How to keep your New Years Event safe
Make the most of New Years by hosting a new years event at your clubhouse. An excellent send off for the year, your event can be as big or small as you’d like, and will attract customers from all over the local area. Or perhaps you have decided to hire out your club as a venue for a third-party to use for a New Years bash. Whether it’s your party or another’s, these types of events are likely to stretch late into the night and will prove to be highly profitable for your club.
At Club Insure, we want to encourage New Years parties and events at your clubhouse – which is why we’ve put together a list of safety tips to remember before the big day.
Health and Safety Checklist
It is advised that event runners make a checklist before hosting an event, this ensures nothing essential is forgotten and all safety measures are followed. This checklist should inform staff members on key action points and what to remember.
Items and jobs for your checklist to include are:
- Decorations – Decorate your club to promote New Year celebrations. Either reuse the Christmas décor or add an end of year twist. Some good decorations include; balloons, confetti, fairy lights, glitterballs, and a big Happy New Years sign.
- Food – Check food is on-site, purchased and readily available, and that your team are doing their due diligence in reference to food safety. Appetisers and finger foods are always a great option, often including quiches, skewers and bruschetta. Ensure cleaning up equipment is nearby.
- Drinks – For rowdy events with high attendance, it may be advisable to utilise plastic cups. This will help reduce glass breakages and any injuries. Spills need to be quickly cleaned to help reduce likelihood of slips.
- Wiring – With improved sound systems and microphones at an event, there can be an excess of wires. Check your premises for loose wires which can become trip hazards. Ensure that walkways are clear and wires are fixed down if they can’t be removed.
- Signage – Toilets, emergency exits, first aid stations, safety and firing zones for fireworks; all need to be signed. Ensure signage is clear and visible.
- Room control and valuable contents – Lock rooms that have private-only access or contain valuables. Events will mean unknown individuals are potentially on the premises, so keep your club secure.
- Risk assessment – Review your premises and fill out a risk assessment. This will be essential for an event insurer, and for due diligence. Risk assessments are key documentation required in the event of a claim. Contact Club Insure for a premises risk assessment, or see Insure Our Event’s resources section for an event risk assessment template.
Firework Safety Rules
Most New Years events will feature fireworks. For many visitors, fireworks are expected. However there are many safety precautions that need to be adhered to when organising a firework display. Insure Our Event list these here – They also provide a risk assessment template specific to fireworks, which is necessary when managing a firework display.
Safe firework operation is paramount. Firework operators need to have sufficient knowledge, training and experience. The site needs to adhere to safety standards. There can be no overhead wires, overhanging branches or trees near the firing zone. Clubs should dictate a safe zone for spectators, with a visible barrier to stop customers going near the fireworks. Utilise either a siren, speaker or walkie-talkie to notify as the fireworks need to be able to be stopped or paused if there is immediate danger to an individual. Have buckets of water on hand as well as a safe storage area for the firework before the event.
Some default firework safety rules to follow include:
- Fireworks should not be in the possession of anybody under the age of 18
- All fireworks need a CE marking
- Keep fireworks in a closed metal box
- Follow the instructions on each firework
- Never go back or upto a lit firework or debris
- Keep a bucket of water nearby if you are setting off fireworks or sparklers
- Keep pets indoors and away from the safety zone.
- Alcohol and fireworks do not mix and may lead to injury. No alcohol should be consumed by firework operators.
- All children must be supervised while on site.
- Never sell sparklers to a child, or give to a child who is not wearing gloves.
- Have appropriate signage on site, concerning dogs, pets and children.
Tickets
Consider ticketing your event. These tickets could be sold online, over the phone or at your club reception. Tickets help monitor numbers and increase revenue. Price the tickets fairly, with membership discounts, and consider letting little ones in for free.
Entertainment
New Years does not necessitate entertainment, as most New Years events feature fireworks. However, DJs or performers might be appropriate and appreciated, keeping the party going long into the night. Plan music according to the event or theme, and ensure guests remain engaged. Karaoke, photo booths, and all sorts of group games are also good options.
Event runners should check that DJs and performers have their own liability insurance in place. Entertainer’s Insurance can be purchased from Insure Our Event.
No-shows and deposits are covered by event insurance, as well as expensive hired equipment fees if the relevant additional insurance option is purchased.
Licensing permissions for the sale of alcohol
Whether you can sell alcohol after 11pm will be determined by your alcohol license. In England specifically, alcohol sales can be extended well into New Years Eve and Christmas Eve. Many licences have permissions allowing licensable activities right through from the end of permitted hours – but do check that this doesn’t just cover alcohol if you also want entertainment on the night. Review your licensing permissions to be sure before hosting the event. Take any discrepancies up with your local council.
Security
Keep your event secure by hiring the services of a security firm. Professional and experienced security guards are excellent at monitoring individuals and behaviour. Don’t let your New Years party get out of hand and hire security personnel. Security individuals can also be useful in parking cars and compassionately helping people get home after the event ends.
Security could also include CCTV, which should always be in operation. Stairwells, walkways, entrances, kitchens and reception areas should all be monitored by CCTV. In the event of a claim, CCTV will be valuable in providing evidence for liability, and to prove your due diligence. Insurers will request CCTV footage in the event of a claim, so ensure it’s in operation.
Additional Insurance Required
Club owners need to be careful when running an event that they are still covered by insurance. Events can easily surpass the club’s standard capacity limits, and may require additional insurance. To fully understand if your current insurance policy covers events, contact Club Insure for a confidential review and to talk to an expert.
Events which take place outside on your premises will require additional public liability cover, which can be purchased from Insure Oure Event.
Club Insure partner, Insure Our Event offer the best limits for all kinds of events – parties, festivals, fairs and functions. Follow through their quote form to tailor the events to your needs, and gain an instant price on your event. Cover starts from £25, which can save you thousands if a claim were to be made.