This series of three ‘Breathing Space’ sessions, hosted by WiCR South, offered expert advice and guidance for Community Rail groups when staging ‘in person’ or hybrid events.
Session One
Presented by Edna from Abbey Line CRP and Karen from Community Rail Lancashire.
Risk Assessment and Method Statement
Edna’s presentation gave us clear and detailed information on:
What is a Risk Assessment?
When and why is one required?
What measures are taken to minimise/control the risk?
Who is responsible for ensuring any actions are carried out?
The example Edna used was of an event on railway property (a train!) requiring specific risk control measures, but the format could easily be adapted to cover events in other locations.
Method Statement
Using the same example, Edna described how every aspect of the event (from set-up to clear-up) was considered in advance, any possible problems anticipated, and solutions agreed and put in place.
Possible scenarios were as diverse as:
A need to monitor the queue for the face painter, Re-uniting lost children or vulnerable adults with a parent or guardian, managing consent for the use of photos or video taken during the event.
All these, and many more, had a designated procedure, with named people appointed to make sure they were followed
Karen, as part of her role as Community Rail Education Development Officer, works with groups of children in ‘off-site visits’ (i.e. not on school premises).
Unlike Edna’s event, these are not classed as Public Engagement events, and the Risk Assessment is provided by the school.
The accompanying teachers/helpers assume full responsibility for the well-being and safety of the children, who are always supervised.
An essential part of their Risk Assessment would be to state the child/ adult ratio, as well as approximate timings from leaving to arriving back at school, and details of any potential hazards while on the visit.
In both examples the message coming through loud and clear is:
Plan and Prepare!
Session Two
Presented by Sally Ralston, Merseyrail Community Involvement Manager
Event Management
As we heard from Edna and Karen in the previous session, Sally describes how meticulously detailed planning and micro-management are key.
Before the event:
Consider all the ‘what-ifs’ and put contingency plans in place.
Work out an individual action plan specific to the event and draw up a timeline showing how long the planning stage will take.
Keep TOC’s fully informed of all aspects of the event and seek any necessary permissions regarding Rail Safety.
Some suggestions from Sally based on her many years of organising and managing events:
Budget.
Build up relationships and work closely with venues, hotels, hospitality, and catering companies, and agree on quotes.
Spreadsheet
Get everything down on paper. That way everyone involved can see what needs to be done, and tasks can be allocated (or re-allocated if necessary!) Publicity This is vital to the success of any event.
Managing/Minimising Risk
Appoint a Safety Team and do all relevant Risk Assessments
During the event
Be flexible! You might at any stage have to re-plan or re-evaluate.
After the event
Thank all stakeholders, individuals and organisations involved in the event for their support.
And above all…Enjoy it!
Session Three
Presented by Luke Bodin, Director of baevents
Hybrid Events
In our final session of this series we learned about this new but increasingly popular way of hosting events.
A hybrid event has two audiences: one ‘in person’ at a venue, and the other joining online. It’s important to make the online experience like the live experience, so that all attendees can interact with each other and with the host.
Some of the many benefits are:
Greater accessibility, as a wider audience can be reached.
Opportunities for building relationships for people who may otherwise be unlikely to meet.
It’s ‘planet-friendly, as travel is not involved for the online group, and a smaller venue needs less heating, lighting etc.
A smaller venue is also less expensive to hire, and savings are made on hospitality and catering costs.
The venue
It’s essential to ensure a high speed wired connection is available so the online audience can fully participate in the event, and this must be negotiated when booking the venue, as it might incur an extra charge.
Costs can be very variable, and it’s worth checking out less obvious types of meeting room. Some churches, for example, have excellent facilities and tech capacity, and may charge less than a commercial organisation.
Registration
Be very clear who is in which group.
Have a reserve list after all the places are filled, as people can change their mind about attending.
Confirm nearer the time who still intends to come.
Delivering the event
Don’t forget the online audience!
Take questions from them and enable them to speak to the other participants.
Constantly monitor the Chat function.
And for smaller group meetings, maybe a Zoom Room or a Meeting Owl might be the best and most cost-effective solution.
