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Event planning resources

Find useful resources to help you plan events for the RNLI. From top tips to helpful risk assessment guides, we've put together all the resources you need to help you plan and run fun, safe and legal events.

RNLI events should be well planned, safe, compliant and present the RNLI as a responsible emergency service. They must be risk assessed each time they're delivered and someone must be made responsible for overall safety. For most events a schedule covering relevant timings and details also provides a useful planning tool, however or large, active or complex events a detailed event safety plan will be required. 

A range of event planning resources are available to help you achieve this and deliver effective events within health and safety law and RNLI processes; including generic templates, planning guidance and event-specific resources for higher risk events including water-based or active events.

Fundraising guidance is available on Fundraising and Events Support – including guides, training and how to order fundraising items .

General event planning

  • A group photo of Hoylake RNLI volunteers and members of Hoylake Sailing Club who took part in the 50th Slater Trophy Boxing Day Tug of War in 2022. They are standing outdoors on grass and the sky is blue.
    Risk assessment templates

    Completing a risk assessment for your event will help you to identify any potential hazards. Then you can take steps to minimise the risks and help to keep everyone safe.

    Find risk assessments
  • Runners taking part in an RNLI Reindeer Run in Moors Valley Country Park in Dorset. Most runners are wearing red Reindeer Run T-shirts and antlers. Two are waving at the camera.
    Event planning guidance

    These guides will help you keep track as you plan your event, from licensing and food safety, to accessibility and stewarding.

    Find useful guides
  • A plate of cupcakes with a mini RNLI flag
    Event planning templates

    Download useful templates to help you plan the details of your event – from an event timing schedule to a budget spreadsheet.

    Find planning templates

Resources for specific events

  • RNLI volunteers on the beach at the Rhyl Winter Dip event. Swimmers are coming out of the water. It’s a bright, sunny day with clear blue skies.
    Cold water dips

    Find the resources you need to run a safe cold water dip event. Download the 'how to guide' and specific risk assessments, volunteer briefing templates and safety assurance checklists.

    Resources for cold water dips
  • Three teams taking part in a raft race on the water.
    Raft races
    A range of guidance and templates are available to help you deliver a safe and fun RNLI raft race event. Resources include a ‘how to guide’, planning checklist and specific risk assessment and briefing templates.
    Resources for raft races
  • A group of swimmers with buoyancy aids in the sea
    Swimming

    If your fundraising event involves swimming, use these resources. Download specific risk assessments, volunteer briefing templates and safety assurance checklists.

    Resources for swimming events
  • A male cyclist and a female cyclist, both in RNLI-branded clothing
    Cycling

    If you're planning on holding a cycling event, you’ll need these resources. Download specific risk assessments, volunteer briefing templates and a route signage template.

    Resources for cycling events
  • Two RNLI fundraisers running along a woodland track
    Running

    You can find all the resources you need for organising a running event here. Download guidance and templates to help you on your way.

    Resources for running events
  • Exmouth Lifeboat Station open day
    Station Open Days

    Find all the resources you need for organising a Station Open day. Download a ‘how to guide’, planning checklist and specific risk assessment template to help you on your way.

    Resources for Station Open Days

Please let your branch or group designated event volunteer know if you’re planning a fundraising event or activity. They can register it and make sure you get the support you need.

For further specific support please contact your Community Manager or alternatively for specialist event advice contact the Events Business Partners.

Compliance

All events must have an event specific risk assessment and any required permissions or licences in place. If you are planning any water based activities (eg raft race, swim, dip, kayak etc), you will need to submit event documentation for specific approval from the insurers; please do this in conjunction with your Community Manager.

The majority of other fundraising activities are automatically covered under the RNLI's insurance policy.

Online registration and ticketing

If you’re planning an event that requires online registration or ticket sales, the RNLI has dedicated platforms that RNLI event organisers must use. The platform offers an easy way to share the event, take payments and attendee details and email event information (including Just Giving links); helping maximise ticket and sponsorship income. Also ensuring the necessary RNLI legal terms, data notices,  health declarations and financial processes are included.

For more information, please refer to the guidance document and then complete the request form.

Request Online Registration

If you have any queries about completing the form please contact us on [email protected].

For more general information about GDPR at events, we also recommend referring to the 'GDPR and Data Management at RNLI Events guide'

Manual registration

For active events, consent must be requested for anyone wanting to participate independently who are under 18 in England, Wales, Northern Ireland and Ireland or under 16 in Scotland. This should be included within the event registration process.

If you opt for manual registration for your event, please contact us on [email protected]. We will help you make sure you have the latest correct legal wording included on your sign-up forms.