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The Fresher Event Checklist

September 1, 2023

How to prepare to host a fresher event?

Whether you are a society hoping to put on a university event for freshers, or a venue in the city centre wanting to attract new students; you need to be prepared. Insure Our Event’s Fresher Event Checklist includes the most essential considerations you need to think about.

12 must dos for planning a fresher event

  • Fresher’s Event Insurance

The first thing all event planners need to do is organise insurance. It’s important to do this first because purchases toward the event, such as venue booking and food or drinks receipts, can then be covered by your one-off freshers event insurance in case of cancellation.

Public liability insurance for a fresher’s event is crucial. Insurance is able to cover the repercussions of any slips, trips or injuries, including lawyer fees and compensation. Insurance offers cover for equipment and money at the event. The details and extent of the policy can be curated to your needs to offer as much insurance as your event requires.

  • Marketing Early

Both digital marketing and physical marketing are excellent ways of advertising your event. Publishing content about the event at your earliest convenience increases the chances of your event snowballing and being popular.

Social media has opened up a world of possibilities when it comes to promoting your events. It initially look easy, but by posting your event details weeks before the date, people will more often than not click ‘interested’ and then not follow through.

The best way to ensure your invitees turn up, is to interact with your audience as early as possible. Just sending an invite won’t cut it these days. If you’ve got previous event photos, post them. Make sure all the details of the event are clear and concise.

Physical posters are easy to whip up and can be placed all over campus. Make them brightly coloured and wide spread, gauging the interest of your desired audience.

  • Venue

Where will your Fresher Event take place?

Your choice of venue is critical to the success and accessibility of your event. Freshers won’t necessarily know their way around the city or university campus, therefore your event needs to be easy to find and well signposted. If it’s on campus, does the venue allow food and drinks? – If that’s what you want to provide at your event. What is the capacity of the venue and have you done a risk assessment?

Discussing with the venue operator is the best way to keep your fresher event safe and secure. They will most likely ask for your insurance, make sure you have this ready. A free instant quote is available with Insure Our Event on one-off fresher events.

  • Check your policy

Operators of nightclubs and pubs will need to check their policy with their insurance broker before putting on a fresher’s event. The use of outdoor space and flammable décor will need to be discussed, as will security. Capacity risks are critical and could lead to a void of your policy.

Insure Our Event provides venue operators that extra insurance they need to run a one off event. We provide public liability insurance and equipment hire insurance, crucial in case of any accident or incident.

To talk to an award-winning independent broker about your liability upon running an event, contact NDML, the specialist nightlife broker. They will provide valuable advice and help you through any claim involving freshers and guests.

  • What’s the theme?

Students love a good excuse to dress up.

Choose a theme and run with it. This also leans into your choice of food drink and décor. Be creative, but also make theme or assignment accessible. A few good themes include:

  • The Great Gatsby
  • Superheroes
  • Movies Characters
  • Halloween
  • Animals
  • White party
  • Cheap and affordable

Students typically do not possess a lot of spending money. They are the expert hunters of cheap drinks and affordable prices. Don’t make your entry too expensive if you are planning to ticket the event, or the drinks.

Ticketing the event is a great way to lock in your guests, however can also not work in your favour. Decide which is better for your particular event.

Students love freebies. Free merchandise is a great way to keep your guests engaged and advertise your event.

  • Picking the right date

Look out for calendar clashes which could potentially hinder your guest numbers. If other huge events are happening on that night, maybe choose another date.

Choose a date when freshers are in their accommodation, but also not too far into the year as students will perhaps be more eager to socialise before any exams.

  • Booking DJs, musicians and entertainment

Having a big name DJ at your event can be a guaranteed crowd-puller but it doesn’t come cheap and if you work on building a strong network, you won’t have to rely on famous acts to sell your tickets.

Musicians are ideal for large events, whatever the crowd, and can be a good way to discover future student music stars.

Getting the right entertainment has the potential to make or break a fresher event. Book the entertainment early and stay insured with performer’s insurance in case they cancel or incur damages.

  • Photography

Ensure you capture moments from your event in case you plan to run it again next year. Have a photographer at your event so that you have a gallery of guaranteed good images to choose from when advertising your event next year.

Student photographers are an easy way into getting great photos of your event, and lend little experience. Photographers should be factored into your overhead costs and liability policy.

  • Sponsorship

You may be able to get your event sponsored, helping to cover the overhead costs. It may be a society, the university, a drinks company or the venue itself. They may want to sponsor your event to help build brand awareness, increase sales number and improve their brand image.

Try to choose a sponsor that matches the interest of your demographic. Ensure you maintain a two-way street, you could put their name on banner flyers and social media posts, and in return they could offer you free merchandise to giveaway and perhaps pay for the venue hire.

  • Security

Security is similar to insurance, you don’t notice you’ve got it until you need it, and then you can’t imagine yourself without it. Depending on if it’s a late night event, security will be ever more necessary. A doorman will help prevent those who you don’t want to attend your event to enter, such as if you want to keep your event for just students. And then when the invitees need kept in order, security are there to help with any confrontations or immediate health concerns. For events larger than 50 people, security is highly recommended.

  • Wrist bands and red tape

Remember, you’re working with crowds of people, so safety is paramount. Work closely with the venue and make sure all the necessary health and safety procedures are in place – and the paperwork is there to back it up!

Wrist bands are an excellent way to monitor entry. Sell them before hand if your event is ticketed, helping maintain the exclusivity of the event.

Fresher Event Insurance with Insure Our Event

Insure Our Event is a specialist event insurance broker. We will work with student societies, universities, event planners and venues to get the best possible event cover at the best price. Just let us know a few details about your event and we’ll present you with a competitive quote instantly.

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