Event Planning Checklist

If selling raffle tickets in advance or separately from an event, register as a small society lottery with your local council. Incidental raffles at events (tickets sold and drawn at the same event) don’t need one.

Required if selling or providing alcohol. Apply to your local council at least 10 working days before the event — 28 days is recommended to allow time for objections.

Playing recorded or live music publicly usually requires a licence. Schools and many community venues already have one — check before buying another.

Needed if collecting donations in a public place (high street, outside shops, etc.). Apply to your local council well in advance.

Essential for any event open to the public. Check if your school or venue’s existing policy covers your event before taking out a new one.

Required by law if you have any paid staff. Not usually needed for volunteers only, but check your policy wording.

Optional but worth considering for larger events with significant upfront costs like venue hire, entertainment, or catering deposits.

At least one person handling food should hold a Level 2 Food Hygiene certificate. Free online courses are available and take around 2 hours.

You must display allergen information for all food sold or given away. List the 14 major allergens for each item. Printed tent cards or labels work well.

If selling food to the public, even occasionally, you should register as a food business at least 28 days before the event. It’s free.

Keep cold food below 8°C and hot food above 63°C. Bring coolboxes, ice packs, and a food thermometer.

Helpers working directly with children in unsupervised roles need an enhanced DBS check. Your school’s DBS coordinator can advise on who needs one.

Have your organisation’s safeguarding policy available on the day and brief key volunteers on its contents.

Name a specific person as the safeguarding contact for the event. Make sure all volunteers know who they are and how to reach them.

Get consent before photographing or filming attendees, especially children. Consider a visible wristband system for those who’ve opted out.

Write a simple risk assessment covering your venue, activities, and weather. Your school or local council may have a template you can use.

Have a stocked first aid kit and at least one trained first aider on site. For larger events (200+ people), consider booking St John Ambulance.

Know the venue’s fire exits and evacuation procedure. Brief all volunteers before the event opens.

Any electrical equipment brought in (PA systems, fairy lights, bouncy castle blowers, etc.) should be PAT tested. Check with your venue’s requirements.

Prepare a cash float for each stall or collection point. £20–£30 in mixed coins and notes is typical for a school fair.

Decide in advance who will count and bank the takings. Two people should always count together for transparency.

If accepting donations (not sales), have Gift Aid declaration forms ready for UK taxpayers. Worth an extra 25p per £1 donated.

Get your treasurer or finance officer to approve the budget before committing to any spending.

Remember to include this event’s income and expenditure in your charity’s annual return to the Charity Commission.

Send the final rota to all helpers with arrival times, roles, and a contact number for the organiser.

Put up clear signs for parking, toilets, stalls, first aid, and exits. Don’t forget directional signs from the road or entrance.

Test any PA system, speakers, or microphones before doors open. Make sure announcements can be heard from all areas.

Have a clear plan: designated meeting point, named responsible adult, and PA announcement protocol. Brief all volunteers.

Assign specific people to pack-down tasks before the event starts. Don’t leave it to whoever happens to still be around.

Have a backup plan for rain: gazebos, an indoor fallback venue, or an agreed postponement date.

Check the site for uneven ground, trip hazards, and access for pushchairs and wheelchairs. Consider matting for muddy areas.

If using a generator, keep it fenced off from the public, use an RCD (residual current device), and have a fire extinguisher nearby.

For outdoor events over 2 hours with 100+ people, consider hiring portable toilets. Check accessibility requirements too.

Check the venue’s maximum capacity and don’t exceed it. Use a clicker counter at the door if needed.

Confirm all fire exits are unlocked and unobstructed before the event. Brief volunteers on exit locations.

Keep music at a reasonable level, especially with children present. Check the venue’s noise policy and any time restrictions.

Apply at least 10 working days before (28 recommended). A TEN covers a maximum of 499 people and 168 hours duration.

Keep a written log of fridge and hot-hold temperatures throughout the event. Simple paper logs are fine.

Confirm your DJ or entertainer has their own public liability insurance. Ask for a copy of their certificate.

Know the venue’s noise policy and have a plan if neighbours complain. Agree a cut-off time for loud music.

Collect signed consent and medical information forms before the event, especially for activities involving children.

If using public roads or paths, do a separate route risk assessment and arrange marshals at key points.