Event planning

Event organisers have a general duty to ensure, so far as reasonably practicable, the health, safety and welfare of their visitors, employees, volunteers and spectators.

Effective planning is essential to delivering a safe event. It is important for event organisers to:

• prepare an Event Management Plan (EMP) and an Event Safety Plan (ESP)
• carry out a Risk Assessment
• implement control measures identified by the Risk Assessment

To support the review of events, you should submit documentation (EMPs, ESPs and Risk Assessments) to the relevant District or Borough Safety Advisory Group (SAG) as early as possible. This is to allow them sufficient time to review your documentation and provide comment. A SAG is a collection of organisations that have a function or interest in public safety (for example, the police) that come together to assess plans for events where there might be issues for public safety. SAGs are considered good practice and event organisers are encouraged to approach their local SAG for advice.

There are key elements that EMPs, ESPs and Risk Assessments should consider. This list is not exhaustive:

• Contingencies and emergency planning including extreme weather (rain, wind, heat, cold), terrorism and loss of staff
• Medical
• Communication
• Transport management
• Fire safety
• Crowd management
• Food, drink and water provision
• Safeguarding
• Infectious diseases

Extreme weather

It is important to prepare for all weather eventualities, including heat, cold, snow, rain and wind.

The Purple Guide contains helpful information on what to include in EMPs, ESPs and Risk Assessments.

For specific information on heat and cold for event organisers, refer to the UK Health Security Agency (UKHSA) Adverse Weather and Health Plan and the supporting guidance, specifically the Hot Weather and Health: Events and Mass Gatherings guidance.

Further information on how to cope in hot weather and sunscreen and sun safety is available from the NHS.

Public Health advice (including infectious diseases)

Public Health pack for Mass Events

Drug and alcohol advice

A briefing paper from the Hampshire County Council and Isle of Wight Council joint Public Health team on Preventing Harm from Drugs at Festivals.

More information

Visit your local District or Borough Council website for more information on planning an event.

You can get guidance from the Health and Safety Executive on planning a safe event and planning for incidents and emergencies.

Further information on event planning is available on the Events Industry Forum and Purple Guide websites.