Event safety guide for event organisers

Consider any known issues relating to the venue you have chosen and their adequacy for the type and scale of proposed event:

• what are the fire hazards and is means of escape sufficient?
• how will your event impact on the local community?
• consider transport requirements and road closures.
• how will people travel there? Is there car parking? Alternative transport?
• is the venue suitable for the event and the attendees?
• is the venue covered by an appropriate licence/permission for the event?
• consider existing hazards, water hazards, overhead power lines etc.
• how will attendees and participants leave in an emergency?
• how will emergency services gain access?

You will be planning well in advance so although conditions at the time can’t be predicted there are a number of issues you can consider:

• the likely weather and ground conditions due to time of year
• how will you cope with extreme weather conditions at an outside event?
• the date and day of the week, schools, festivals and other known events
• the time of day - will people arrive in the light and leave after dark?
• does the time of the event impact on whether the activities taking place require a licence/permission to be obtained?
• how will the date and time affect or be affected by traffic congestion?
• your event should not clash with other major events in the area

You will need to consider the attitudes and abilities of the attendees at the event:

• what are the aims of the event?
• are there issues relating to groups likely to attend, such as young children, teenagers, the elderly or disabled?
• are specific facilities required to accommodate a range of abilities?
• are additional stewards required to ensure adequate safety standards?
• is additional space required for activities or respite?
• is there an increased risk of crime or antisocial behaviour?

Consider the activities planned:

• specific hazards such as animals or water sports
• how big is the event likely to be?
• will an entrance fee be charged at the gate?
• is a licence/permission required for the activities being planned?

Machinery and equipment associated with certain events brings its own hazards. Consider any equipment likely to be on site:

• will any specialist equipment such as cranes, cages, gantries etc. be used?
• will this equipment create a specific hazard?
• will it need barriers and if so does this affect the means of escape?
• who inspects stands and equipment?
• consider certificates of erection by a competent person

Consider the arrangements in place to prevent fire and the action/access arrangements in the event of fire. Formalise the fire safety risk assessments and agree a plan for your particular event with the Fire Service well in advance. Issues to consider may include:

• site layout
• tented structures
• means of escape
• fire-fighting equipment
• fire alarms
• lighting
• general fire safety
• training and availability of safety staff

See the risk assessments section for more information.

Fire safety guidance is available on the Bucks Fire website.

Fire safety guidance specific to open-air events and venues is also available.

Make your best estimate of the number of attendees, consider the event duration and assess the need for facilities and servicing.

• Consider sanitary facilities (refer to the event safety guide and minimum provision as laid out in BS 6465-1: 2006 + A1: 2009).
• All facilities will need to be checked for adequacy prior to and maintained during the event.
• Potable water supplies readily available for drinking water will be necessary.
• Facilities for dealing with waste water will be necessary.
• Consider adequacy and standards of any refreshment and other facilities.
• Provision also needs to be made for lost and found children, missing persons, baby changing and lost property.

As the event organiser you will need to carry out a medical risk assessment, taking into consideration such things as:

• how many people are expected (staff, audience, participants)
• who may need assistance (audience profile)
• activities taking place at the event and specific hazards
• what may cause their injury/illness (from severe weather to participation in extreme activities)
• how likely is the problem to occur (unlikely through to certain)
• how serious their injury/illness may be (minor through to death)
• what control measures may be used
• location, accesses and egress to site
• the site and permanent/temporary structures
• time of year
• health, safety and welfare issues including extreme conditions and crowds
• provision of adequate resources (eg first aiders, ambulances, paramedics) (refer to guidance in the Event Safety Guide and Guide to Safety at Sports Grounds)
• emergency medical provision should not rely on local emergency services. Doing so disrupts the emergency service provision for the wider community. (South Central Ambulance Service (SCAS) are not able to replace/back fill any equipment or supplies that have been used. In particular, SCAS are unable to exchange medical gases and some types of immobilisation equipment. Please ensure you have plenty of supplies available)
• the competency of the provider. People undertaking this role should be appropriately trained (see the first aid and medical cover section for more information)

You should find out what licences and permissions you are likely to require at an early stage and how far in advance you will need to apply.

Consider:

• alcohol sales and entertainment (Licensing Act 2003)
• road closures
• security staff (Securities Industry Act 2001)
• release of balloons and use of drones (Civil Aviation Authority)

Once you have a list, work out a timetable and how to apply, and apply early to avoid disappointment.

The Health and Safety Executive website includes lots of helpful resources for event organisers.

The National Outdoor Events Association website offers a Codes of Practice for Outdoor Events

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

Civil Aviation Authority: Displays and events | Civil Aviation Authority (caa.co.uk)

Find further links about event safety guidance, associations and organisations and event safety publications.