Jen...
As no-one has mentioned it yet, please don't forget the
Public Liability Insurance aspect.
You'll need to have "The Club", covered....JIC.
(AFAIK, no claim has ever been made by/against an Astronomy club/society.)
All astronomy clubs/societies are covered by an Australia wide policy for any
authorised event.
From memory...We, W.A.A.C.ers, use the brokers, Webster-Hyde Heath in South Aus.
Not sure if all clubs/societies are through them though.
I'm sure that others will have more info on the subject.
As an example of premium/s...
Before the Aussie wide cover, most clubs were paying over $1,100 per.
Now it's capped to a more reasonable sum. (bit involved to explain here.)
We pay ~$110 per year for our 30 odd members.
HTH.
Regs, L..