Event safety management plan

So you are now ready to start creating your Event Management Plan. This is a comprehensive document that outlines and gives details all the various activities of your event and who will be doing what on the day.

This will include contact details of your management team and all of the suppliers supporting and providing services to the event.

Further information and advice on this can be found using the Purple Guide to Health, Safety and Welfare at Outdoor Events.

We recommend that you use the Purple Guide and other guidelines and legislation throughout this process and refer to them when creating your plan. These are more comprehensive guides which will provide you with calculation tools and references to the current laws and legislation for public events in the UK.

Visit guidance and best practice documents for further information about legislation.

Contact Sheet

Create a contact sheet for all people who have responsibility for your event.

An indicative list may include:

• The Event Manager/Director
• The Health and Safety Manager
• The Organising Committee for the event
• The names and contact details for event suppliers - for example the:
  • Security and Stewarding company
  • Medical cover
  • Staging company
  • Electrical Generator company

Risk Assessment

You want everyone who attends your event to go home happy and healthy. One essential step to achieve this is to carry out and provide a written Risk Assessment.

The purpose of a Risk Assessment is to identify all hazards, assess the risks which may arise from those hazards and decide on suitable measures to eliminate or control the risks. Your Risk Assessment should include the Risk Assessments from your suppliers too.

Employers and the self-employed have a responsibility under the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999 as amended, to carry out Risk Assessments and have a written record of them.

For further information on Risk Assessment, visit the Health and Safety Executive.

Stewarding and Security

You need to make sure there are enough stewards to cover the size of the event. Staffing levels may differ, depending on some of the following factors:

• If the event is staged indoors or outdoors
• Weather conditions
• Sale of alcohol
• Timing of your event
• Types of entertainment
• Site characteristics
• Audience profile (e.g. children, vulnerable people, etc.)

The findings of your Risk Assessment will help you to decide the number of stewards necessary to manage the audience safely throughout the duration of the event.

The Purple Guide will help you calculate the legally expected numbers and level of experience required. It is recommended that a competent Crowd Safety/Security professional is engaged to assist with the assessment of risk and staff numbers for your event.

Small events may use volunteers as stewards; however, larger organised events will be expected to hire professional stewards. It is the organiser's responsibility to ensure that any steward employed has received appropriate training and has been briefed about their role.

All stewards must be easily identifiable and be provided with a written brief for their duties and responsibilities.

• Do you have enough staff to help get all your concessions, stallholders, artists and infrastructure suppliers onto the site safely and in time for the event opening?
• Do you have staff who are able to give information to your audience on arrival at the event?
• Do you have enough stewards and security to deal effectively with an unforeseen incident?
• Does your staff know how to safely direct the public away from danger if an accident happens?
• Are your staff suitably trained and qualified to carry out their role?

For large public events undoubtedly, you will require a certain level of security staff. You will need to calculate the level of staff you require, and the Purple Guide will help you do this.

The levels required will be determined by circumstances such as attendance of VIP's, high profile chart acts, the duration of the event, the presence of large amounts of money at the event or an onsite bar or allowing alcohol on site. It is recommended that a competent Crowd Safety/Security professional is engaged to assist with the assessment of risk and staff numbers for your event.

The Private Security Industry Act 2001, which is managed by the Security Industry Authority (SIA), regulates the Security industry and security personnel. Due to the implementation of the Act, organisers must employ security staff that are registered with the Security Industry Authority, more commonly referred to as SIA Security staff.

For further information regarding the Security Industry Act visit GOV.UK - Security Industry Authority.

Disclosure and Barring Service

If you were a member of the public and attending the event with your children you would expect that the children's workshop provider and entertainer had been checked as suitable for working with or supervising your child. As the event organiser it is your responsibility to check this has been carried out satisfactorily. This is for your own peace of mind and that of your audience.

If your event has planned activities for children then it is important that you have employed the services of reputable companies. If a person or organisation is taking supervisory responsibility for any children then it is vital that the staff have been checked by the Disclosure and Barring Service.

For further information visit GOV.UK - Disclosure and Barring Service. 

Evacuation

With your careful planning you will expect your event to go well and without any serious incident occurring. In the majority of cases this will be exactly how it will go. However, even with the best planning, circumstances beyond your control may impact on the event, such as the weather causing a temporary structure to collapse, a failed piece of equipment or a badly discarded cigarette causing a fire. Whilst all the work you do to create your event management plan will help minimise the worst happening, what would you do if something did go wrong?

Whenever a crowd of people is placed in a confined space (indoors or outdoors), a responsible event organiser will have an evacuation procedure in place in case something goes wrong. This will form part of your overall event safety management plan. Often, in the case of indoor events, the premises will already have an evacuation plan in place. However, it is less likely that these will already exist for an outdoor event, as each event is unique.

The evacuation plan involves all of your event team, especially you're stewarding and security team. In the event of an evacuation they will be your front line staff to guide and help members of the audience to a place of safety. Bear in mind that people within your audience may be affected by a range of disabilities, including epilepsy, impaired hearing, restricted mobility, visually impaired or have a medical injury etc.

You need to ensure that their requirements are included in your evacuation plan.

Public Liability Insurance

The purpose of Public Liability Insurance cover is to take care of your legal liabilities as an event organiser if something should go wrong. It will be expected that you obtain this ahead of your event.

Public Liability Insurance protects you in the event of an unforeseen occurrence and a member of your audience is harmed in some way through a trip, slip, fall or other accident. You must produce this before the event takes place and you should seek advice from a recognised insurance broker.

You should also consider that any equipment you hire is adequately insured against loss or damage. The minimum level of Public Liability Insurance cover for public events on council land is £5million.

Traffic Management

Events held on the Public Highway may require traffic management which could involve road closures or certain restrictions.

All traffic management proposals must be approved by the Highways Department of Preston City Council and Lancashire County Council, who will liaise with Lancashire Constabulary as and when appropriate. Therefore, it is important that you seek advice at the earliest possible planning stage, from the Highways Department to ensure provisions can be made.

Fire Safety

You should make sure that an appropriate Fire Risk Assessment has been completed for your event, and ensure that appropriate fire fighting equipment is available, and that staff are trained in its use. You should seek guidance from the Health and Safety Executive website, the Fire Service or the Purple Guide.

Medical Provision

Appropriate First Aid and medical provision should be provided for your event. Guidance should be sought from the Purple Guide and local statutory Ambulance Service.

When planning medical provision, you need to consider:

• Venue and location
• Audience Profile
• Weather
• Type of Event
• Planned Activities
• Expected Attendance Numbers and Profile

You must make sure that you make provision for emergency vehicle access and egress when planning your event layout.

• How would emergency vehicles access your event site and quickly get to where they are needed?
• Where will on site emergency service vehicles park?
• How will this be affected if the weather is bad?

Communication

Effective communication is essential for your event to run smoothly and safely. Stewards and organisers must communicate during the event. Likewise, organisers must communicate with staff working at the event.

The facility for at least one management focal point should be made available to provide joint communication between participating organisations. Communication with the public is as important as communication between event staff. This could be facilitated through a Public Address system. In the event of an evacuation, an effective means of communication must be available, this can form part of your evacuation plan.

Temporary Structures

Many events, large and small, require the installation of a temporary structure. Temporary structures can be anything from marquees and grandstands to stages and podiums. You should obtain appropriate safety documentation for your own purposes from the company providing the equipment, this must include:

• Risk Assessment
• Method Statement (Details of how the supplier will carry out their work)
• Current Public Liability Insurance
• Company Health and Safety Policy (from each of your suppliers)
• Certificate of Work Completion (this lets you know that everything has been installed correctly for the event)

Barriers

There are many different types of barriers, and each type serves a different purpose. Barriers can provide physical security, they can prevent people climbing onto equipment, they can be used to prevent the build-up of audience pressure, they can create arenas, they can be used for queuing etc.

You should always make sure that barriers are appropriate for their designated use. If you are unsure, you can seek advice from the supplier or the Council's Events Section.

It is the Event Organiser's responsibility to obtain copies of all appropriate safety documentation. Barriers must be erected in strict compliance with Health and Safety legislation.

Welfare Facilities

Welfare facilities should be reviewed to ensure that provision is adequate. Areas to consider include toilets, lost/found persons, food and drink, marquee cover, lighting etc.

It is expected that organisers will comply at all times with any regulations or laws laid down by statute. When using outdoor catering services, you must make sure that they are registered under the Food Safety Act 1990 and carry the appropriate Public Liability Insurance.

Toilets

To ensure everybody's wellbeing and comfort at outdoor events, organisers need to provide a suitable number of appropriate toilets. For example the number of toilets for a wedding event or corporate dinner would differ from that for a community event or music concert.

You will need to decide on an acceptable number for your event. Thought should also be made for any members of your audience who have disabilities and accessible toilets should be included at the event.

Your toilet supplier will be able to advise you on the types of toilets available and the numbers required for a public event. Guidance can be sought from the Purple Guide document on legal requirements.

PRS Licence

The Performance Rights Society (PRS) is a non-profit making membership organisation of composers, songwriters, authors and publishers of music of all styles. The function of the PRS is to collect royalties, on behalf of its members, from music users in the UK.

A PRS music licence is required by anyone using or intending to perform music (live, DJ, jukebox, TV, radio, etc.) in public and in venues.

It is the organiser's responsibility to obtain a PRS licence. Obtaining a PRS licence gives blanket coverage so that the licence holder does not have to seek individual clearance for every single piece of music used.

For further information and an application form, visit The Performance Rights Society website or telephone 0207 580 5544.

A PRS licence does not replace the need for a TEN or Premises Licence if the venue you want isn't already licensed.

Information for audience

Information is crucial at any event and so the Event Organiser must make provision for sufficient signage at the event venue.

You must pay particular attention to emergency exits, entrances and car parks.

All signage should be clearly visible, easily understood and lit in the dark. Any temporary direction or other signage on the public highway requires specific approval from the Highways Authority.

You should seek guidance from the Council's Highways Department at the earliest opportunity.

Sustainable Events

Sustainability is about making positive and lasting changes in the way we use natural and human resources to improve quality of life for all; now and in the future.

Waste management and recycling

At your event look to use a staffed recycling service to ensure you maximise recycling and/or look to re-use materials and goods you have purchased to help minimise waste which goes to land‑fill and maximise recycling at events.

Material and product use

Encourage all concessions to use bio-degradable or recyclable packaging for food and drink served at events. This significantly reduces the waste which goes to land‑fill, as these types of food and drink containers can be thrown directly into the food waste bins and will be used for compost.

Encourage all suppliers to minimise any packaging brought onto event locations, and ensure that materials and packaging is recycled or reused wherever possible. Make the concessions responsible for taking their own waste away with them.

Energy use

Look to use renewable energy sources to power your event, wherever practicable.

The use of recycled bio-diesel provides you with a cost effective green energy source and is available for many event generator suppliers now. Look also to provide a central power access to all concessions in order to maximise renewable energy usage at events.

Another positive impact is to look at low energy options for event lighting and stage equipment etc. This will reduce the amount of power needed at the event.

You can seek further guidance from the following sustainable event guide produced by the Department for Food and Rural Affairs (DEFRA).

All of Preston City Council events activity will be expected to adopt the sustainable environmental hierarchy of rethink, eliminate, reduce, re-use, recycle, and dispose (BS8901:2009 / DEFRA 2007).

Sustainable Development is defined as 'an enduring, balanced approach to economic activity, environmental responsibility and social progress'. (DEFRA 2007, LOCOG 2010).

Licensing

Licensing is a legal requirement for many types of public events.

The City Council's event locations (Markets and some Parks) have in place the relevant licences to cover public events, called a Premises Licence. As an event organiser you will be able to make use of the Council's Premises Licence although you will need to demonstrate to us how your event management plan will cover the four main licensing objectives.

Visit the council's licensing section for specific details of the council sites which are licenced.

The main licensing objectives are:

• The prevention of crime and disorder
• Public safety
• The prevention of public nuisance
• The protection of children from harm

If you chose to use a non-council venue, and the venue does not have in place a Premises Licence for your event activity then you will need to apply for one as the event organiser.

Under the provision of the Licensing Act 2003, the sale of alcohol, provision of public 'Regulated Entertainment', or late night refreshment (i.e. sale of hot food or hot drink) requires an appropriate licence. Please ensure you allow enough time to secure a Licence with the Licensing Authority.

Preston City Council are the Licensing Authority in this area. 'Regulated Entertainment' includes:

• Indoor sporting events
• Performance of plays
• Films
• Boxing or wrestling entertainment
• Live or recorded music
• Performance of dance or anything similar
• Provision of facilities for making music
• Provision of facilities for dancing

For smaller events which do not exceed 499 persons and which do not exceed 96 hours (i.e. four consecutive days) duration, you will be able to use a Temporary Event Notice. For events exceeding 499 people, you must obtain a Premises Licence.

As a general rule, you will be expected to submit your Temporary Event Notice no less than 10 working days before the event and for a Premises Licence 28 days before the event. However it is good practise to allow much more time than this to ensure your Licence is granted.

It is essential that you make early contact with the Council's Licensing section to establish whether an application is required. Fees will apply.

Further information on applying for licences can be found on the council website or contact the councils licensing department:

• Email: licensing@preston.gov.uk
• Telephone: 01772 906491