
• Entertainment and games: Regularly inspect and maintain equipment and rides to ensure they are safe for use. Provide clear safety instructions for attendees and enforce age restrictions for certain activities.

Insurance

Take a look at obtaining insurance to protect against potential claims related to injuries or property damage. Here are insurances to consider:
property damage

• personal accident insurance
• liability cover for organisers (in case they are sued for negligence)
• weather insurance — be warned it is expensive but if your event already has a history and large support-base (i.e. large potential losses), it could be worthwhile.
• Outside vendors participating in your event are responsible for their own public liability insurance. Keep a copy of their insurance on your fete file.

Communication

Communicate your risk management strategies to all volunteers, vendors, and staff involved in the event. Ensure everyone is aware of their responsibilities and knows how to respond in case of an emergency.

Ongoing Monitoring and Evaluation

Throughout the event, monitor the effectiveness of your risk management strategies and make adjustments as needed. After the fete, evaluate the success of your risk management plan and identify areas for improvement in future events.

Risk management is an essential component of organising a successful fete. By identifying potential hazards, assessing their likelihood and impact, and implementing mitigation strategies, you can create a safe and enjoyable event for all attendees. With proper planning and communication, you'll be well on your way to hosting a memorable and worry-free fete.

It’s good practice to carry out a risk assessment for each stall. Here’s a quick template:

Next Chapter >> Fete Logistics and Equipment