Major Event Planning

Public safety considerations for planning major entertainment events.

1. Where Entertainment Events are planned for more than 500 people an Event Safety Plan should be produced.  This should follow the relevant guidance of the Health and Safety Executive and in particular their publication “The Event Safety Guide” – HSG 195 available from HSE Books – 01787 881165.

2. Consultation.  For Entertainments where the capacity will be between 500 and 3000 a copy of the Event Safety Plan should be sent at least 6 weeks prior to the event to:

a. Fylde Borough Council, Community Services, Licensing and Health and Safety Teams;
b. Lancashire Police
c. Lancashire Fire and Rescue Services
d. Lancashire Ambulance Services

3. Where events are proposed that more than 3000 may attend, a multi-agency meeting should be arranged to be held at least two months prior to the event.  Events for less than 3000 people where there are significant hazards may also require a multi-agent meeting.  Representatives of the above agencies should be invited to attend. An appendix outlining the issues for consideration at the meeting is attached. Prior to this meeting the draft Event Safety Plan and risk assessments should be circulated to these agencies.

The Event Safety Plan should include the following matters:

  • Event safety policy statement including a detailed hierarchical structure of safety responsibility
  • Details of event
  • Site safety plan
  • Emergency plan
  • Communications plan
  • Event safety risk assessment
  • Event fire risk assessment

and should also include appropriate consideration of:

  • Electrical safety
  • Access for the disabled / people with special needs / children
  • Toilet accommodation
  • Fire safety measures and evacuation procedures
  • Communications
  • Stewarding and crowd management
  • Parking and transport management
  • Waste facilities and disposal
  • Noise control
  • Use of pyrotechnics, fireworks and special effects
  • Management arrangements/task allocation
  • First aid
  • Site design/access for emergency services/contact points
  • Welfare facilities and location of key services

4. Suitably competent persons should be appointed as the Event Safety Adviser and the Event Manager.

5. Significant hazards should be subject to separate documented risk assessments that should relate to the Event Safety Plan.

6. Where stages or spectator stands are constructed / erected for the occasion, a completion safety certificate should be obtained from a suitably competent person.

7. An electrical safety certificate should be obtained for the electrical circuits installed and/or used for the event.  A suitably qualified electrician should be used such as a NICEIC registered contractor.  The certificate should include tests that demonstrate that the appropriate 30mAmp Residual Current Devices are in place and in working order.

8. Electrical Portable Appliance Test certificates should be available to demonstrate that any portable equipment used in the course of the event has been tested and passed as safe for use. Such certificates must be of current validity.

9. Toilet accommodation should be provide on the following scale:

  • For males – 1 WC per 600 males, plus 1 urinal per 175 males
  • For females – 1 WC per 120 females
  • Hand washing facilities – 1 per 5 WCs or urinals

Where Events have duration of more than 6 hours increased facilities should be provided as per the HSE “Event Safety Guide” mentioned in paragraph 1.

Further Health and Safety information may be obtained by contacting the Fylde Borough Council or phoning the HSE Infoline on 0845 354 550. The HSE website may assist.

The HSE publication “Managing crowds safely” may be of assistance and is available from HSE Books – 01787 881165.

Guidance on fire risk assessment and fire safety measures can be found on http://www.communities.gov.uk/fire/firesafety/firesafetylaw/aboutguides/ where the relevant guide should be studied, e.g. Open Air Events and Venues.

Firework safety guidance may be obtained from http://www.berr.gov.uk/fireworks/

1. The aim of the meeting.  The meeting should be lead by the event organiser as it is an opportunity for them to present their proposals and the draft documentation in support of it to the various interested statutory agencies. These agencies have an interest in giving guidance to ensure adequate safety and emergency planning are in place.

2. Identification of the roles played by the principal organisers.  e.g. Event Manager, Event Health and Safety Adviser etc.  Consideration as to the event programme of activities and the location.

3. Consideration of the organiser’s draft event safety plan.

4. Consideration of the organiser’s draft risk assessments.

5. In addition to detailed consideration of those issues outlined in the Guidance Note consideration will also be given to the following if they have not already been covered in the event safety plan/risk assessments:

  • Contact arrangements for key personnel – e.g. phone numbers.
  • Emergency planning and announcements.
  • First aid and welfare.
  • Venue stewards and the Security Industry Authority requirements.
  • Vetting of contractors.
  • Licensing Act 2003 issues e.g. Sale of alcohol, public entertainment, crime and disorder etc.
  • Personal protective equipment including hearing protection.
  • Use of a statement of intent agreement to confirm roles of parties involved.
  • Insurance

6. Other agencies not present who should be consulted.

7. Summary of any action required or advice given by agencies.

8. Dates of future meetings.

1.    Consider these factors during event safety planning meetings

People

  • Management team
  • Stewards
  • Other workers
  • Contractors
  • Volunteers
  • Expected crowd size
  • Crowd behaviour
  • Entry controls
  • Traffic control
  • Contingency plans

Event

  • Nature of event
  • Required space
  • Equipment needed incl. hire & use
  • Specialist activities & equipment
  • Build, operation & dismantling (timing & activities)
  • Animals
  • Children
  • Safety controls
  • Handling cash
  • Incidents
  • Contingency plans

Facilities

  • Toilets
  • First aid
  • Assembly points
  • Services
  • Disabled access
  • Information point
  • Lighting
  • Public address system
  • Litter & waste collection
  • Insurance
  • Contingency plans

Environment

  • Venue size & layout
  • Suitability
  • Ground conditions
  • Weather
  • Steps, slopes, uneven ground
  • Traffic routes
  • Parking
  • Emergency access
  • Local services
  • Contingency plans

2.    Assess health and safety risks.

3.    Eliminate or control risks.

4.    Develop contingency plans.

5.    Keep under review and revise if necessary.