Safety of attendees should top your list when organizing a party.
Health & Safety - Training of event planners
Training is always at the forefront and needs to be completed before the party starts. Responsibilites and task need to be communicated to the whole team including the volunteers. If possible, go through a mock emergency drill to ensure staff knows what to do. Provide staff and volunteers with emergency contact numbers (and a phone) to keep with them during the event.
Drinking and driving is the biggest issue when it comes to irresponsible drinking, and the statistics show it all. In Europe alone, there are 10’000 victims a year that succumb to drinking and driving accidents (European Commission). You will find more useful info into ways to minimize (and hopefully eradicate) alcohol related car accidents.
Choose a venue that fits your party size and know your maximum capacity.
Check all exits and ensure they are all clearly marked; staff should also be trained and aware of evacuating procedures. Hang signs and have DJ make announcement at the beginning of the party.
If alcohol is served, be sure you know the relevant licenses and permits necessary to do so in your area:
- Selling of alcohol
The selling and distribution of alcohol requires a legal and valid license. contact your local authorities to find out more. Without this permit you risk legal consequences.
- Free drinking water
In many countries it is a requirement to serve free drinking water when alcohol is served.
- Local restriction on advertisement
Check local restrictions on advertisement and sponsorships of student parties (alcohol, transportation, etc).
- Notification to authorities / Payment to authorities
Some countries require that student associations demand public authorization from the police, municipality or other governmental organization before organizing a party. Often there is a limit to the number of events that can be organized by a student association per year.
Ensure you are insured in case of damage to facilities or harm to individuals.
Decibels are limited. You should check the legal requirements regarding noise in the neighbourhood. Check if the DJ is licensed to play the music. Make sure music is lowered or ends at a reasonable time.
- Road Safety
As the organizer or bartender you can be held liable for allowing an intoxicated person driving drunk. Do not let a drunk behind the wheel! Call alternate transportation. Provide food, water…. have him wait.