The Emergency Planning Unit
Prepare, Respond, Protect.
Are you organising a public event?
The Public Safety Advisory Group should be contacted to give advice on the safety requirements/aspects of organising an event.
Organisers of events need to be aware that a great deal of planning and organisation is required to run an event successfully, safely and in compliance with a wide range of legislation depending on the type of event and they must remember that, at all times, they are responsible for all aspects of an event.
Responsibility for the event can include seeking advice from a relevant authority or agency, risk assessment and the identification of those measure which will maintain the duty of care for both employers and attendees. On some occasions little or no emergency services or liaison will be required. For others, substantial resources may be necessary to fulfil traffic regulations, fire safety, medical cover and the maintenance of public orders.
We've compiled some general information to give organisers an idea of the issues they must take into account in planning a major event. Specialist advice is always available from the local authority in whose area the event is taking place and the relevant emergency services.
Guidance for Event Planners - click on the title to take you to further information
Ambulance Costs
Provision must be made for access to the site by emergency service vehicles. The identified route should not conflict with the routes the public would use to get in and out.
The Ambulance Service will normally want a one-way system that will allow their vehicles to arrive on site and leave without turning round.
Occasional Licences or Occasional Permissions will normally be required if it is intended to sell alcohol at an event. Advice may be obtained from the local Magistrates Court to which liquor licensing applications should be addressed.
Ambulance Trusts will seek to recover their costs if they are required to provide ambulance cover at the event. There is a matrix of charges that are applicable. If the services of St John Ambulance or Red Cross are provided as part of the agreement with the Ambulance Trust, the charges for their services will be included in the overall charges.
At any event, an effective means of communication is imperative to co-ordinate the activities of the officials. An event control point is recommended from where radio, telephone and public address facilities can be monitored and controlled.
Some events may need contingency plans to be written to provide such as bomb threats, fire or evacuation. Contingency plans follow a risk assessment by the organiser which is an exercise necessary to identify any potential hazards. Thereafter, measures must be introduced to remove or reduce the hazard.
You have a responsibility to develop contingency plans which will guide safe actions and procedures at times of crisis. These need to be considered in conjunction with the Emergency Services well before the event.
We require early notification of events to try to ensure that there are no clashes with other major events throughout the year. You should try give us at least six months notice. If a serious clash is identified, there are a number of implications including the absence of sufficient Emergency Services personnel and severe traffic congestion.
A public entertainment licence is required where any premises are used for the public performance of plays, dancing, music or other similar entertainment, including karaoke and discos. A combination of recorded sound and one or two 'live' performers playing at the same time also requires a public entertainment licence. In certain circumstances, a licence is required under the Local Government Misc Provisions Act 1982 (to be replaced by the LA 2003 effective from Nov 05) for premises which are used for private dancing, music or other similar entertainment which is profit-making. Outdoor events may also require a public entertainment licence.
The local council issue the licences and may attach a schedule of conditions imposing certain restrictions to ensure that local residents are not unnecessarily disturbed and to protect the health, safety and welfare of those attending the event.. Safety provisions including emergency access routes may also feature.
Noise associated with events can caused significant problems and event organisers are strongly advised to contact their local council's environmental health department if this is likely to be an issue.
In particular, any event that finishes after midnight (and in some areas even earlier) will require exceptional planning to prevent complaints being received and the possible intervention of environmental health officers. Some thought should also be given to the siting of potentially noisy equipment such as generators and compressors.
Fireworks displays are another issue and guidance can be obtained from fire safety officers. Generally, displays should start and finish as early as possible, and in most locations, the use of 'mortar shells' and similar high noise fireworks is not considered appropriate. If the event is to be held on or near a coastline, the Coastguard must be notified.
Catering and public health matters must be considered and the local council's environmental health officers will offer advice about specific requirements. Sanitary arrangements and the disposal of waste should be discussed with environmental health officers.