Planning Event Safety

Let's get organised

Start getting your organisation together several months before the event - you'll find the best time is at the early stages of planning. This will give you time to carry out your risk assessments and obtain specialist advice where necessary.

It also gives the authorities (police, fire and ambulance services and the local authority) and the voluntary organisations (such first aid and drug awareness societies and so on) time to make their arrangements, especially if they need to attend the event. This is very important during the summer months when there may be several events taking place on the same day.

Organising Committee

Form a Committee, even if it's informal, with responsibility for the smooth and safe operation of the event. Don't go overboard, less is definitely more when it comes to committees :-)

Event Manager

One person should be in overall charge of the event.

Safety Officer

A suitably competent person should be appointed to act as the Safety Officer for the event with overall responsibility for safety matters (though overall responsibility for the event remains with the organising committee).This person should be trained or have experience or knowledge of safety matters appropriate for the event. You must take into account the size and nature of the event and the possible level of risks when selecting someone.

Someone with personal experience and knowledge may be adequate for a small indoor event. For large or complex events you may need professional help and advice. Some assistance may be available from your local authority

During the event the Safety Officer or a nominated deputy should:

• arrange for a check of the safety arrangements to be made before the event is opened, including that all firedoors are unlocked and access is unobstructed· be on site at all times
• be easily identifiable as the Safety Officer and in a known location such as the Control Room
• have the means to communicate with the people responsible for activating any part of the contingency arrangements
• not be engaged in any other duties that would detract from the rôle
• have the authority, if necessary, to close the event or part of it at any time
• monitor the continuing safety of the site throughout the event. Pay special attention to structures, barriers, electrical supplies, installations and other equipment provided. A specimen checklist is in the appendix.

Senior Steward

• If your event is large enough you may need one or more senior stewards. They should bring relevant qualifications and experience and will be invaluable when planning detail on the ground (stewards' duties are here).

Other Staff

• Everyone having a specific responsibility before, during and after the event should be named, have their responsibilities clearly identified and be appropriately trained.
• Everyone assisting during the course of the event should be properly instructed in their responsibilities and what action to take in the event of an emergency.
• The above should be confirmed in writing and minutes of all meetings should be recorded.