The Emergency Planning Unit
Working to protect the public and the environment
Guidance for Event Planners - click on the title to take you to further information
Health and Safety Issues
Health and Safety legislation will apply to many events. The risks associated with an event should be assessed beforehand and the appropriate control measures put in place.
Organisers will always retain a duty of care to people working or visiting an event and safety must always be an important feature before, during and after an event.
Should you require further help contact your local council's environmental health department.
Specific attention should be paid to:
Alarm Systems - if your alarm systems, either intruder or fire, fail will they sound or be silent? If they become silent the people the systems are intended to protect will be at risk. If they sound, what are your evacuation procedures?
Lifts - if your premises have a lift, it may malfunction with people inside. What would you do?
Outdoor heating and lighting - if you are holding an event in a marquee, electric and gas installations must be safe. Electrical installations must be properly installed and be safe. Marquees should never be heated with gas fires or heaters with an exposed flame.
Door Staff - if you have door staff they must be properly trained and may have to comply with the local authority's requirements for training.
Any accident resulting from an act or omission (including a lack of training) could result in litigation against the organisers or action taken under legislation, for example the Health and Safety at Work Act, Fire Precautions, Workplace Regulations, etc.
Fire Safety
This aspect must receive serious consideration and your local fire safety officer can provide further guidance in this respect. An HMSO publication is available called The Guide to Fire Precautions in Existing Places of Entertainment and Like Premises (known as the Yellow Guide).
Safety Officer
Consideration should also be given to appointing an on-site safety co-ordinator whose role will include liaising with the emergency services and local council officers. A close working relationship (including radio communications) should be established between this person and the emergency service supervisors in attendance.
It is recommended that event organisers arrange insurance cover to indemnify them against civil litigation. This is referred to as public liability insurance and details can be obtained from any reputable insurance company.
It is worth noting that many local councils expect a minimum cover of £5m.
Careful thought must be given to the provision of on-site medical facilities and the need to use the Red Cross, St John Ambulance or the local ambulance service. This is your responsibility to arrange and guidance about the types and numbers of medical resources can be obtained from:
NHS Ambulance Trusts
HMSO Guide to Health, Safety and Welfare at Pop Concerts and Similar Events [referred to as the 'Purple Guide']
HMSO Guide to Safety at Sports Grounds (known as the Green Guide).
If large numbers of people are likely to use public transport to reach the venue, then the relevant bus and train companies should be contacted.
Adequate provision must be made for parking to avoid congestion on access roads. On-site parking is preferred but this needs to be effectively managed and the employment of private contractors should be considered.
Police resources are expensive and to avoid reducing our usual policing, we will seek to recover from you the cost of officers sent to special events. There are some exceptions and flexibilities, for example when special constables are employed but their numbers are limited. These will be discussed at an early stage of the planning process.
We will always endeavour to keep costs to a minimum but it would be sensible for organisers of large or commercial events to set aside funds for police resources.
Public safety and car park management within an event site are the responsibility of the organisers. Therefore, sufficient properly trained and equipped stewards and attendants must be provided.
At large events, the police will compile a statement of intent to identify the division of responsibilities between the police and the organiser and the command procedures necessary in the event of any emergency.
Events on the public highway are not encouraged but it is recognised that there are occasions when this is unavoidable. If the event requires a road closure, traffic diversions or the placement of "no waiting" cones, then application must be made for traffic regulation order from the local council. There is often a cost involved and at least three months notice is required. When such an order is sought, the local council will consult the police and, thereafter, there must be a clear understanding between the organiser and police as to who acquires, places and collects signs and equipment.
For large events it may be necessary for you to contact the AA or RAC to provide route signs. They require as much notice as possible and will make a charge. Both organisations have specific departments that deal with event signing and the police should receive a draft copy of the sign schedule to confirm acceptability.
Traffic direction on the public highway can only be undertaken by police officers or traffic wardens. It is illegal - and dangerous - for others to direct traffic on the road.
Traffic direction on private land within the site can be undertaken by anyone but persons under 18 years of age should not be used. All traffic controllers on a site should wear a brightly coloured, reflective tabard for their own safety.
Local television, radio and newspapers are a useful medium to advise the public of events, access routes and the potential for traffic congestion. You should think about those living and working in the area as well as those attending the event.
In some circumstances, the local council will authorise the display of information signs prior to the event to provide regular road users with the opportunity to find an alternative route.