Organising a safe event

Introduction
First steps
Noise
When to hold an event
What are your aims?
Insurance
Site plan
Risk assessment of the site
Example risk assessment
Written risk assessment
Where to hold the event
Entertainment and selling alcohol
Food safety
Useful information
Contact information

Introduction

This information is not designed to tell you how to run your event but to provide general advice to help you when arranging it and to enable organisers to improve event safety.

An event could include:

• outdoor fairs
• fetes
• concerts
• beer festivals
• car boot fairs
• small indoor village barn dances
• craft shows
• street parties
• country fairs

Some of these events will require a Premises Licence or a Temporary Event Notice, others will not.

Ensuring safety is just as relevant for small indoor events such jumble sales, presentation or exhibitions for example held in church or village halls as it is for larger events.

The information here covers many of the areas that will need to be addressed when organising any event where members of public are to attend.

Please remember this information is only a guide and will not cover every area you might need to consider. If you require further advice please refer to the list of useful contact information provided.

First steps

Decide on the venue, the size and the content of the event and the date and times it will open; whether admission will be free, by pre-sold tickets or by payment at the gate; and estimate the approximate number and age ranges of the people expected to attend.

Ideally, start organising several months before the event. This will give time to carry out risk assessments and obtain specialist advice where necessary. It will also allow time for the statutory authorities for example local authority, police, fire and ambulance services and the voluntary organisations such as first aid societies to make their arrangements, especially if they need to attend the event. This is particularly important for events during Public Holidays, as it is likely that there may be several events taking place at the same time.

Organise a committee, no matter how small. Appoint an Event Manager who should be in overall charge of the event. You will need to have a safety officer. The safety officer and event manager may be the same person for smaller events.

Noise

Neighbours are more likely to be understanding if they are warned in advance. You may wish to invite them!

Do they work shifts or get up early for work?

Check the volume at the neighbours' boundary

If it's loud, turn it down

If the event is planned to go on after 11pm try to reduce the level of music by containing the noise, for example closing doors and windows. Where possible, put as much distance as possible between the noise source and any neighbouring properties as well as directing the speakers away from the properties.

For advice on minimising disturbance in particular noise contact the Environmental Protection Team on 01823 356339.

When to hold the event

The time of year could affect your event:

• Weather conditions
• Site conditions

To ease local travel you could consider:

• Day of the week
• Time of the day
• School Holidays

The summer is a busy time of the year with many events taking place. If you leave it too late many of the people you try to book may already be committed.

Give yourself as much time as possible!

What are your aims?

• What is the aim of your event?
• What food stalls, stands, attractions and displays do you want?
• Do the activities suit the main age range?
• How many people do you want to attend?
• Are there rides requiring specialist equipment?
• What and how many sanitary facilities do you need?
• Will the event require a Premises Licence or Temporary Event Notice?

Insurance

All events require public liability insurance that covers everyone on the site including employees, volunteers, performers and the public.

Site Plan

This can be a sketched plan, preferably to scale, showing the entire site, routes in and out for cars, people and emergency services. This plan can then be added to showing all the stalls, rides, attractions, arenas, and stages.

You need to remember that you, being the organiser, have a legal responsibility to ensure the health and safety of everyone that comes to your event including volunteers, helpers and contractors.

Risk Assessment of the Site

The site (whether an indoor purpose built venue or an outside area such as a park) must be risk assessed. All possible risks and hazards on the site should be identified, risk assessed and then appropriate action taken to reduce or remove the risk. The risks and hazards you are looking for could be water, power cables, wire fences, slopes, uneven ground, stones and trees (falling branches).

Example risk assessment

Written risk assessment

Make a short written assessment of each of the attractions and activities that make up the event. Identify all the possible hazards that could occur. Include all structures, machinery, equipment, lighting, electric cabling and dangerous substances for example, gas bottles and other fuels.

Some activity providers for example, bouncy castles, should be able to provide their own Written Risk Assessments. Ask them for a copy!

For guidance on carrying out Risk Assessments and for any additional information on any Health and Safety related matters contact the Health and Safety team on 01823 356340.

Where to hold the event

Is the venue you have chosen adequate for the proposed event?

Is it large enough for all the activities you have planned?

Are there any hazards on the site?

• Water hazards
• Overhead cables
• Wire fences
• Trees
• Contact with animal faecal matter from farm stock

Is it large enough for the numbers of expected people? Will there be sufficient room for stall holders, caterers, stage and bar? Is there enough room for car parking? (Allow 2.2 people for every car.)

Is the site suitable for the amount of vehicles attending the event?

Consider Disabled access, facilities and car parking.

Entertainment and selling alcohol

Will regulated entertainment be provided or the sale of alcohol take place? If so, the event is likely to require a Premises Licence or Temporary Event Notice (TEN) from the local authority. You may wish to consider approaching venues that already have the requisite licences. Contact the Licensing Team for further advice on 01823 356343.

Bear in mind that outdoor events can be costly to organise because you may need to provide site services such as toilets, catering, changing facilities and emergency lighting. If the event is ticketed you may also need to fence and steward the area.

Could the event affect the community and local area?

• Influx of people & car parking
• Suitability of the local roads
• Access routes for the emergency services
• Nuisance to local residences (Noise complaints)
  

Food safety

If you are not employing professional caterers, you must ensure any food you provide is safe to eat. There are high risks with providing large quantities of food without sufficient facilities. Poor food handling can lead to illness or in some cases death.

• Ask yourself:
• How can I do it safely?
• If I can't do it safely, should I be doing it?
• What are my responsibilities?

For information leaflets and general advice contact the Food Safety Team on 01823 356342.
We also organise food safety courses, which you may find useful to attend.

Useful information

Large events - frequently asked questions

Downloadable documents

Timetable for organising a safe event (49 KB)
Guide for organsing safe events (64 KB)
Licensing Policy revised draft 2007 (331 KB)

Contact information

The documents on this website can be downloaded and are published using the Adobe Portable Document Format (PDF) format.
To view or print these documents, Adobe's Acrobat PDF reader is required which can be downloaded from the Adobe Systems' website (external link).