PTA-UK FAQS – FESTIVE ACTIVITIES PTA-UK MEETS: PETER ANDRE
FAQS CASE STUDY
IN THE RUN UP TO CHRISTMAS PTA-UK ANSWERS YOUR LAST MINUTE QUESTIONS ON
Our Advice Line is now receiving lots of questions from members about their festive activities. Here’s a quick Q & A to help you jingle happily all the way to Christmas.
Q: Are external stall holders at our Christmas Fair covered by our insurance? A: No – you need to check with your insurer but it’s very unlikely you’ll have cover for the liability of any other party. If you are using PTA-UK’s subscription linked insurance, then no other third party is covered. Any third party taking part will need their own public liability cover. PTA-UK recommends that if any third party hasn’t got public liability insurance they should not be engaged.
Q: Does Father Christmas need to be CRB checked?
A: The recent changes to CRB regulations make it unlikely that Father Christmas will need a CRB check. Your committee should review the latest guidance available from pta.org.uk and make an informed decision. Think about how you are going to manage your Grotto – will children go in with
parents and will there be an elf to help out? PTA-UK recommends
being cautious and planning this well to make sure it all runs smoothly.
Q: If we give away a free glass of mulled wine with an entry ticket do we still need a licence? A: Afraid so. If you don’t apply for a licence to serve alcohol this would be regarded as trying to avoid licensing legislation for which your PTA could be fined up to £5, 000. Discuss any supply of alcohol with your local licensing authority to see if you need a Temporary Event Notice (TEN).
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TENs are easy to obtain but you need to apply at least 10 working days prior to your event. The regulations are different in Northern Ireland; our PTA Info sheet Licences – events, gives all PTAs, wherever they are based, the low-down.
Q: We’re running a Christmas raffle. Can we sell tickets without a lottery licence? A: Yes you can but only when tickets are sold at an event (for which the raffle is not the main or only purpose) and tickets are not sold in advance. If you want to sell tickets beforehand, you’ll need a lottery licence from your local council. Make sure you apply in good time as you can’t sell tickets before it is granted. Refer to our PTA Info sheet Licences – lottery for further guidance.
Q: Can we set-up a sub-committee to organise our Christmas Fair? A: Yes – just check that this is permitted by your constitution. If you are using PTA-UK’s Model Constitution this is fine. You should ensure each sub-committee contains an elected committee member and the sub-committee should report back as appropriate to the full committee.
Q: Should we undertake a risk assessment prior to holding our Christmas Fair? A: It is good practice for PTAs to risk assess all their events. There is no legal requirement to undertake a risk assessment but this may be a stipulation of your insurance. You should check with your insurance provider. If you are using PTA- UK’s subscription linked insurance,
this isn’t a requirement but if you make a claim the broker may ask to see your risk assessment. PTA-UK provides a risk assessment template and guidance to assist your PTA with this task.
Q: We’ve hired an ice skating rink; will our insurance cover this? A: Possibly but you must check with your insurance provider. Ice staking is a high risk activity and you cannot assume cover is in place.
PTA-UK’s subscription linked insurance can provide cover but it isn’t automatic. You will need to provide a risk assessment in advance of your event to be approved by our broker before cover can be confirmed.
Please contact Helen Robey on 0845 850 5460 or insure@pta.org.uk for further information.
Q: Our Christmas Fair usually raises a lot of money. What do we do with this until the banks open? A: It is important to plan this aspect of your fair carefully. Have two people collecting and counting the money throughout the event so you have an almost exact total by the end. Do not let any money be taken from the event until a total is known. Make sure you have money cover as part of your PTA insurance (PTA- UK’s subscription linked insurance provides money cover) and that money is stored in accordance with the cover provided until you are able to bank it. Refer to our Insurance Summary 2012 for details.