Event Management

 

Permits - Most venues that you rent will not need extra permits, however some do so ask the locations if any are needed. Depending on what city your event will be in, what the event is, and what you may have at the event will determine what permits you need, if any.

Permits that vendors should take care themselves (always ask ahead of time): Search Lights, Tents, Laser show, some staging setups and Fireworks companies.

If you have questions on permits, call the city in which you will have the event, and they will be glad to assist you.

 

Safety and security - "THINK SMART" When planning an event, always think about safety for others and yourself. When hiring vendors always get a copy of their general liability insurance. Good vendors will tell you up front if they think something is unsafe. Anything that is to be flown overhead needs to be done by a professional.

Security - It's sad, but other schools, students, or passer-bys may cause trouble or may pull a prank, I have seen this happen many times. When renting out a location, always ask about their security. If there is none you may want to hire some security. Most events on school grounds will have police there for the event, ask your school about their security.

Lifts - I need to add this under safety. There are time when lighting companies need to rent personal lifts to do the rigging. At no time should a non-employee of that company be on the lift. It is a safety and liability issue. You may think "hey lets put the DJ on the lift" or "no one's around and we need to hang these stars, lets use the lift". So remind your committee that no one is allowed on the lifts.

Production Meeting - For your larger events, you may want to have a full production meeting with all of the vendors. Have this meeting after all the walk throughs are done. Have the meeting at the location if you can, most hotels and resorts will like to meet the vendors and sit in on the meeting. This will give you the last chance to organize your event and make the time lines, as well as have the vendors talk to each other.