As a ministry event planner, your goal is to have a successful event. One benchmark for event assessment is making sure everyone leaves fulfilled and free of injuries. Ministry events combine people, activities, and places, which creates a certain level of risks. Here are five key areas for safeguarding your event and attendees, whether you are hosting a church social, evangelistic series, school science fair, or conference camporee.
1. Laws and RegulationRegulations can be as simple as whether or not you can discharge fireworks, to as complicated as how many people can occupy your venue at the same time. Knowing what regulation standards apply to your event can provide a safer experience for attendees. Check with your venue or the local fire marshal to learn what laws are applicable and determine how you will plan to meet them.
2. SecurityAs a church open to all people, you may need to be prepared to stop those who wish to harm your event. Steps you can take include:
- Establishing a perimeter around your event and only allowing registered/invited attendees to enter.
- Assigning individuals to observe sections of the event. They will assist participants and report suspicious behavior.
- Should the need for armed security arise, talk to your Account Executive for advice regarding the purchase of adequate liability insurance coverage, and to make sure there is a proper contractual agreement with a professional security service.
"You may need to be prepared to stop those who wish to harm your event."
3. EmergenciesEmergency situations can range from a bee sting to a full evacuation. Be ready to respond to any emergency by assembling your emergency response team, performing a risk assessment of your venue, and developing and practicing emergency action plans before your event.
4. ChildrenIf your event involves children, plan for their safety and supervision. Make it clear in your promotional advertisements if childcare is provided or if parents will supervise their children. If your event provides childcare:
- Have a check-in/check-out procedure for parents/guardians to check children into your care.
- Plan for a minimum of two qualified adults to supervise each activity or group, and follow best supervision ratios for the level of risk involved.
- You may also need consent forms for each of the children participating.
- Plan what you will do if a child goes missing as part of your emergency action plan.
"If your event involves children, plan for their safety and supervision."
5. FoodPotlucks, socials, haystacks, agape feasts, and a good fellowship meal are the staples to many church events. If your event involves food, plan for the safety of the food and your kitchen staff.
- Educate staff on safety standards, protocols, and kitchen equipment.
- Make sure kitchen equipment is in good working order.
- Plan for food to be kept at the proper temperature. Perishable food should not be left unrefrigerated for more than two hours.
Events are one of the ways we fellowship and minister to the world. Cover these five areas to safeguard your next event so everyone can have a fun time.