Event safety guide for event organisers

The vast 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 mobile organised crime groups seeking to take advantage of that relaxed atmosphere and unfamiliar location.

Organisers need to consider a wide range of offences that could affect their event, from thefts and cyber-crime to assaults (including sexual) and drug related offences.

Those attending events can also become victims of crime.

Make it clear who the official ticket distribution channels are and warn people of the risks of purchasing tickets from unauthorised sources. If organisers come across unauthorised distributors, or potentially fake websites selling tickets, they should report them to the Action Fraud Team.

Websites, tickets, and other methods of event information should give clear instructions about what is unacceptable on site in terms of behaviour and also what items will not be permitted on the site. This will not only include articles that are legally unlawful to possess but also ‘legal highs’, alcohol, flares, fire-based wind lanterns, fireworks, glass etc. Warn customers of the consequences prior to entry (i.e., that items will be confiscated, and entry refused).

Make sure arrangements are confirmed for the safe storage and disposal of unlawful and dangerous items that are found. This should include arrangements with local police in relation to any drugs or weapons.

If a security provider is to be contracted for an event, ensure they are suitably experienced with the type of event being organised. They should have an understanding of how to deal with victims of crime, scene preservation and witnesses.

Clear systems should be in place to enable the public to report crimes or suspicious incidents. Very often, important information is not captured as people are unaware of where they should report such issues.

Those working on site should be provided with details of how to report any crimes or suspicious behaviour (including vehicles), this will enable prompt action to be taken if there is an issue. Incidents should be reported to Thames Valley Police on 101 (or by calling 999 in an emergency).

The most common crime at events is theft, ranging from pickpocketing and items being taken from tents to employee pilfering. It is important to understand the risks in order to tackle these problems.

For example, the type of performances given by some artists can make it an easier environment for pickpockets. Likewise, a poorly designed campsite with insufficient stewarding, security provision and lighting, can make it easy for criminals to target this area, particularly on the opening nights when people are likely to have more cash on them and be unfamiliar with their neighbours in the campsite.

Consideration should be given to providing safe storage facilities for customers and enhanced security around ticket collection points, cash withdrawal facilities and any areas with high value assets.

In addition to protecting your customers from online ticket fraud, you should also consider the potential for cybercrime on your site. Some events have adopted cashless systems of payment which aims to reduce crime by encouraging individuals to bring less cash to events.

The “contactless” payment methods are also increasing and as such technology aimed at stealing data from bank cards has also been developed. It is important that your security provider/staff are aware of the types of devices that may be used for this type of crime.

As some of the audience may attempt to bring prohibited substances onto the site, or buy them during the event, it is important that organisers understand their legal responsibilities in this area and are able to demonstrate that they have addressed these issues if there is a risk of this occurring.

There is generally little disorder reported at festivals and events, but organisers need to be aware that disorder is often caused by excess alcohol consumption. It is important to understand the licensing laws and ensure that bar staff know their responsibilities under the Licensing Act. In addition, organisers need to understand the audience profile of the artists that have been booked and whether there is any history of disorder or alcohol problems with the crowds they attract.

Particular attention needs to be paid to any young or vulnerable people who may be having alcohol provided to them by older individuals or groups. Security should be informed of any such incidents to ensure the welfare of the young and vulnerable.

If children, young people, or vulnerable adults are likely to be present, systems need to be put in place for safeguarding them should they become separated from their friends, carers or family. Consider also how to manage young people who may be dropped off with no responsible adult on site, this may sometimes be many hours before the event making them vulnerable whilst still waiting to enter the site.

Fortunately, sexual offences are still relatively rare at festivals and events. However, there has been a recent increase in reports 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. This should be discussed in advance with the security and welfare services on site. Staff should be vigilante for signs of anyone who appears to be intoxicated and with people they may not have arrived with. Matters such as victim welfare must be considered as well as communication with the local police force.

For larger events, local bus companies, train providers, taxi firms and coach transporters could be approached to identify how their services can support in reducing the risk of sexual and violent offences taking place. In addition, the event organiser could look at how to ensure that drop off and collection points for taxis and lifts home are accessible, well lit, well sign posted for all, and not isolated, so that event attendees feel safe when waiting for transportation from the site.

Consideration could be given to the use of a Taxi Marshall to manage the queue and ensure only legitimate taxi pick-ups are made, by licenced vehicles, along with what provisions could be put in place for those who have, for example, missed the last train, become separated from their friends, or lost their telephone.

Consider the provision of a free phone charging point, along with stewards / security personnel carrying mobile charging banks to assist those who are stranded and vulnerable.

Event organisers should be responsible for the due diligence on gender representation and background checks for event staff such as security guards, in order to reduce the risk of harm from those in positions of trust at the event.

Tips and advice on keeping yourself protected from crime.

For support regarding a sexual assault, or to report a sexual offence.

Find free emotional and practical support to all victims and witnesses of crime on the Victims First website.

Reducing the Risk provides details of support services and advice for anyone experiencing domestic abuse.

Drink Aware provides information to help you make informed decisions about the effects of alcohol on your life and lifestyle.

Talk to FRANK provides friendly, confidential drug advice.

Buckinghamshire Domestic Abuse Partnership provides information for victims and professionals.

View advice on protecting the vulnerable or reporting abuse.

View guidance on precautions people can take to avoid being the victim of crime on the Festival Safe website.