Event safety guide for event organisers

Last updated: 25 January 2022

5. Closing the event

Site condition

After the event, another inspection should be carried out to make sure nothing has been left on the site that could be hazardous to its future use. This inspection should also identify any damage, which may have been caused during the event. If any structures are left overnight, ensured they are left in a safe condition and are safe from vandalism etc. If numerous structures are left, specific security arrangements may be required.

Accidents

If an accident occurs, the names and addresses of witnesses should be obtained, photographs taken and a report made by the organisers. An accident form should be completed and a copy sent to the landowner. You will also need to advise your own insurance company. If any accident or dangerous occurrence is reported, action must be taken to prevent any further incidents taking place. Some types of accidents are reportable to the Council.

Claims

Should any person declare an intention to make a claim following an alleged incident associated with the event, you should contact your insurers immediately. They may also require a completed accident form.

Debrief

After the event bring the committee and available staff together so that any lessons learnt can be discussed and recorded. The Safety Advisory Group may also meet to consider the lessons learnt particularly for larger events.