Unit 18 M1 Legal requirements | Briefly explain the legal requirements that an event organiser has to take into account. Include at least one Act of Parliament for each section and show how the Act affects event planning. | Explain why it is so important to get these aspects of the event right and the consequences of getting it wrong. | Outline a specific example of one aspect of this requirement that might be important when running an event | Health & Safety | The health and safety is a legal requirement which is extremely important for the event organiser in order to make sure that all attendees are within safe environment during the event. There should be first aid kit available in case someone gets injured so the general medical health can be provided. The Health and Safety Act is the primary piece of legislation covering work-related health and safety in the UK. The event organiser has to take this into account and make sure that everyone who is involved in any of the event activities is also following health and safety regulations. The Health and Safety Act affects event planning as it requires extra time for the event organiser to make sure that everything is covered and the event attendees are completely safe. | It is important to get health and safety requirements right because it will show how much the event organiser really cares about health and safety of the guests and employees. Taking into account this legal requirement will reduce chance of accidents during the event. As long as the event organiser plans everything carefully there are less risks of someone getting injured or accidently injuring someone else. There are things that might happen due to not following health and safety regulations, for example if the cables of some equipment or machinery are left unprotected children might start playing with them and that would cause danger to their health or even life. In that case event organiser will be responsible for what happen and the attendees can take legal actions that would have a negative impact on the event organiser’s reputation. | The example of this aspect that is important when running the event is printing out copies of health and safety guide and hand it out to guests at the entry of the event. It will be very useful as it will help to reduce the stress levels of the people in case something happens during the event. Also it will allow people to be aware of any dangers that can happen if not following the general health and safety rules. The health and safety guide can include information about how to find fire exits as well as where fire extinguishers are and where first aid kit is available. It is important because in the event of fire people will know how to evacuate safely. | Contracts | Most of the business events are usually covered by a contractual agreement. The event organiser needs to set up the different contracts with different people such as vendors who will supply with food and drinks, and people who will help to book the venue for the event. The event organiser needs to make sure that co-signers follow the obligations that were set out in the mutual contract, because if not the event organiser has a right to take legal actions against them, for not following obligations of the contract. If the event organiser is in partnership with anyone, the partnership contract should also be signed by both parties. | It is important to get this aspect right as it means that everything is ready and planned for the event before it actually starts. It is also important because contracts are clearly showing the responsibilities of both parties, for example event organiser and vendor who will be supplying with food. It is very important to get contracts right as it will enable the event organiser to know exactly when food and decorations for the event arriving. It is important to get all contracts ready before the event starts to keep up within schedule. Not getting this right might result in the event being unsuccessful, for example if the event organiser cannot get vendors to sign the contract till the very last date it means that there is a risk of being left with no food during the event. | The example of this aspect that might be important during the event is that it will help the event organiser with financing, and will make it easier for him to check if he is overspending or if there is some money left that can be spend on improving the event. Budgeting is very important while running the event because most of the event organisers do not budget the money and usually overspend. Contracts will allow the event organiser to see exactly how much money he is spending on different activities. | Insurance | The insurance is legally required for the event. The Public Liability Insurance is required when hiring the venue; it covers accidental injuries or damage to the venue. The event organiser needs to take this into account as if anyone is injured or if there is any damage to the venue during the event, he will be responsible and will need to pay out of his own money, if someone will be claiming against. If there is Public Liability Insurance in place then the event organiser do not have to worry as much, because if something goes wrong, the insurance company will have to deal with it. It will affect the event planning as the event organiser will need to make sure that there are no activities within the event that would cause any injuries to anyone and also it will consume time as everything will need to be planned carefully to avoid any unpleasant surprises. | It is very important to get this aspect right because it means that everyone within the event including guests and employees are protected against any eventualities. Public Liability Insurance is important as it protects everyone during the event as well as covers the damage to the venue. Not getting this right would have a very bad impact on the event itself and its reputation, for example if there is no insurance and someone is injured during the event the event organiser will need to take responsibility and if he does not, it might not look nice from the guests’ point of view because every event should have a Public Liability Insurance which protects attendees of the event from any accidents. | The example of this aspect that might be important when running the event is if someone is injured during the event then they will be able to claim for the compensation and the insurance company will have to pay for the health care costs and any other costs related to that accident. | Age requirements | It is very important that the event follows age requirements. If there is an alcohol sold at the event, the event organiser needs to make sure that no one who is under 18 buys it. Young adults should be asked to show their ID as a proof of their age, and only if they are 18 or over, they can be allowed to buy alcohol as it is legal in the UK to buy alcohol and tobacco products to people who are 18 or over. Also the event organiser has to take this into account and make sure that there is no child labour and that they are not hiring anyone who is under 18. This will affect the event planning as it will require the event organiser to carefully go through all the procedures in order to make sure that they running the event legally. | To get this aspect right is important because it will ensure that young adults aged under 18 are not allowed to buy alcohol and tobacco products within the event. The event organiser needs to follow this law, otherwise he can be found guilty and be taken to court of selling alcohol or tobacco products to young people who are under 18. This is also important because it will give parents security, so they will not have to worry that their teenage children will be able to buy alcohol or tobacco product within the event. Not getting this aspect right might result in the event organiser being fined and that would also affect his reputation because of breaking the law. | The example of this aspect that might be important when running the event is clearly showing the signs stating that it is illegal to sell alcohol to anyone under the age of 18. This might reduce the number of young people who are under 18 of attempting to buy alcohol. This will let parents during the event know that their children are safe. | Consumer protection | It is a legal requirement that the event organiser needs to take into account. The Consumer Protection Act 1987 ensures that products are safe for the consumers to use by imposing safety requirements on consumer products. Food Safety Act 1990 will ensure that all food products provided during the event are safe for the consumers to eat. Also the event organiser will need to take reasonable safety measures in manufacturing, transportation, storage, preparation and sale of food products. This will affect the event planning as the event organiser will need to take time of ensuring that all food that is going to be used during the event is appropriate and safe for the consumers as well as checking if any of the food contains anything that some people might be allergic to. | It is important to get this aspect right because it means that consumers are protected against sellers using products that are not fit for purpose or seller taking an advantage of consumer’s lack of information. Also it means that consumers are protected from unfair financial agreements and unethical competition. Not getting this aspect right and not following Consumer Protection Act might result in the loss of the customers as the business will be losing the trust of the customers. | The example of this aspect that might be important when running the event is using reasonable prices to sell products without using any influence that would make customers buy specific products. If selling food, there should be clearly shown labels, so the consumer is able to read the label and make his own judgements. | Organisational requirements | Briefly explain the organisational requirements that an event organiser might need to take into account. | Explain why it is so important to get these aspects of the event right and the consequences of getting it wrong. | Outline a specific example of one aspect of this requirement that might be important when running an event | Procedures | Following all procedures is one of the organisational requirements. The event organiser needs to take this into account in order to make sure that the event runs smoothly, legally and according to its plan. The procedures of the event might include: health and safety, contracts, insurance etc. Procedures will depend on the size and type of the even as well as who will be involved in the event. | It is very important to get this aspect right as it will enable everyone who is involved in the event to know what to do in certain situations. It is also important because in the event of accident employees and guests will know the right procedures they need to follow. Not getting this right might result in people being in stress if something happens during the event as they will not know what to do. | An example of this aspect that might be important when running the event is showing the short video to attendees at the beginning of the event clearly showing how to evacuate safely in the event of fire or if there is an emergency, who they should report it to. | Documents | To get all the documents right is the organisational requirement for the event organiser. The informational leaflets can be sent to the even guests to make them aware of the venue, date, address of the even, transportation, entry fees. This will enable guests to start getting ready for the event or plan the transportation they are going to be using to arrive for the event. Another important document to be used during the event is agenda. Good preparation and use of agenda will assist event to run efficiently, to time and can assist in keeping guests informed and engaged. | To get this aspect right is important as it will help the event run smoothly. It is also important to let guests know about the event by sending them informational leaflets by post so they know the location of the event and how to get there. Giving the health and safety guide to guests would help them know what to do if something happens during the event, and who they need to report to if there is an emergency. Not getting this right might result in guests being not satisfied with the service provided during the event. | The example of this aspect that might be important when running the event is handing out evaluation forms to the guests, so that would enable the event organiser to decide the how successful the event was. It might also help the event organiser to determine what guests mostly liked within the event or if they did not like something. | Supplier contracts and agreements | Supplier contracts and agreements are the organisational requirements that clearly state responsibilities of both parties, and make the whole process easier for the event organiser. The agreement has to be signed by both parties in order to agree with terms and conditions of the contract. For example on the supplier contract, there should be a description of the products that are supplied and quantity of them. The price of each product should be included as well as the date of when the products will be delivered by supplier. | To get this aspect right is very important because it means that both parties know their duties and responsibilities. Having the supplier contract and agreement is an important thing to the event organiser, as if the supplier is not following the process that he agreed with, then legal actions can be taken against him by the event organiser and the evidence of the contract will be available. Not getting this right will result of the event organiser being powerless to take any actions against supplier as he will not have any evidence to show. | The example of this aspect that might be important when running the event is making sure that supplier contracts and agreements are signed by the supplier, so if any goods delivered are faulty or damaged, the event organiser will be able to claim a refund or exchange of faulty or damaged goods that were delivered to him. The event organiser can also be able to claim a refund if the goods are arriving late for the event. | Risk assessments | The risk assessment is the organisational requirement that the event organiser needs to take into account in order to make sure that all the hazards are identified. The event organiser also needs to assess risks to different groups. There are different hazards depending on the type and size of the event, but with no exemption the event organiser has to carry out the risk assessment before any event as a part of the event planning. The risk assessment might include anything that would cause harm to people. | It is extremely important to get this aspect right because it means that the event organiser identified and assessed all possible hazards and risks that would cause danger to people or the property. It is important as it will mean that there is less chance of something going wrong. Not getting this right might cause a serious danger not only to the guests but everyone who is involved in the event including employees, partners or the event organiser himself. | The example of this aspect that might be important when running the event is checking all the equipment that is going to be used during the event, including computers, projectors and smart boards if they are safe to use during the event. Also making sure that cables of the equipment is not left unprotected because it might cause danger to children. | Special requirements | Special requirements are the organisational requirements that the event organiser needs to take into account in order to make sure that guests are fully satisfied and provided with everything they need to feel comfortable. Special requirements might include disabled access to the event, disabled parking and toilets, different type of food for example vegetarian or vegan food. If there are food products that contain allergens such as soya or nuts, the event organiser needs to make sure that there are food labels provided so people will allergies will be aware of what food they can eat, and what they should avoid eating. | To get this aspect right is very important because it will make guests feel welcomed and they will feel that their needs are fulfilled. Providing disabled access such as lifts will make it easier for disabled people to enjoy the event as they will feel looked after and that they are as much important as anyone else attending the event. Not getting this right might result in difficulty of accessing the event for disabled people, for example if there is no lift, disabled people will not be able to get upstairs which would make them feel left behind and unsatisfied. | The example of this aspect that might be important when running the event is labelling food with showing clear signs ‘contains nuts’ or ‘contains soya’ so people who are allergic to it will be able to choose what they can eat and what they cannot. |

Conclusion:
In this assignment I have identified the legal and organisational requirements that need to be taken into account in order to run the event successfully. I have also explained how those requirements affect the event planning as well as why they are important and what are consequences of getting them wrong. I also gave an example for each legal and organisational requirement.

Sources: http://www.events-insurance.co.uk/ http://www.hse.gov.uk/legislation/hswa.htm
http://www.hse.gov.uk/event-safety/managing-an-event.htm