An event organiser also has the role of preparing and distributing supporting documents, most events require some form of hard or soft copy that can be distributed. A soft copy is a version of a document, such as a PDF that can be emailed or uploaded to a website. Promotional items can be used because they include advertising to raise awareness. Another method of providing documents which has become increasingly popular to distribute information about events is through email and social networking.

Examples of main documents needed for an event include the background to the event which can also sometimes be found in a program of an event, the schedule, event papers, information about travel arrangements, information about the accommodation and information about additional arrangements if required for the event. This is important in preparing the attendees for the event by introducing the basic information required to know about the event, the information gives the attendees preparations on what the event is about and knowledge on what the event includes.

The organisational procedures, an organiser of an event needs to know who must give authority for any event and the forms that will need to be completed. The events organiser needs to follow the organisational procedures or could face serious consequences if something went wrong. The consumer protection acts is to [2] ensure the liability of persons for damage caused by defective products.

If a person at the event was affected by any of the equipment like for example received an injury the organisation would need to take responsibility of the damages, that’s why it is important for the event to have a supply of appropriate facilities within the premises to ensure the safety of others. A number of legal requirements need to be considered when organising an event, for example contracts, these set out the prices for individual elements for the event such as the venue, catering or insurance. [3] The Supply of Goods and Services Act 1982 (SGS) aims to protect consumers against the poor provision of services.

The act covers contracts for work and materials, as well as contracts for services. The Supply of Goods and Services legislation contains statutory rights, these are that the supplier will carry out the service with reasonable care and skill, the work will be carried out in reasonable time (unless timeframe has been specifically agreed) and that the work will be carried out at reasonable cost (unless cost has been specifically agreed). Having contracts and agreements ensures that organisations get a legal document stating the expectations of both parties and how negative situations will be resolved.

Contracts also are legally enforceable in a court of law. Contracts often represent a tool that companies use to safeguard their resources. Agreements ensure that both parties are positively impacted by the contract decisions both parties make. An example of an agreement for this event was the discussion of the budget amount of what refreshments to serve at the event; this was an agreement between the PTFA and the students discussing the catering. The legal contract includes the set price of renting the school hall for the event, the price for each student to enter in is set in an agreement between organising members.

The most important legal requirement is for an event organiser is to perform a Health and Safety risk assessments. This procedure highlights safety issues identified and delivers the procedure in helping the organiser reduce the likely risk of any health and safety problems happening. As there will a lot of facilities that may cause people to injure themselves or potential hazards that could endanger lives at the event it is important to have a risk assessment for the safety of the attendees, if anything happens the school may receive legal consequences.

Another legal requirement is the age requirements; an event needs to make sure that the event is appropriate for the age’s groups that attend. As the ‘Apps for Good’ event involves a lot of young students the event most be appropriate for them which can be linked to their safety in the environment of the event. [2] http://www. legislation. gov. uk/ukpga/1987/43 [3] http://whatconsumer. co. uk/supply-of-goods-and-services-act/