The Advice I Wish I Had For My Events Policy

Why is a good policy important for any event - virtual or in-person?

19 Apr 2024
Written By Michelle

When I was first starting out on my events journey, I thought running an event was as easy as securing a venue, sending out invitations and then holding back the hordes. Boy was I wrong!

It's only when I got a bit more experience that I realised the importance of things like an events policy for attendees. Not the most exciting thing, but definitely important.

Why do we need an events policy?

Whilst not a legally binding document, an events policy outlines the guidelines, procedures and expectations for your attendees. Think of it as a blueprint for your event - guiding you through every step of the planning and execution process. It's the document that ensures everyone involved, from organisers to attendees understands their roles and responsibilities, setting clear expectations for behaviour, safety and professionalism.

What format does it need to be in?

Have you ever perused a textual composition, only to discern its lexical constituents as mere linguistic constructs devoid of semantic comprehension?

Don't do this! Use plain language so that the reader easily understands what they're reading.

What should it contain?

Events - like us - come in all shapes and sizes, each with its own quirks and details. So there's no single policy that can cover every possible scenario, but here's a list of common topics that a policy could cover:

• Event Purpose and Objectives
• Roles and Responsibilities of Organisers and Participants
• Event Budgeting and Financial Management
• Venue Selection, Booking, and Setup
• Health and Safety Protocols
• Accessibility and Inclusivity Guidelines
• Marketing and Promotion Strategies
• Registration and Ticketing Procedures
• Program Schedule and Agenda
• Code of Conduct and Behavioural Expectations
• Emergency Response and Crisis Management Plans
• Risk Assessment and Mitigation Strategies
• Vendor and Supplier Management
• Data Protection and Privacy Policies
• Post-Event Evaluation and Feedback Processes

What was my last events policy?

My last event policy was as follows.

Disclaimer: The events policy provided here is for reference purposes only and is not intended to be reuse.

1. Registration and Attendance

• Registration Process: All attendees must register for the event through the designated registration platform.
• Registration Deadline: Registrants must adhere to the registration deadline specified by the event organisers to secure their attendance.
• Attendance Confirmation: Upon successful registration, attendees will receive a confirmation email with event details, including date, time, location, agenda and any additional instructions.

2. Code of Conduct

• Respectful Behaviour: Attendees are expected to treat others with respect, courtesy and professionalism at all times.
• Non-Discrimination: Discrimination, harassment, or any form of misconduct based on race, gender, ethnicity, religion, sexual orientation or disability will not be tolerated.
• Compliance: Attendees must adhere to all event policies, rules and regulations, as well as applicable laws and organisational standards.

3. Event Participation

• Active Engagement: Attendees are encouraged to actively participate in event activities, sessions and discussions.
• Prompt Arrival: Attendees should arrive at the event venue on time to maximise participation and minimise disruption.
• Respect for Presenters: Attendees should show respect for presenters, speakers and panelists by listening attentively and refraining from disruptive behaviour.

4. Health and Safety

• Personal Safety: Attendees are responsible for their own personal safety and well-being during the event.

• COVID-19 Protocols: Attendees must adhere to any COVID-19 safety protocols mandated by event organisers, including mask-wearing, social distancing and hygiene practices.

• 5. Photography and Recording

• Consent: Photography, recording or live streaming of event sessions may occur. Attendees consent to their likeness being captured and used for event-related purposes, unless otherwise indicated.

• Respect for Privacy: Attendees should respect the privacy and rights of other participants when taking photographs or recordings.

6. Feedback and Evaluation

• Feedback: Attendees are encouraged to provide feedback on their event experience, including session content, speakers, organisation and facilities, to help improve future events.
• Evaluation Surveys: Event organisers may distribute evaluation surveys to gather feedback from attendees for continuous improvement.

7. Policy Compliance

Failure to comply with this events policy may result in certain actions, including but not limited to being asked to leave the event, restriction of future event participation, or legal consequences.