Insurance, Contracts, Permits & Licenses, Food & Beverage

Risk Management
Can You Control Risk?
REDUCE risk by limiting chance of mishap

TRANSFER risk (waivers and insurance)

RETAIN by being prepared (emergency plan)

ELIMINATE stop activities that will potentially cause injury

Insurance
What does it do?
Provides source of funds when risk cannot be elIminated

Property Insurance
Replaces property in case of damages

Tenant's Liability Insurance
Shifts responsibility from owner to tenant

General Liability Insurance
Protects people from claims made to them by others who may be injured or damaged ie: tent falls, lighting rig falls

Host Liquor Liability Insurance
If someone is over served and gets into car accident. Anyone that can be held responsible should be named insured

Event Cancellation Insurance
Covers the costs of the event that is cancelled due to weather, strikes, political unrest. Very expensive - better to protect yourself contractually

Prize Indemnity Insurance
Ensures there are adequate funds to cover the value of an advertised prize

Waiver form
ensures that each
participant knows and accepts the
dangers of an activity

Incident Form
provides a record of what
occurred - who, what, where, when

Contracts - Definition
Exchange of promises between two or
more parties
There must be 'consideration' or
something of value
Written contract is used as evidence to describe an agreement
Can not introduce a verbal agreement as evidence if written agreement is in place

Contract - Components
Contact information - legal names, addresses, contact numbers
Date of contract
Rights of both parties
Obligations of both parties
Payment terms - how much
Payment schedule - when
Dispute Resolution Process
Insurance and Indemnity
Signature and Date

Permits vary by municipality
Always contact the municipality your
event is being held in and check what is currently required
Check how much time they need to issue permits (may be months for some!)
Most information available on the web

Permit Examples
Special Occasion Liquor License (SOL)
SOCAN - Society of Composers, Musicians and Publishers of Canada
Pyrotechnic
Business Permits
Tents
Generators
Sampling Permits

Special Occasion Liquor License (SOL)
Needed when venue does not have a
liquor license
Apply at BC Liquor Store minimum of 7 days prior to event
Private Event - $25/day
Public Event - $100/day
Liquor Formula for maximum amounts
Liquor Pricing
 

SOL Exemptions
Run your event beyond standard closing times (10:00 pm for outdoor or 2:00 a.m. for indoor events).
Sell hard liquor at a public special event.
Charge more for drinks than the prices specified in the Liquor Price Schedule. You can only do this if the event is to raise funds for charity.
Hold more than two Special Occasion Licenses per month, or more than 24 per year.

On premise catering
When food is prepared/cooked and served within their own premises

Advantages of on premise catering
Kitchen facilities on site
Staff on site
Permits in place
No transportation
No rentals

Off premise catering
When food is prepared/cooked then
transported and served at a different
location

Advantages of off premise catering
Unique locations
More choices
Theming

Why meal functions?
Reduce losing guests / delegates
Refreshed guests learn better
Refreshed crews work better
Increase 'trade show' traffic
Networking
Use meals for additional presentation time
'Parties' promote attendance

Who Are You Feeding and When?
Guests
Crew, staff, volunteers
Media
Talent - special requests
Feeding the same people during the day
Feeding the same people for multiple days
How long do they have for the meal break

Buffet Service
Action Stations, Chef Attendant Stations, Grazing Stations, Island Stations
offers variety, quantity (1 per 100)
Time, price, space, perception

Foods are arranged on tables. Guests usually move along the buffet line and serve themselves. When their plates are filled, guests take them to a dining table to eat. Servers usually provide beverage service at tableside. A very elegant buffet would have servers carry guests' plates to their tables for them.

Plated (American) Service
Controlled - avg. 30 min/course
'Pre-set' - salads, desserts

Guests are seated. Foods are pre-portioned in the kitchen, arranged on plates and served by servers from the left. Beverages are served from the right. Used dishes and glasses are removed from the right. This is the most functional, common, economical, controllable and efficient type of service. However, if foods are plated too far in advance, they could run together, discolour, or otherwise lose culinary quality.

Butler Style Service
Passed around

Food is put on trays in the kitchen and passed by servers. Guests serve themselves, using cocktail napkins provided by the server. This is a typical style of service used for upscale receptions. This style of service is only appropriate for 'finger food.'

Refreshment Breaks
Allow enough time - Drink and eat time, transfer time

Offer food choices (Diabetics, Wheat free)

Add some choices (ice cream, popcorn)

Guarantees
Attendance guarantees
When are they due? Consider holidays, stats
Food overage - usually 5%