Be well prepared: how to organise your event and manage responsibilities

A successful event starts with clear agreements. Who does what? What do you need to arrange? And how do you make sure everything runs smoothly on the day itself? In this article, we guide you through organising your event properly, assigning responsibilities, and managing risks smartly.

1. Clear roles and responsibilities: who does what?

Organising an event is teamwork. Especially for larger events, it's essential that every task has a clear owner. Think of roles like production, technical management, safety, communication, hospitality, permits, and more.

Make sure these roles and tasks are documented in an event plan, and that everyone knows what's expected of them. And don't just assign tasks, but also determine who has final responsibility when decisions need to be made. That prevents confusion and delays in the run-up to the event and on the day itself. A clear division of responsibilities within your event team helps prevent surprises or duplicated work.

2. Make clear agreements with suppliers and partners

No event comes together on its own. You work with suppliers, partners and other parties – so it's important to set clear expectations. Who delivers what? What happens if someone fails to meet their commitments? And who is liable for any damages?

Make sure contracts are in place and check the suppliers' terms and conditions carefully. Also, agree on who is responsible for arranging insurance (you, your client, or the supplier). This is especially important when it comes to rented materials – like sound systems, tents or staging. It’s easy to assume the supplier has everything covered, but in practice, that’s rarely the case. Make sure you know exactly what needs to be insured, and for what value. Discuss this well in advance to avoid unpleasant surprises. No Risk is happy to advise you on this.

3. Safety measures: prevent risks

Safety starts with preparation. Make sure you've arranged first aid, security, clear evacuation routes and accessible emergency exits. A safety plan outlines what you will do if something goes wrong – from minor incidents to serious emergencies.

For larger events, a safety plan is mandatory – both for your permit and for obtaining liability coverage. So it's important to plan ahead and have everything properly in place.

4. Checklist: what to organise

Use this checklist to stay on top of your event preparation:

• Roles and responsibilities: who is responsible for what?
• Suppliers: what has been agreed, what is in the contracts?
• Insurance: who arranges what, what cover is needed?
• Safety: is a safety plan required, and does it meet all requirements?
• Communication: has everyone – from your team to your suppliers – been properly briefed?

5. Event insurance: arrange it properly

The better you organise things in advance, the smaller the chance of problems. But even with a top team and clear agreements, unexpected things can still happen. That's why having proper event insurance just makes sense.

At No Risk, you choose the cover that fits your event: from liability to weather or equipment insurance. Taking out insurance is quick, easy, and fully transparent. You can calculate your premium online, select the cover you need, and usually receive your policy within a day.

We’ll help you understand the risks and make sure you’re properly covered – so you can focus on delivering a successful event.