Event safety guide for event organisers

Draw up and maintain a comprehensive event plan. This should include all your health and safety arrangements. Once you have resolved all the issues below, keep records of the decisions and proposals as a formal plan for the event. This will help you when carrying out your risk assessments. A template is available on our website.

Most events are the product of group effort, identifying specific responsibilities for all committee members is essential to avoid overload. You should appoint:

• an event manager, responsible for liaison with other organisations including the local authority and the emergency services
• a health and safety-competent person with suitable experience, given overall responsibility for health and safety issues
• a coordinator responsible for the supervision of stewards and resources

The committee should be set up prior to the event and continue to meet until a post event debrief has been completed.

Contact the emergency services, the Council and first aid providers individually or via the SAG. (See notification procedure and form attached).

• Explain your proposal and seek advice.
• Establish what additional information is required regarding specific activities.
• Contact any other authorities relevant to your event.

Draw up a formal plan including the location, access points and location of all activities, plant and equipment, attractions and facilities. Designate the entrance and exit points, circulation routes, vehicle access and emergency evacuation paths. Ensure that there is adequate separation between vehicles and pedestrians.

Undertake a comprehensive risk assessment. Your risk assessment will be the key document to ensuring the safe planning of your event. The initial task is to identify the potential hazards associated with an event and then to assess those hazards with a view to reducing the ‘risk’, i.e. the likelihood. Once the significant hazards and risks have been assessed and the people likely to be affected identified, then appropriate controls must be put in place to minimise the risk. Staff must be trained and informed about the risks and the measures in place to control those risks. A review of the risk assessment should form part of the debrief after the event.

A formal plan should be established to deal with any emergency situation which may arise during the event. The complexity of this will depend upon the size and nature of the event itself.

A simple, easy to follow plan will be acceptable for a small event.

For larger events you may need to liaise directly with the emergency services, local hospitals and the local authority's resilience officer and highways authorities. This may mean setting up a specific working group to consider all potential major incidents and how you would deal with them.

You will also need to consider who will manage the emergency and liaise with the emergency services should an emergency occur. You will also need to ensure that all those involved in the event are aware of the emergency plan and what to do. This plan should be submitted to the SAG for circulation to the members.

Many events will require temporary structures such as staging, tents, marquees, stalls, inflatables etc. Decide where this equipment will be obtained, who will erect it and what safety checks will be required, and then inspect it following erection. The location of any such structures should be identified on the site plan.

Consider whether barriers will be required to protect the public against specific hazards such as moving machinery, barbecues, vehicles and any other dangerous displays. In some cases, barriers will need to have specified safety loadings dependent upon the number of people likely to attend.

Temporary structures should only be obtained from experienced suppliers. Inflatable play equipment must conform to BS EN 14960:2013 and be regularly tested. The standards for lighting, emergency lighting, and ingress/egress remain the same for temporary and permanent structures. Organise any special consents you may need from the relevant authority. See appendix G for more emergency planning guidance.

A best practice guide (Safe Use and Operation of Temporary Demountable Fabric Structures) is available from MUTA: MUTA Members - Professional hire of marquees, tents and temporary structures.

HSE offers guidance bouncy castles and other play inflatables: safety advice (hse.gov.uk).

Learn more about PIPA's inflatable play equipment inspection scheme.

HSE offers guidance on CDM 2015 and its application to the entertainment industry.

The HSE also offers event safety guidance on temporary demountable structures.

Only commission professional caterers registered by their local authority. If you are planning to cater the event yourself using volunteers, ensure that a member of the committee is tasked with seeking and disseminating hygiene and safety advice via the Environmental Health and Trading Standards Services.

• You can check caterers’ food hygiene rating on Food Standards Agency - Search for food hygiene ratings. You may wish to use this when selecting caterers.
• Site catering facilities sensibly, away from attractions such as children’s activity areas and near to water, drainage and power supplies etc.
• Ensure adequate space is left between catering facilities and that grass areas are kept short to prevent any risk of fire spread.
• Obtain food hygiene certification from vendors and caterers.
• See appendix H for checklist.

Stewards at larger events must be fully briefed on all aspects of the event including crowd control and emergency arrangements.

• Written instructions including sufficient copies of site plans, emergency procedures and checklists should be provided to them.
• Stewards must stand out and be easily identified by attendees.
• They must be fresh and properly equipped with personal appropriate protective clothing such as hats, boots, gloves or coats and torches, consider a duty rota for longer events.
• Effective communications between stewards and supervisors are essential.
• The Health and Safety Competent person must have means to contact stewards.
• All stewards should be properly trained and competent; they will need to be aware of and able to respond to hazards that could develop during the event.
• They should also be prepared to guide vehicles and keep emergency exits clear.
• Specific training should be provided for basic first aid assistance and fire-fighting.
• Don't forget to provide your stewards with suitable welfare provisions. For example, adequate food and drink and sufficient provisions for shade or shelter from adverse weather conditions.

Remember that only the police and suitably accredited marshals can direct traffic and assists with traffic management plans (under the New Roads and Street Works Act).

The type of event and the numbers attending will determine the measures needed. Consider the number and positioning of barriers, and the provision of a public address system(s). Remember that crowd control is more than stewarding.

The maximum number of people the event can safely hold must be established. This may be reduced dependent upon the activities being planned. The numbers of people attending the event may have to be counted to prevent overcrowding. Remember that one particular attraction may draw large numbers of visitors. It will also be necessary to establish a crowd profile to assist in stewarding and crowd control and you will need to consider crowd dynamics and movement with a view to avoiding surges and crushes.

Managing crowds safely: A guide for organisers at events and venues - HSG154

The Event Safety Guide: The Purple Guide to Health, Safety and Welfare at Music and Other Events

Depending upon the duties it may be necessary to have appropriately accredited security staff, licensed by the SIA. Depending upon the nature of the event, specific security arrangements may be necessary, including arrangements for securing property overnight. Cash collection should be planned to ensure this is kept to a minimum at collection points and that regular collections are made to a secure area. Following your risk assessment, stewards or helpers collecting cash may require money belts or other carrying facilities. Counting and banking arrangements should be given careful consideration. Depending upon the duties, it may be necessary to have appropriately accredited security staff, licensed by the SIA.

Guidance is available on GOV.UK. See Security Industry Authority (GOV.UK).

The majority of events take place without any crime or disorder related issues. However, wherever crowds gather there is always the risk of such incidents occurring. The very fact that events are a means for the public to relax, and perhaps experience new environments, can be attractive to both opportunists and organised crime groups. More detailed advice is found in appendix J.

Consider the following:

• Systems should be in place to enable the public to report crimes or suspicious incidents
• Provide staff and volunteers with details of how to report any crimes or suspicious behaviour (including vehicles). Incidents should be reported to Thames Valley Police on 101 (or by calling 999 in an emergency)
• Risks from theft, including pickpocketing and items being taken from tents and employee pilfering
• Ticket fraud
• The risks linked to the use of drugs and excessive consumption of alcohol and how this can be prevented
• There have been a recent increase in reports nationally, of violence against women and girls. It is therefore important to consider what processes need to be in place to keep people safe from sexual assaults as well to deal with the reporting and informing process should they occur

Guidance can be found on the Thames Valley Police website: Guidance for event organisers.

See the Crime and Disorder: The Purple Guide.

With an increasing threat of terrorism, organisers should consider the advice given by the National Counter Terrorism Security Office.

Guidance can be found on Gov.uk, see Prevent duty training.

Find further information about Publicly Accessible Locations (PALS).

Medical Services are extremely busy and should be booked well in advance of the Event.

Ensure that the Medical Services provider has a “Duty Order” detailing the operation of services for the event and a Contingency Plan for Major Incidents. These Plans may require validation and approval by the statutory NHS Ambulance Service.

If an accident does occur record the names and addresses of everyone involved and witnesses. Photograph the scene as it is and complete a report. An accident form should be completed and a copy sent to the landowner, your own insurance company and where appropriate a formal report should be made to the Local Authority or HSE. See appendix D for more information.

Plan for a lost and found children’s point. This area should be supervised by appropriately trained and DBS vetted people.

Think about how to manage children and young or vulnerable adults who may take part in the event, who may have been dropped off by parents before the event starts or who have not been picked up or been left stranded after the event has finished.

Specific arrangements should be made to ensure disabled visitors have adequate facilities, parking and specific viewing areas and can safely enjoy the event. Also consider those who may need the help of a registered Assistance Dog.

Access for emergency vehicles to all areas should be maintained throughout the event. Contractors and/or performers vehicles and other traffic should be carefully managed to ensure segregation from pedestrians. It may be necessary to only permit vehicular access at specific times and not during the event itself. Separate entrances should be provided for vehicles and pedestrians with specific arrangements for emergency vehicle access. Car parking facilities will be required at most events and these will have to be stewarded. Consider where such facilities should be situated. For larger events, it will be worth considering the provision of taxi drop-off and pick-up points.

Unplanned and uncontrolled access and egress to a site can result in a serious accident. Traffic control both inside and outside the site should be discussed with the Highway Authority Engineers and the Police. Adequate signs and directions should be provided in prominent positions on the approaches to the entrances. If road closures, signs on the highway, traffic diversions and/or the placement of cones are required, then an application must be made for a traffic regulation order and/or approval from the Highways Authority.

Any functions that require a road closure or diversion may need a Road Closure Order from the relevant Highways Authority. You will need to allow at least 12 weeks. More detailed information at appendix F.

The local rail and bus companies should be advised of larger events to establish if existing services will be adequate.

All contractors should be vetted to ensure they are competent to undertake the tasks required of them. Wherever possible personal references should be obtained and followed up. Ask contractors for a copy of their safety policy and risk assessments, and satisfy yourself that they will perform the task safely. Where the functions they undertake are covered by safety certificates ensure you are provided with a validated copy. Always ask to see their public liability insurance certificate, which should provide a limit of indemnity of at least £5 million. Provide contractors with a copy of the event plan and arrange liaison meetings to ensure they will work within your specified parameters.

Ensure all performers have their own insurance and risk assessments and the same considerations will apply as for contractors. Where amateur performers are being used, discuss your detailed requirements with them well in advance and ensure they will comply with your health and safety rules and event plan.

Where electricity, gas or water is to be used, detailed arrangements must be made to ensure the facilities are safe. Event organisers, contractors and others using electrical equipment must do all that is reasonably practicable to ensure that electrical installations and equipment at an event are properly selected, installed and maintained so as not to cause death or injury.

All portable electrical appliances including extension leads etc. should be tested for electrical safety and a record kept. Any hired equipment should come with a certificate of electrical safety. Where events are taking place outside, use residual current circuit breakers and if possible step the power supply stepped down to 110 volts. All cables will have to be safely channelled to eliminate any electrical and tripping hazards. Potential hazards due to extreme weather should not be overlooked at outside events.

Portable gas supplies for cooking should be kept to a minimum and secured in designated areas away from the general public and sources of ignition. The same should apply to any fuel supplies for powered equipment or portable generators etc.

Generators should be suitably fenced or barriered against public access. Arrangements must also be made for their safe refuelling.

All these arrangements should be clearly shown on the site plan.

Electrical safety at places of entertainment

Drinking water must be potable and wholesome. There are strict requirements in relation to the storage of water, the materials used for fixtures and fittings and the installation and connection of a temporary supply. Therefore, guidance must the sought from a suitably qualified plumber. In addition, where water is taken from the mains supply, you should inform the local water authority so that they can ensure the integrity of their supply is not compromised and that the water is being distributed correctly.

For Affinity Water contact: [email protected]
For Thames Water contact: [email protected] or [email protected]
For Anglian Water contact: [email protected]

See The Purple Guide for guidance on food, drink and water provision.

Consider the implications on the event of extreme weather conditions.

• Will the event be cancelled?
• How will vehicles and pedestrians move around?
• Could specialist matting be hired in at short notice?
• Could the event be moved to an alternative inside venue?
• Where can patrons be moved if the site needs to be evacuated and they cannot access their possessions and vehicles?

This will involve pre-planning and may only be practical for small events.

Consider other scenarios, including crowd disturbance, terrorist threats and cancellation.

Arrangements will be needed for waste disposal and general waste clearance both during and after the event. Consideration needs to be given to the nature and size of your event, the types of waste that are likely to be generated both from the audience and concessionaires and the most appropriate type, location and emptying of waste receptacles. Individuals should be designated specific responsibilities for emptying waste bins and clearing the site. If you wish to discuss the use/hire of waste bins please contact the appropriate waste management teams (see Appendix B for contact details).

3 months’ notice is required to allow for the waste management team to check for stock availability and there could be a charge for the hire of the bins.

Set out the proposed timescale and give yourself as much time as possible to organise the event. You may need as much as 9 to 12 months planning. Some specialist advice may be required, and special permission could take time. You may need to allow time for licenses to be granted. The earlier planning commences the better, as a minimum you should allow 12 weeks. Do not forget the summer can be a busy time with hundreds of events taking place within your area.