Purpose

This policy outlines the procedures and guidelines for planning, organising, executing and evaluating events managed by Asian Trails. The objective is to ensure that all events are conducted efficiently, within budget and in compliance with legal, safety, and organisational standards.

1. Scope

This policy applies to all events organised or sponsored by Asian Trails, including but not limited to conferences, workshops, seminars, fundraising events, corporate meetings and social gatherings. It covers all stages of event management, including planning, execution and post-event evaluation.

2. Event planning

2.1. Venue selection

• Venue selection should be based on the size of the event, accessibility and the target audience’s preferences.
• Safety protocols (including fire safety, accessibility for persons with disabilities and crowd control) must be verified before confirming any venue.

2.2. Event timeline

• A detailed timeline for the event, including key milestones, must be prepared and shared with all stakeholders.
• The event planning team should hold regular check-ins to ensure all tasks are on schedule.

3. Vendor management

3.1. Selection

• All vendors (e.g., caterers, decorators, audio-visual service providers) must be selected based on their credentials, references and competitive pricing within the budget approved by the client.
• A minimum of three quotes must be obtained for any major vendor-related service.

3.2. Contract management

• All vendor contracts must be reviewed and approved by the legal team before signing.
• Contracts should outline the terms of service, payment schedules, deliverables, cancellation policies and liability clauses.

4. Health and safety

4.1. Risk assessment

• A risk assessment must be conducted before any event to identify potential hazards.
• A risk management plan must be developed to mitigate identified risks, including emergency response procedures.

4.2. Emergency preparedness

• All event staff must be briefed on emergency procedures, including evacuation routes and contact details for emergency services.
• First-aid facilities must be available at all events and qualified personnel must be on-site during the event.

5. Event execution

5.1. Staffing

• A dedicated event team, including a coordinator, logistics manager and on-site staff, must be appointed for each event.
• Volunteers or temporary staff must be briefed on their roles and responsibilities prior to the event.

5.2. On-site management

• An event checklist should be created to ensure all tasks are completed on the day of the event, including registration, guest seating and equipment setup.
• A designated point of contact must be available at all times during the event to address any issues that may arise.

6. Post-event evaluation

6.1. Feedback

• Post-event surveys should be sent to attendees, vendors and staff to gather feedback on the event’s success and areas for improvement.
• Feedback should be reviewed and used to improve future events.

6.2. Financial reporting

• A final financial report must be submitted within 10 days of the event, detailing actual expenses versus the budget.
• Any surplus or deficit should be accounted for and reported to the Finance Department.

6.3. Debrief

• A post-event debrief with the event team should be conducted to evaluate what worked well and what could be improved in future events.
• Lessons learned should be documented and shared with relevant departments.

7. Compliance and legal considerations

7.1. Permits and licenses

• All necessary permits and licenses (e.g., alcohol permits, noise permits) must be obtained before the event.
• It is the responsibility of the event planner to ensure that the event complies with all local, federal/regional and state regulations.

7.2. Insurance

To supplement Asian Trails’ own indemnity insurance, it is recommended that clients procure appropriate independent insurance policies, including liability insurance, to protect against accidents, injuries or damage to property.

8. Sustainability practices

• Event planners are encouraged to incorporate sustainable practices, such as minimising waste, using eco-friendly materials and reducing energy consumption.
• Efforts should be made to partner with vendors who prioritise sustainability.

9. Policy review

This Event Management Policy will be reviewed annually to ensure it remains relevant and effective. Any changes must be approved by senior management.