Mad Aid children Day

Action list

Permits and Regulations: Ensure that you have obtained all necessary permits and have complied with all relevant regulations for organizing events in open spaces. This could include obtaining permits for alcohol, music, and other activities.

Secure the Park

Agree with Council

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Risk Assessment⁠

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Venue and Location: Choose an open space that is suitable for your event and has the necessary facilities such as restrooms, parking, and power supply. Ensure that the location is accessible for attendees and has adequate space for your event activities.

Venue stage Design

Crawd Manament

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Weather: Be mindful of the weather conditions and consider having backup plans for inclement weather, such as tents or an indoor backup location.

Security and Safety: Ensure that you have proper security measures in place to ensure the safety of attendees and property. This could include hiring security personnel, setting up barriers or fencing, and having first aid kits and emergency plans.

Event Schedule: Create a detailed schedule for your event, including the start and end time, activities, and any special performances or speeches. Sport and music

Sound and Lighting: Consider the sound and lighting requirements for your event and ensure that you have adequate equipment and a qualified sound technician to handle any issues that may arise.

Waste Management: Set up waste management facilities such as trash bins, and ensure that you have a plan for waste disposal and recycling.

Parking: Ensure that there is adequate parking available for attendees and consider arranging shuttle services or public transportation options.

Communication: Communicate effectively with attendees, vendors, and staff, and ensure that they are informed about any changes to the schedule, locations, or other important information.

Vendors and Sponsors: If you plan to have vendors or sponsors at your event, ensure that you have made all necessary arrangements and agreements with them beforehand.

Food Safety: Ensure that all food is prepared and stored in compliance with local health and safety regulations. This may include obtaining necessary permits or certifications, and following proper food handling and storage procedures.

Allergens and Dietary Restrictions: Be mindful of attendees' dietary restrictions and ensure that all food is labeled with potential allergens and ingredients. Consider offering a variety of options to accommodate different dietary needs.

Volunteer Training: Provide training to all volunteers who will be handling or serving food, including proper hygiene, food handling, and storage practices.

Food Transportation: Ensure that all food is transported safely and at appropriate temperatures to prevent spoilage or contamination.

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Liability and Insurance:⁠

Consider obtaining liability insurance to protect against potential claims related to foodborne illness or other incidents. Ensure that all volunteers are aware of the event's liability policies and procedures.

Health and safety

Amusement and attractions

Welfare

First aid Person

Provide evidence of training

Environmental Protection

Power Supply: Ensure that you have adequate power supply to meet the electrical demands of your event activities, including lighting, sound, and other equipment. Consider using generators or renting power supply equipment if necessary.

Electrical Safety: Ensure that all electrical equipment and wiring are in compliance with safety regulations and standards. Hire a qualified electrician to install and maintain electrical equipment and to conduct safety checks throughout the event.

Cable Management: Properly manage cables and wires to avoid tripping hazards and ensure that they are securely anchored to prevent damage or accidents.

Backup Equipment: Have backup equipment such as extra cables and connectors in case of equipment failure or other electrical issues.

Lighting Design: Plan the lighting design for your event to create an inviting and comfortable atmosphere. Consider using energy-efficient lighting options such as LED lights to reduce power consumption.

Weatherproofing: Ensure that all electrical equipment and wiring are properly weatherproofed to protect them from rain or other weather conditions.

Music Licensing: Ensure that you have obtained all necessary music licensing and permissions to play music at your event. This may include obtaining licenses from performance rights organizations and/or the original copyright owners of the music.

Presenter

Animator for children interactions

Singers

Irina Bivol

Valentin Nica

Dorin Mciaev

Vitalie de Igor Birsan a contact la

Sport activities

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Sponsors⁠

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Clear Agreements: Ensure that all agreements with sponsors are clear, in writing, and outline the expectations and obligations of both parties. This should include details such as sponsorship benefits, duration of sponsorship, and any promotional materials or messaging.

Conflict of Interest: Be mindful of potential conflicts of interest between sponsors and the event or its attendees. Avoid partnering with sponsors whose products or services may be controversial or in conflict with the event's values or mission.

Promotion and Branding: Ensure that all sponsor promotions and branding are appropriate for the event and align with its values and mission. Consider creating guidelines or restrictions around sponsor branding to ensure that it does not interfere with the event experience.

Financial Transactions: Ensure that all financial transactions with sponsors are transparent, documented, and comply with relevant laws and regulations. Consider hiring a professional accountant or financial advisor to assist with managing sponsor finances.

Compliance and Ethics: Ensure that all sponsor activities and promotions comply with relevant laws and regulations, including advertising and promotional standards. Be mindful of ethical considerations, such as conflicts of interest or the appearance of impropriety.

Financial Controls: Establish financial controls to ensure that all payments are properly documented, recorded, and accounted for. Consider using cash registers, tracking spreadsheets, or accounting software to help manage payments.

Cash Handling: If you will be handling cash, ensure that you have adequate procedures in place to safeguard against theft or loss. Consider using locked cash boxes, frequent cash drops, or limiting access to cash handling areas.

Donations and Sales: If you plan to accept donations or sell food, ensure that you comply with all relevant laws and regulations, including tax and reporting requirements.

List of equipment and accessories you may need for your charity event:

Tents/canopies

Tables and chairs

Trash and recycling bins

BBQ grill and propane tanks

Cooking utensils and equipment (pots, pans, spatulas, etc.)

Serving trays, plates, and utensils

Coolers and ice

Water dispensers and cups

First aid kits

Fire extinguishers

Portable generators and extension cords

Sound system and microphones

Lighting equipment (such as floodlights or string lights)

Signage and banners

Cash boxes and payment processing equipment

Security and safety equipment (such as fencing, barriers, and safety cones)

Traffic control equipment (such as traffic cones and signs)

By taking these precautions, you can help ensure that your event and its sponsors align with your values and create a successful and positive experience for all attendees.

Remember, organizing an event in an open space can be a challenging but rewarding experience. By planning ahead and being mindful of the above considerations, you can help ensure a successful and enjoyable event for all.

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