7 Actionable Steps You Can Take To Eliminate The Risk Of Power Failure At Your Event  Copy

When planning an event, most of us focus on things like guest lists, menus, and décor —understandably so! In fact, many people forget about power altogether but nothing derails a fabulous day quite like a power failure, especially when it’s go time and you’ve got meals to prepare, lights to keep on, and a crowd of guests waiting on the evening’s entertainment. 

So we’ve put together our 7 top tips to help you power through your event!  

1. Calculate and communicate your power needs early 

First things first: knowing how much power you need is very important. Start by calculating the total kilowatts your kitchen and other equipment will require, and make sure you account for everything even if it seems a bit trivial. This includes both the items you’re bringing yourself (blenders, mixers, phone chargers) and any hired equipment (cookers, fridges, freezers). 

It’s also a good idea to add a cushion of 20-30% on top of your initial calculation. Why? Things don’t always go exactly as planned, and you don’t want to be caught out if you plug in an extra gadget or if a device uses more power than you expected. 

Don’t forget to include these details in your initial confirmation letter or contract with the venue. When everyone’s on the same page about the power demand, it’s easier to ensure no one gets caught off-guard on the big day. 

2. Considering hiring a generator  

If your power requirements exceed what the venue can provide, make sure that you hire in a generator. Not all venues, especially outdoor ones, are equipped to handle large-scale events or heavy-duty kitchen equipment, so generators are a lifesaver for preventing power overloads.  

They provide the additional juice you need to ensure that everything runs smoothly, whether it’s your high-energy kitchen kit or outdoor lighting. Plus, having a backup power source in place means you’ve covered yourself just in case anything goes wrong, so they’re always handy to have nearby.

3. Contact the venue to confirm their power capacity

Before you sign on the dotted line, it’s essential to check with the venue about their power capabilities. They may have enough sockets, but is their electrical system up to scratch? 

As part of your risk assessment, it’s a good idea to ask for the venue’s Electrical Installation Condition Report (EICR). This will give you peace of mind that the electrical systems are safe, compliant, and capable of handling the load you plan to place on them. Venues that can provide this report are typically more organised and have a higher level of safety consideration too.

4. Test the venue’s sockets at least a week before the event

We understand that this isn’t always possible, but when you can, visit the venue at least a week before your event. This gives you the chance to test all the plug sockets and confirm that everything is working as expected. 

It’s surprising how often things go wrong at the last minute, sockets that look fine might not work, or there could be issues with the venue’s overall power load. By testing well in advance, you give yourself time to troubleshoot and fix any problems, so they don’t surprise you on the day of the event. 

 5. Do a full power test the day before

You’re not done testing yet! Even if you’ve confirmed everything is working a week before, it’s smart to visit the venue the day before your event and do a full power test. 

Plug in all of your equipment, from cookers to fridges to lights, and leave it all running for at least 30 minutes. This helps you ensure everything is getting up to (or down to) the right temperature, which is especially important for catering equipment like fridges and freezers. If anything’s going to trip the system or underperform, this test will reveal it, and you’ll have time to adjust your plan. Much better than panicking the day of your event as guests arrive! 

6. Make sure all equipment is PAT tested 

Every piece of electrical equipment you’re using at your event, whether hired or owned, should be PAT Tested. Portable Appliance Testing (PAT) makes sure that the kit is safe and in working order. 

This is a really important step in avoiding electrical hazards. If you’re hiring equipment, ask the supplier for evidence of recent PAT testing, especially for essential items like cookers, fridges, or lighting systems. For anything you’re bringing yourself, make sure it’s been tested before the event – it can seem like extra hassle, but it’s a step you really can’t afford to skip over. 

When hiring equipment from Plato, you can be safe in the knowledge that any electrical equipment is PAT tested before it’s hired out. Plato is also a member of the SafeHire Certification Scheme, which means we have a proven competence in safety, health, environment, and quality. This ensures you’ll receive the highest possible quality of service and catering equipment hire.  

7. Only work with SafeHire© certified suppliers 

Speaking of SafeHire©, we recommend making sure that your equipment supplier is SafeHire© certified. This certification, issued by the Hire Association Europe (HAE) and Event Hire Association (EHA), is a mark of quality and safety assurance. Look for the bright orange SafeHire logo and ask your supplier for their SafeHire number (ours is 01142!). 

Working with SafeHire-certified suppliers means that the equipment you’re hiring has been thoroughly checked, PAT tested and maintained according to industry standards. It’s one less thing to worry about, knowing you’re getting well-prepared, safe kit delivered to your event. 

Bonus tip: Watch out for “kilowatt thieves” 

What the heck are “kilowatt thieves” we hear you cry! These are people who bring extra, unplanned equipment to your event without telling anyone. It might be a sound system or a few additional kitchen gadgets which on the surface seems like no big deal. However, the problem is that these uncommunicated additions can drain your power supply without you even realising it. 

Before the event, communicate clearly with everyone involved about what they plan to bring. If someone turns up with extra equipment, it could overload your carefully calculated power setup, leading to tripped circuits or worse. 

Need PAT tested catering equipment hire for your next event? Contact our team today, we’d love to help.