There are several more general concerns surrounding holding public events, which are covered briefly below.

These will be familiar to anyone with experience of running an arts or community venue, and it is probable that some of these concerns are handled on behalf of film groups by a venue management committee.

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Contents Insurance

Contents insurance typically covers you for loss or damage to your property or property on loan to you. It is wise to take out a policy which is comprehensive and includes cover against theft.

You should take out contents insurance to cover:

• equipment in your venue (e.g. projector, sound system) 
• films whilst they are stored at your venue 
• any other materials stored at your venue (e.g. food/drink, publicity material)

You may also want to take out cover for: 

• equipment in transit to other locations 
• accidental damage
   

Public Liability Insurance

It is now recommended that film societies ensure they are covered by some form of public liability insurance, to cover costs and compensation if a committee or audience member is hurt at a screening.

Unfortunately, public liability insurance can be expensive. It is worth checking to see if your venue already has public liability insurance, or if its policy can be extended to include your screenings.
 

General Health and Safety Policy

Whilst running a film society is hardly the most dangerous of pursuits, it is important for your committee to be aware of general health and safety issues.

• ensure that aisles and exits are not blocked, and there are no trip hazards
• ensure that emergency lighting is sufficient
• ensure that there are no fire risks when closing the venue
• ensure that people know where the fire alarm, first aid kit, telephone and fire exits are located
• above all, make sure you know who is in charge!
   

Providing for People with Disabilities

If you are operating in a licensed venue, the licence holder must ensure that the proper alterations have been carried out to ensure that people with disabilities are not disadvantaged. If your venue is exempt from licensing, you are not required to make changes to your venue, but you should be aware of the additional precautions and procedures that may be required in the case of an emergency.
 

Special Events

Special events may require more authorities to be informed.

For instance, an outdoor screening will normally require you to inform the following local bodies, letting them know the proposed start and finish times, expected audience numbers, security, safety and crowd control procedures:

• local authority Licensing Department (to apply for a Public Entertainments Licence or exemption)
• local authority Environmental Services Department (to check sound and light pollution levels)
• Firemaster (to check on the fire readiness of your screen)
• Police (to let them know of the likely numbers at the event)
• Residents Association for nearby properties

If you are intending to sell food, drink or alcohol at your event you may require an occasional licence (especially in the case of alcohol). This does not normally apply to members-only events. In addition, with any event where food is served, general health and safety procedures should be followed.

In all cases, the earlier you can contact people the better, and in most cases all authorities are able to give you assistance and advice.