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3 Event Safety Tips to Help Your FEC Master the Back-to-School Rush

Sep 17, 2019 6:30 AM

Back-to-school is undoubtedly the busiest time of year for any Family Entertainment Center.

Parents will be looking to book venues for their child's birthday party. Athletic teams will be searching for places to have their end-of-season sports banquets. And PTAs will certainly be on the hunt for locations to host their fundraising activities and school field trips.

These events are just a few of the countless opportunities your FEC has to increase revenue and build brand awareness for future business.

It's easy to get excited about a potential calendar full of bookings. However, that excitement can't distract you from one of the biggest priorities you have: event safety.

3 Event Safety Tips for a Successful Back-to School Event

In any activity where kids are involved, safety is at the top of every parent, teacher, and party planner's mind. So, as an FEC, it should be at the top of yours, too.

If you're not prioritizing safety at your event center, you're going to have a hard time:

  • Utilizing your time efficiently
  • Avoiding responsibility in the event of a serious accident
  • Retaining staff
  • Securing repeat business
  • Getting referrals

You're likely to encounter even more difficulties than those, too.

Below are 3 event safety tips that will help your FEC not only save time and reduce risk during the back-to-school rush, but also attract repeat customers and new business from referrals.

1. Have Your Guests Book Online—and in Advance

Having your guests book their back-to-school parties online is one of the easiest ways to increase event safety at your FEC, plus it saves your team time and headaches. Having the ability to quickly look up your events—and the number of people attending each event—helps you to ensure your center isn't over maximum capacity.

Online reservations include detailed information such as a numbered guest list. You'll know exactly who to look for in the event a sneaky youngster decides to play hide-and-go-seek. Online booking also gives your guests the ability to add notes relating to allergy precautions or needing special accommodations for individuals with disabilities.

Read: 5 Amazing Benefits of Automating Your
Party Bookings

2. Implement Event Safety Standards and Communicate Them to Clients

Make sure your point-of-contact for each party is aware of your safety standards. If you don't have specific ones beyond what's legally required by the state, create them. Here are a few examples of standards you can require your guests to adhere to:

  • Set deadlines for headcounts and special requests.
    This doesn't have to be a "no exceptions" rule, but you want to set expectations for your customers. It will be near impossible for your team to adequately prepare for each event and avoid potential crises if there are constantly last-minute "emergencies" coming up.

  • Make sure the chaperone-to-child ratio is appropriate.
    This is especially important for back-to-school events where lots of children will be attending. If ratios aren't mandated in your state, research what's common. Then discuss with your leadership team and event staff about what they're comfortable with. Your team will have a hard time doing their jobs efficiently and providing top-notch customer experiences if they're constantly playing babysitter.

  • Require your guests and employees to sign an online waiver and code of conduct form.
    A key component to overall event safety is making sure your company is protected as well.

    Depending on how much risk is involved with the activities at your FEC, there's always a possibility for things to go awry. You have the potential to experience medical emergencies, inappropriate guest behavior, missing children, on-the-job accidents, the list goes on.

    Online waivers and forms save everyone from wasting time in line before they're able to start the fun, especially if the event needs to start and end within a certain time frame.

  • Perform routine equipment maintenance.
    Make sure your equipment is up-to-code and working properly.

    Performing routine maintenance checks will prevent problems from building up and minimize the possibility for accidents to occur, saving you time and money in the long run. The last thing you want is to have to cancel an event because your equipment is broken, or worse, end a party early because your guests can't enjoy the facility.

3. Schedule the right—and right number of—employees for each event.

Know the strengths and weaknesses of each of your team members, and schedule them appropriately. Put seasoned workers on the same shift as new staff additions, so “newbies” can learn from the veterans. Parents and teachers at these back-to-school events will also take notice that you value teaching leadership and mentoring skills.

Adequate staffing reduces the risk of workplace accidents and helps with employee retention. When understaffed, employees feel stressed, rushed, and a lack of support from you. They're more likely to make mistakes, or even quit altogether, under these circumstances. Events are safer and run more smoothly when you have enough people on board.

Safety is Fun

The examples above are just a few things your FEC can do to increase event safety, especially during the back-to-school rush.

When your guests feel safe, they're able to have more fun. If your guests are having more fun, they're more likely to return and recommend you to their friends and family for future bookings.

What's Next?

Interested in implementing some of these tips right away? Contact us to schedule a demo and see how Party Center Software can help your FEC with digital waivers, vendor management, and much more.

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