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Everything event organisers need before a Halloween party

October 26, 2023

Halloween Event Must-Haves

Halloween is just around the corner, event organisers who are planning on hosting a Halloween party or Halloween event are already sketching-out ideas. Whether the Halloween event is a party for friends, a community event, a corporate gathering, or a ticketed festival – this article will help remind organisers of the essentials needed to create a spine-tingling experience.

Insure Our Event have laid out a throughout list, including all the steps you need to do before hosting a Halloween event.

13 essential steps to Halloween Event Planning

1. Choose a Bewitching Venue

The first step in organizing a successful Halloween event is selecting the perfect venue. Whether it’s an eerie old mansion (maybe a grade listed building with the council’s permission), a creepy forest (on private property with the property owner’s permission), or a contemporary event space; your choice sets the tone for the entire event. Make sure the venue is accessible, for both wheelchair users and emergency services, and suitable for the size of your guest list.

Your venue space will very much determine the limitations of your Halloween event plans. Ensure you perform a risk assessment of the event space before your event takes place. Insure Our Event supply risk assessment templates and a risk assessment checklist for your use.

2. Create a Haunting Theme

A well-defined theme adds depth to your Halloween event. It could be a classic haunted house, a zombie apocalypse, or any other spooky concept that suits your guests. The theme will influence all aspects of your event, from decorations to costumes, from food to drinks, from music to marketing. A strong theme means a strong memorable event.

3. Spine-Chilling Decorations

The right decorations can turn an ordinary venue into a spine-chilling experience. Make sure to place props strategically to maximize the spooky effect.

Common decorations for a Halloween event to include:

  • Cobwebs (real or fake)
  • Jack o lanterns
  • Eerie lighting
  • Skeltons
  • Mexican masks
  • Pirate decorations
  • Candles
  • How many more can you think of?

Amazon may be the cheapest place to buy these decoration, but consider supporting your local shops.

4. Ghoulish Entertainment

Entertainment is the heart of your Halloween event. Perhaps hire a DJ to play haunting tunes or a live band that can perform sinister-themed music – If you do please ensure that these performers have their own insurance in place

Other entertainers for a Halloween event that you could hire include:

  • Fortune tellers
  • Magicians
  • Mazes makers
  • Scary mascots and people in costumes
  • Clowns
  • Fire breathers

If your entertainers or performers do not yet have their insurance, you can point them to Insure Our Event for an affordable insurance policy.

5. Wicked Costumes

Parties need costumes, so tell all your guests to get dressed up in their most ghoulish attire. Maximise this by organising a costume contest with prizes for the spookiest, funniest, or most creative costumes.

Make sure to set clear guidelines on appropriate costumes, or don’t if it’s that kind of party. However it’s good to make clear that those who choose to make little or no effort will be scared away.

6. Devilish Drinks and Eats

Food and drinks are essential components of any event. Create a Halloween-themed menu, grab some discount snacks buy bulk buying. And create a cool cocktail menu or a range of spooky drinks. Be sure to have options for those with dietary restrictions or preferences.

Halloween event food could include:

  • Mummy dogs
  • Witch’s brew
  • Vegetables (eww)
  • Spider cupcakes
  • Moth cakes – a play on butterfly cakes
  • (or really just any party-food but with a spooky pun)

7. Frighteningly Fun Games

Incorporate games and activities that tie into your Halloween themed party. Make sure to plan age-appropriate activities for your audience. And make sure all games are safety assessed.

Here are some great examples of Halloween party games:

  • apple bobbing
  • pumpkin carving contests
  • scavenger hunts
  • dress like a mummy
  • face painting contest
  • pin the teeth on the vampire

8. Fireworks

If you are planning to have fireworks at your Halloween event, then you need to take the proper steps.

  • Appoint a responsible individual to take care of the fireworks
  • Appoint a responsible person to light the fireworks
  • Have water buckets and fire fighting equipment ready
  • Fireworks will require additional insurance
  • For more information see our Fireworks at an Event

9. Halloween Event Insurance

Insurance is essential to keeping you, as the event organiser, financially secure. Insurance will protect you from the financial consequences of slips and trips or guest injuries. It will protect you from third party damage compensation claims, and equipment hire costs in case of loss or theft. Halloween party insurance will cover cancellation in case the event doesn’t go ahead, and from bad weather cancelling your outdoor event.

At Insure Our Event, we provide a free quote through our online quotation system. Fill in your details and see how much Halloween event insurance could cost you.

Get a Halloween event insurance quote

10. Security and Safety

Safety should always be a priority. Ensure you have appropriate security measures in place, especially if your event includes a haunted maze or other interactive experiences. Ensure your exits are clearly signposted. Have first-aid kits on hand as well a first aiders for large events.

11. Utilise Social Media

Make the most of social media by creating event pages, hashtags, and photo opportunities to encourage attendees to attend and also share their experiences in case you plan on making your event an annual occurrence. Utilise your audience, let them advertise your event for you by creating digital assets beforehand. This not only promotes your event but also keeps the Halloween spirit alive.

12. Professional Photography

Hire a professional photographer to capture the special moments. High-quality images can be used for future marketing, and guests will appreciate having mementos from the event. For birthday parties, weddings and club nights, professional photographers are commonplace – why should your special Halloween party be any different?

13. Weather Contingency Plan

If your event is outdoors or could be affected by inclement weather. Have a contingency plan in place – this might involve renting a marquee, having an indoor backup, having indoor games available to entertain, as well as plenty of drying supplies.

Bad weather insurance is absolutely necessary for outdoor events in the UK. The likelihood of rain is always high, especially for Halloween around autumn and winter. Have insurance in place to compensate for any hired cancellations or venue deposits.

Hosting a memorable Halloween event requires careful planning and attention to detail. From choosing the right venue to creating a spooky atmosphere, there are many elements to consider. By following these guidelines, you can ensure your Halloween event is a haunting success that will leave your guests talking about it for years to come.

It’s never too late to purchase insurance, insure your Halloween event plans now.

Get a Halloween event insurance quote

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