7. Compile a file

Keeping documents and information

There are many important documents which must be kept for legal and insurance purposes. The event manager must take responsibility for this and ensure that records are in good order and readily available.

There are a number of benefits of maintaining a structured filing system. Firstly, to ensure that all approvals and permits have been granted and to keep the details of the conditions of the permits at hand for easy reference. Secondly, to maintain copies of insurance documents in case of a claim.

Documents will be required in the event of a complaint or a court case.

Compiling a file will demonstrate that the event manager has been prepared and organised before the event and this could assist in any lawsuit brought against the event manager or organising committee. There are also obvious benefits for future planning in keeping a record. Any subsequent events will be easier to plan if there are records and examples of documents to be used as a starting point.

Documents to be kept

A typical event will create a large amount of paperwork and a copy of each item should remain on file. It is easy to forget that the documentation for an event will take many forms. Permits, policies, correspondence, promotional material, tickets, contracts, accounts and records of meetings are only a few of the documents involved. It is important to ensure that if other members of the committee are charged with the responsibility of completing various tasks that they also maintain records and pass on copies of all documents to the person who is maintaining the master file.

Download compile a file form  (pdf)

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