Most frequent questions and answers
The length and extent of the health and safety risk assessment is determined by the complexity of the venue, facilities or event. For a simple venue or event, a standard risk assessment is sufficient. This would take into account any risk factors , addressing specific issues that may arise day to day or at the event, that could endanger staff, guests and anyone else who could be impacted.
For complex scenarios, you may need a Safety Management Plan or a Safety File. You could also hire a Safety Advisor to ensure that all ideas are taken into account.
To manage risk, any exposures should be identified and analysed. Risk management techniques should be examined, an appropriate technique selected and implemented, and the results monitored.
Putting the right measures in place reduces or even eliminates risks, by identifying what could go wrong and putting a plan in place to prevent it from happening in the first place, within reason.
Every event safety plan needs an emergency evacuation plan, in case of a fire or any other emergency. Staff should be clear on what to do in case of emergency, who will be in charge, how others will be notified about the emergency (i.e. radio, mobile phones, coded messages), and who will make statements about the incident to the authorities and emergency services.
The safety manual should also include a contingency plan, which should be discussed with the emergency services. They should also be given a copy, and everything should be well-documented. For lesser emergencies, there needs to be a first aid kit (or several) on site too.
Where there are large crowds of people, safety can be compromised, so your event safety plan needs to include a way to control crowds. Examples of ways to manage the crowd may be using zoned entry (by ticket for large events), curfews if the event is multi-day, clear signage, and lighting.
Effective crowd control barriers need to be deployed throughout the event. This will help guide crowds through the event space and prevent unauthorized access to restricted areas.
Even the best events can be ruined by insufficient or badly managed parking. Any event, whether large or small, needs a reliable parking plan. How many cars will need to be parked, and traffic management both factor into how the parking will be managed for the duration of the event. Poorly-managed parking has the potential to frustrate and even injure guests and staff if any accidents occur.
Once an adequate event safety plan is in place, staff should be trained in all aspects of the safety procedures, including their specific roles at the event. This should take place well ahead of time, ensuring that all involved know what their roles are at what stage of the events. It will also ensure that they are aware of any risks they might be exposed to, at every step of the way. Well-trained staff are invaluable in the event of an emergency, and knowing how to follow a clear safety procedure if required, makes the event safer for all involved.
Event planners are responsible for ensuring the health and safety of employees where it’s reasonably possible – but if something happens that could not have been reasonably predicted, employers are absolved of responsibility. Providing the tools, training, safety measures and equipment to keep your staff safe at all times is of paramount importance.
A certificate of compliance is required for the following:
- Electrical connections from generators
- Gas installations
- Temporary structures
- Fire retardant certificates for draping
You will need to apply for a liquor license if there is any alcohol at your event. This includes welcome drinks, any sales, or open bars.