Guidance for Event Organisers
Here you will find downloads and links which may help you with your event, either in preparation for the event day, for the event itself or for post-event follow up and analysis.
- Organiser checklist
- Access to Events guidance
- Risk Assessments
- Visitor Feedback Forms
- Guidance to Taking photos at events
- Volunteer Management: Support Resource for People Managing Volunteers
- Community Action Toolkit
Event Organiser Checklist
This checklist provides you with an outline of things you should consider in the months, weeks and days running up to your event, to help you prepare and enjoy a nice smoothly run event on the day!
Further guidance and downloadable forms, mentioned in the checklist, can be found below, on the Marketing Essentials page and on the feedback page.
Access to events guidance
To help you ensure that your event is as accessible as possible for everyone, we have pulled together some access tips for you:
Risk Assessments
Risk assessment is about looking for problems, hazards and risks that might occur during your event. Essentially you need to spot the problems, estimate how dangerous they are and decide what you will do to make them safer.
We have produced a proforma for you to print off and fill in. Remember you are trying to identify potential problems, hazards and risks and make them safer for everyone involved.
Visitor Feedback Forms
Download and copy the following form as many times as you need to, to get feedback from your visitors on your event day(s). This will help you understand what worked well and what could be improved and will help you make plans for next year’s event!
Taking photos at events
Photographs are a great way of recording the success of your event. Whether you are taking photos of your event for internal use or press and publicity use, there are things you should consider, such as getting permission to use images with children in them. Please do send us your images so that we can use them in publicity for the Festival next year and help to show everyone what the Festival is all about! Here are some useful tools to ensure you follow the correct procedures:
Please use a photographic permission form, to gain parental/guardian consent for use of the image(s) of children by your organisation and by the CBA, in print and on our websites. Please keep the form as a record. If you have any questions about this, please do not hesitate to contact the CBA.
An easy way of letting people know that someone will be taking photographs at your event is to download the Photography at event notice, fill in the appropriate details and place the notice in a visible location at the entrance to your event.
The Council for British Archaeology (CBA) and Young Archaeologists’ Club (YAC) are always looking for new images for use in promotional materials such as Festival posters, booklets and the website. We greatly appreciate receiving photos of Festival events from Festival event organisers and it is great to see the variety of events taking place across the country!
Note: By sending images of your Festival of British Archaeology event(s) to the CBA, you are consenting to their use in CBA and Festival printed material and on the website for use in the promotion of the Festival of British Archaeology. Responsibility for obtaining permission to use images of children lies with the event organiser, and by sending the CBA images of children, the event organiser is consenting to the use of these images by the CBA and its Young Archaeologists’ Club and thereby confirming that the necessary permission for use of the images has been gained. Photos used in CBA and Festival promotional material will be duly acknowledged and the necessary copyrights quoted.
Volunteer Management: Support Resource for People Managing Volunteers
Volunteering England’s new Volunteer Management Portal acts as a gateway to the world of volunteer management with links to over a thousand resources across England.
This means that - for the first time - information on support, training and development opportunities for people managing volunteers is available to view in one single place.
If you work with volunteers, or know someone who does, this invaluable new resource will help you locate a wide variety of training providers and consultants, support and development opportunities.
Visit the portal at http://www.volunteering.org.uk/vmportal
Community Action Toolkit
Use this toolkit from The Young Foundation to find out what people want from the Big Society: what makes people want to get involved in local action? What stops them from taking part. How to devolve power and money to communities. How communities can work effectively with local authorities and public agencies. And, what makes people feel like they belong in a place.
