the-BA : Event Organisation

Event organisation is an integral part to Branch activity and whether you are trying to organise a lecture, hands-on activities or guided walk, a lot of the same principles are involved in each.

See below for a range of materials and resources which might help you with your organisation.

The guide below was created for National Science and Engineering Week events but can be applied in any situation.

Guide to running events (PDF 55K)

Evaluation

Evaluation is extremely important to maintain and improve event programmes and also helps the BA show the impact of branch events across the country.

We now have an online evaluation form for the organisers of branch events to fill in, to let us know how the event went from your perspective and how we can do more to help.

We would also like feedback from the attendees of branch events. You can either use you own evaluation form or the one provided below:

Event evaluation form (PDF 137K)

If you are unable to get feedback from all event attendees, try to sample at least 10% of the crowd. After noting the contact details given, post the forms to your Regional Officer.

Risk Assessments

Branches supervising activities for both young people and adults should be alert to possible hazards and ensure that safety precautions are taken.

Branches should complete a basic risk assessment before any of their events.

Basic Risk Analysis (Word 41K)

Insurance

Events organised in the name of the BA are covered by the Association’s Public Liability Insurance.

Public Liability Certification - Part 1 (Jpg 406kb)

Public Liability Certification - Part 2 (Jpg 1745kb)

Valid from 16th July 2008 to 15th July 2009

There may be occasions for which it is wise to consider taking out other special event coverage. For example, where the failure of an event due to adverse weather conditions would leave the Branch liable for substantial costs which it could not recoup. Such situations should be discussed with your Regional Officer and/or the Manager of Regional Programmes at an early stage in the planning of the event, so that professional advice from the BA’s insurance brokers can be sought.

Working with young people and CRB checks

In running any activities for young people, it is important to involve parents and/or teachers and to bear in mind the needs of the Child Protection legislation. The BA is committed to a safe-guarding culture, and expects staff and volunteers to maintain high standards and to report any concerns over inappropriate behaviour.

Adult volunteers should never be in a situation where they are alone with a young person or small group of young people without other adults present, unless they have been formally police-checked through the Criminal Records Bureau.

From Autumn 2009, there will also be additional legislation in place covering all volunteers working with either children, young people or vulnerable adults. For more information on CRB and other checks for branch members, please contact the Manager of Regional Programmes by emailing here.

In addition we ask branch members working with young people to abide by the BA's code of conduct for child protection. This is to ensure that all BA employees and volunteers are aware of the importance of child protection in their activities and are aware of the steps they must take in order to secure this.

BA Code of Conduct (Word 48K)

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