What is event management support?
Event Management Support is part of the Districts response to providing support to its churches and circuits in enabling them to be missional.
There are two ways that this support is being offered
- Practical support by the District Administrator
- Resources such as the ‘Ultimate Event Management Pack’ and the collation of information around Health and Safety, Advertising and Risk Assessment templates created by the District Administrator
who is offering event management support?
This role is being inhabited by our District Administrator, Naomi Prince, who has been working with us for over two years.
As the District Administrator, she is regularly finding venues and booking catering for safeguarding training, Synod’s and other meetings/events that are happening at District Level. The biggest event that she is event managing is Flourish. She played a key role in last 6 months of Flourish 2023, and is event managing Flourish 2026.
She also works as an Event Manager for York Concerts which means that she is regularly problem solving, managing a staff team and ensuring that the audience members are having a stress free time – the same would be offered at your in-person events.
Through previous roles, she also has a good understanding of different social media platforms, and has the skills to make modern and fresh posters and social media posts.
PRACTICAL SUPPORT
The District Administrator is offering packs of support as outlined below:
However they could also support you by:
- Having a conversation about what your event is and offer advice on next steps
- Advertise your events at a District level and provide guidance in advertising at a local level
- Using the District Eventbrite page as your booking platform
- Attending the day to be an extra pair of helping hands
To help support the role there is a small fee to the church or circuit however please get in touch if this is a barrier to you accessing the support.
Use the contact form below to get in touch about any support you may need.
RESOURCES/INFORMATION
Health and Safety
- Health and Safety regulations do not require employers to make first aid provision for non-employees, however, it is strongly recommend that they are included in any assessment of first aid needs and that provision is made for them.
- You have a common duty of care and therefore you generally need to ensure that the event is properly managed so that people remain safe. This may include
- Risk Assessments to identify precautions you need to take
- Implement precautions – informing employees or volunteers on what they need to do
- Document your arrangements and responsibilities for hosting events
- Keep records of what you have done
Food supplied, sold or provided outside of the family or domestic setting must be safe to eat. This is regardless of whether those supplying or selling the food are trying to make a profit.
If you provide food on a regular and organised basis you may need to register with your local authority as a food business, however if you handle, prepare, store and serve food occasionally and on a small scale, you do not need to register.
Allergen Information
If your activity does not need to be registered as a food business, you don’t have to provide information for consumers about allergens present in the food as ingredients. However, this is recommended.
The 14 allergens are:
- celery
- cereals containing gluten (such as wheat, rye, barley, and oats)
- crustaceans (such as prawns, crabs and lobsters)
- eggs
- fish
- lupin
- milk
- molluscs (such as mussels and oysters)
- mustard
- peanuts
- sesame
- soybeans
- sulphur dioxide and sulphites (if the sulphur dioxide and sulphites are at a concentration of more than ten parts per million)
- tree nuts (such as almonds, hazelnuts, walnuts, brazil nuts, cashews, pecans, pistachios and macadamia nuts).
General Food Safety
Although your local authority may not deem your event as a food business, it is important that basic food safety is followed.
A checklist is included within the Ultimate Event Management Pack or accessible down below however there is a summary below.
- Food preparation areas are suitable cleaned and sanitised before and after use.
- Hands should regularly be washed with soap and water or hand sanitiser.
- All fruit and vegetables should be washed
- Raw and Ready to Eat foods should be kept apart
- Food should not be used past its use-by date
- All cooking instructions should be read
- All food should be cooked through thoroughly
- All equipment should be washed in hot soapy water
- Keep food out of the fridge for the shortest time possible
If you are encouraging people to bake food at home and bring it in for a cake sale – encourage all bakers to consider the following:
- The recipe should be from a reputable source
- Hands should be regularly washed with soap and water
- Any equipment should be regularly washed with hot soapy water
- All preparation areas should be cleansed and sanitised before use
- Baked goods should be thoroughly cooked
- Baked goods should be transported in a clean sealable container.
For more information – check out the Food Standards Agency
If your event is considered low hazard and is under 25 people then you do not need a first aider. Instead consider having an appointed person who is known by the volunteer team.
An appointed person is someone who
- looks after any first aid equipment and facilities
- calls the emergency services when required
If your event is considered high risk or over 25 people, you may want to consider ensuring that there is someone with first aid training present at your event. A first-aider is someone who has received first-aid training such as Emergency First Aid at work or First Aid at Work.
It is good practice to make note of any accident and what happened in response to the accident. To do this you need an accident reporting form. Please keep these for 3 years.
You can find an accident reporting form template here
Important to know
If someone is injured at your event you may need to show that you have met your duty of care.
If you are in control of premises – there are legal responsibilities that you have if there are any accidents with members of the public. These include
- If the accident involves a work activity
- If they result in an injury that leads to a trip to hospital for treatment that includes; a dressing applied, stiches, a plaster cast or surgery.
These injuries are called reportable injuries, and more information can be found out here
Advertising
Whilst thought through planning of an event is crucial, there also needs to be consideration about the advertising of the event to enable the event to reach the people intended. Good advertising relies on knowledge of your local area, and consideration about the demographic of the audience you are hoping to engage with.
Here are some things to think about when considering advertising:
- Who is the event for? Who are you inviting?
- Why should people want to come to your event? What are you offering? What is the exciting thing that you are offering?
- Considering your demographic, how might this impact where you need to advertise?
- Using community groups on Facebook are often a great way to reach people in your community. Consider ensuring that your Facebook Page is a member of local community groups.
- Use what already exists: are there local newsletters, or a local radio station that you could contact?
When it comes to advertising, make sure you go to the communities that you are wanting to reach rather than expecting them to come to you and find out what is going on.
Here are some scenarios that may help you consider how these questions may impact where you advertise
- Children and Family day: Advertise with flyers and posters in local soft-play centre, at local toddler groups, at the local library. Advertise on social media and share into local Facebook groups for parents.
- Warm Space: Advertise with flyers at local food bank, at any local groups that work with retired people or vulnerable adults or families (if appropriate). Advertise on social media and share onto local Facebook groups. Use other local media (such as a newspaper or radio show)
- Afternoon Tea Concert for Retired people: Advertise with flyers and posters in local care homes, in community spaces that are frequented by retired people.
- Community event in a new housing estate: Consider doing a door-to-door leaflet drop
Printing
Sometimes it is easier and cheaper to print posters and leaflets in bulk with a company. Here are some company suggestions.
It’s worth noting that the more you print, the cheaper it is!
Smaller Business
- Class Office Equipment
- Design Print Solutions
- Scribes Digital Print Hull – Printer in Hull (scribescolourprint.co.uk)
National Companies
You can also print through Canva – however this is not always the cheapest.