Planning Event Safety

Who to contact prior...

Get in contact with the following people at an early stage of planning and keep them updated along the way. Their experience, advice and help will be invaluable.

Police

Contact the Police Station local to the site, and arrange to let them have details of the event in writing. Make sure you include the layout with entrances and exits marked and also how many people you are expecting. They will give advice and may assist with crowd control, public order, emergency access and local traffic management and parking. You might also get advice and assitance for local traffic management from your local authority.

Fire Brigade

Contact the Fire Safety Office local to the site. They will give you advice on fire safety matters, including how to call the emergency services and marshalling of spectators and traffic in emergency conditions.

They'll also advise you on local access for emergency vehicles and provision of on-site fire-precautionary and fire-fighting arrangements. Expect a site visit by their safety officers.

First Aid

Contact the St Johns Ambulance, British Red Cross or other voluntary first aid society. Arrange for them to attend and provide first aid cover. Remember, you may have to pay for this service.

Inform the statutory Ambulance Service for the area if yours is a large event. They will be responsible for establishing a casualty assessment centre in the event of a major incident and deciding the hospital to which any casualties will be taken.

Drug Awareness

If you are having the sort of event where large numbers of youths are expected, seriously consider having drug advisors and counsellors on hand. You should find local volunteer organisations who are willing to provide a presence. Site them next to your first aid point.

AA / RAC

These motoring organisations can assist in providing direction signs to your event. You may like to consider this option if you expect enough people to be travelling from outside the locality. You'll have to pay for this service, though.

Local Authority

Your local council is a good source of advice. You can get help from your council's various departments on the following:

• your duties under health and safety legislation, including carrying out risk assessments and emergency planning
• assistance from Local Authority CCTV (where installed) for event security and monitoring
• food hygiene - essential if food is going to be sold or prepared
• assistance with local traffic management arrangementst
• if goods are to be sold: trade descriptions, trade marks, counterfeiting, food quality, product safety
• if music is to be played: getting a public entertainment licence

Public Liability Insurance

As organisers you could be held legally liable for the costs or damages for any injuries and other mishaps that which may occur during the event.

You can get insurance via a public liability insurance policy. It is generally accepted that this insurance should cover you for a minimum of £2 million. For larger or riskier events you may need a greater level of cover. If you don't have this cover, any claim could be made against all the organisers and their private finances.

Insurance Claims

If the worst happens and someone is injured or property damaged, you must record full details of the incident and report it to your insurers without delay. If something happens, difficult as it may be, don't say sorry or admit liability as it may invalidate your cover.

Contractors' Insurance

If you are using specialist contractors, check that they've got their own public liability insurance and that they comply with any policy terms and conditions. If you're unsure, ask to see a copy of their policy.