A GUIDE TO ORGANISING SAFE EVENTS

INTRODUCTION

There are many different types of public events that take place in Lisburn & Castlereagh City Council area every year. The nature of these events can range from sporting events to musical concerts, some taking place indoors, some outdoors, some are large and some small.

It is important to remember that when large groups of people gather together a wide range of dangerous situations can occur so it is imperative that proper planning and organising is implemented to help reduce or if possible eliminate these dangers.

As an event organiser you are responsible for and have a legal duty to ensure the health, safety and well-being of the people attending your event, as well as that of the employees, contractors and sub-contractors working there.

Many public events are not covered by the strict controls that govern sporting events and often take place without consultation with the local Council or emergency services where safety advice is readily available.

Lisburn & Castlereagh City Council together with other statutory organisations including the emergency services, have combined their resources to address this issue.

Following concerns regarding improper management of public events we have formed a Safety Advisory Group (SAG). This group provides a forum for Council and the emergency services to discuss ways in which those events not covered by existing legal arrangements for registration or licensing, can take place in a safe manner. The group also encourages event organisers to take advantage of the safety advice available and make sure that public safety at their event is paramount.

The aims and objectives of a SAG are to provide the above information to event organisers and to promote and foster good working relationships with them, by compiling a comprehensive list of events occurring within the City Council area and to promote best practice, and to ensure that public safety is always in the minds of event organisers.

The information given by SAG is free and is in addition to any legal requirements or statutory guidance that may apply.

If SAG identifies public events that are likely to take place with the potential to compromise the safety of the people attending them, then the appropriate member organisation may have to take action to prevent such events from taking place, unless safety improvements are implemented.

As well as offering guidance to anyone organising a public event, SAG will endeavour to ensure that such assistance is consistent by encouraging a minimum standard of safety.

This guidance explains what to do if you are organising a public event – the guidance is applicable to a wide range of events including fairs, shows, fetes, pop concerts, air shows, motor sports, firework displays and religious events, all of which take place in Lisburn City Council area every year. The guidance can be applied equally to both licensed and non-licensed events. It is not a substitute for existing technical guidance documents. It should, however, be read in conjunction with them and a list can be found at the end of this document. This guide also contains safety checklists that can be used to guide you when organising general events.

The information contained in this booklet is designed to guide you towards the safe planning of a wide range of events. It promotes multi-agency discussion and involvement in the principles of the ‘SAG’ as a means of achieving a safe event. In addition you should contact the SAG where you will be able to take advantage of the expertise available and obtain detailed specific advice on any outstanding issues that you may have.

Typical examples of events include:

Public Events, including Council events e.g. Halloween, Christmas switch on, Mayors Parade

Agricultural shows, horse shows, machinery shows, Country fairs

Sporting events – motorsports, horse racing

Open air concerts and music festivals

Fetes, Fairs

Fireworks Displays

Car boot sales

Charity fundraising events

Trade Shows

Large scale religious events

Processions

By concentrating on the principles of good safety planning, we hope to give you as the organiser a head start, even if you later need more specialist advice from other places.

Remember that this is only a guide.

RESPONSIBILITY

Please note that all events, even those in aid of charity, must comply with recognised safety standards.

You and your fellow organisers will be responsible under the law for the safety ofeveryone during all stages of the event, including your employees, members of the public and contractors on site.

You must comply with the Health and Safety at Work (Northern Ireland) Order 1978legislation and its accompanying Regulations.

PLANNING THE EVENT

First steps

Where. Make sure the venue you have chosen is adequate for the proposed event. Consider the impact on the local community, how easy it will be for people to get to the venue and any car parking requirements. Consider the suitability of the venue and any existing hazards which may be on the site such as water hazards, overhead or underground power lines etc. Consider whether or not emergency routes will be adequate.

When. Consider the time of year, the consequences of extreme weather conditions if it is an outdoor event. The day of the week and time will also need consideration regarding the nature of the event, noise and ease of travel etc. Consider the provision of lighting for evening events. The event should not clash with any other major events in the area.

Who. Identify the aims of the event. Are particular groups or types of people to be targeted such as young children, the elderly or disabled? If so specific facilities may be required to accommodate them or additional stewards to ensure adequate safety standards are maintained.

What. Decide on the type of activities to be held. Will there be any specific hazards such as animals? Try to establish the size of the proposed event and whether or not an entrance fee will be charged by pre-sold tickets or by payment on the gate.

Specialist Equipment. Will the activities require the use of any specialist equipment such as bouncy castles etc.? If so, does this equipment pose any specific hazards? Some equipment may require certificates of erection by a competent person.

Welfare arrangements. Estimate the number of staff and attendees to the event and consider its duration. Toilets will need to be checked for adequacy and maintained during the event. The provision of drinking water will be necessary. Depending upon the scale of the event, refreshments and other facilities may be required. Provision also needs to be made for lost and found children, missing persons, baby changing and lost property.

Emergency Planning. In addition to carrying out risk assessments on the attractions and activities to be provided at the event, you must also consider what could go wrong on the day and draw up a Contingency Plan to deal with each emergency or contingency.

This written plan should include details of what you intend to do in the event of an emergency such as a fire, accident, crowd disturbance, adverse and inclement weather, the need to evacuate the site, etc.

WHO TO CONTACT

You should contact the following people at an early stage of the planning your event and, if necessary keep in touch with them as your plans proceed. Their experience and advice/help may be invaluable:

Local Authority Environmental Health Department

Contact Lisburn & Castlereagh City Council’s Environmental Health (02892509411) for advice about:-

  • The Safety Advisory Group (SAG ) – you need to make an application to the SAG
  • Your duties under health and safety legislation, including carrying out risk assessments and emergency planning
  • Food hygiene, if food is going to be sold or prepared
  • The need for a public entertainment licence, i.e., where the event includes a music concert
  • To assist with emergency planning

PSNI

Contact the Police Station local to the site, and confirm the details of the event in writing, including layout, with entrances/exits, and the number of people expected. They will give advice and may assist with crowd control; public order; emergency access; local traffic management and parking and for application of a liquor licence.

Fire Brigade

Contact the Northern Ireland Fire and Rescue Service local to the site. They will give advice on fire safety matters, including how the emergency services will be called; marshalling of spectators and traffic in emergency conditions; local access for emergency vehicles and provision of on-site fire-precautionary and fire-fighting arrangements.

First Aid Medical Provisions. As the Event organiser,you will need to carry out a medical risk assessment, taking into consideration such things as the activities, the numbers, types and age groups attending, access and egress, the site and structures, health safety and welfare issues.

Where necessary the organisation you choose (e.g. St John Ambulance, British Red Cross, Order of Malta or other voluntary First Aid society) must be competent, well trained and able to meets the demands of the event.

Medical provision for the event should not rely upon the normal provision made by the statutory NHS Ambulance Service for use by the General Public (i.e. “999” system). The Northern Ireland Ambulance Service (NIAS) for the area should be informed of large events. They will be responsible for establishing a triage (casualty assessment) centre in the event of a major incident and deciding the hospital to which any casualties will be taken.

Further advice can be sought from the Northern Ireland Ambulance Service 028 90444000.

Public Liability Insurance

The organisers could be held legally liable for the costs or damages for any injuries, etc., which may occur during the event.

You can insure this risk via a public liability insurance policy. It is recommended that this insurance be arranged with a minimum limit of indemnity of 2 million. In many instances, a greater level of cover may be needed. If you do not have this cover, any claim could be made against all the organisers and their private finances.

Contractors Insurance

Where organisers are using specialist contractors, they should check that the contractor has their own public liability insurance and that the contractor complies with any policy terms and conditions. If necessary, ask to see a copy of their policy.

Insurance Claims

In the event of any injury or damage to property, full details of the incident must be written down, and the matter must be reported to your insurers without delay. If something happens, do not admit liability as it may invalidate your cover.

ASSESSING THE RISKS

To meet the legal requirements you must carry out a 'risk assessment' to:

  • Identify all possible hazards (anything that could cause harm to anyone) of each attraction and/or activities that make up the event. Remember any materials, structures or machinery on or around the site that might add risk to the event, such as ladders, water features, gas or other fuel containers, etc.
  • Decide who might be harmed and how;
  • Check the risks (the likelihood and effects of a hazard happening) and decide on the action you will take to minimise the risks;
  • Work out how you will put your planned action into practice and keep a written record of your plans (a safety manual).

The following is a list of attractions/activities, which should have a writtenassessment:

• Bouncy castles and children’s amusement rides

• Karting and fairground equipment

• Bungee jumping and climbing walls

• Stands or stalls

• Displays and parades involving animals, vehicles, fireworks, flames, special

Effects - each attraction/activity will have its own special hazards, which should be identified so that comprehensive safety precautions can be prepared. Entertainment such as concerts/performances/dancing/laser and/or fireworks displays will present hazards that require specialised guidance.

Ask anyonesupplying and/or operating attractions/activities and/or equipment to provide youwith their own written risk assessments and include these with your assessments.

The completed assessments will form the safety manual for the event. This is evidencethat you and your fellow organisers have taken all reasonable precautions for a safeevent.

An example of risk assessments and template forms can be found at

Further advice can be obtained from Lisburn City Council Environmental Health Department Tel 028 92509250.

ORGANISATION

Start organising several months before the event. This will give you time to carry outyour risk assessments and obtain specialist advice where necessary.

It will also allow time for the statutory authorities (i.e., police, fire and ambulanceservices and local authority) and the voluntary organisations (i.e., first aid, etc,)to make their arrangements, especially if they need to attend the event. This isimportant when there may be several events taking place onthe same day.

Complete an application form for Lisburn City Councils Safety Advisory Group – Available on this website and return to . You may then be invited to attend the SAG to discuss your event.

Organising Committee

  • Form a Committee, no matter how informal, with responsibility for the smoothand safe operation of the event.

Event Manager

  • One person, with suitable experience should be in overall charge of the event.

Safety Officer

  • A suitably competent person should be appointed to act as the Safety Officer forthe event with overall responsibility for safety matters (though overallresponsibility for the event remains with the organising committee).
  • This person should be suitably trained and/or have experience or knowledge of safetymatters appropriate for the event having regard to the size and nature of the event andthe possible level of risks,

Personal experience and knowledge may be adequate for a small indoor event.

For large and/or complex events, you may need professional help and advice.

Some assistance may be available from the local authority.

During the event, the Safety Officer or a nominated deputy should-

  • be on site, easily identifiable as the Safety Officer and in a known location (i.e. the Control Room);
  • not be engaged in any other duties or activities which would prevent thisresponsibility being carried out;
  • have the means to communicate with the people responsible for activating anypart of the contingency arrangements;
  • have the authority, if necessary, to close the event or part of it at any time, and
  • Arrange for a check of the safety arrangements to be made before the event isopened and for monitoring the continuing safety of the site throughout the event,including structures, barriers, electrical supplies and installations or otherequipment provided.
  • Everyone having a specific responsibility before, during and after the eventshould be named, have their responsibilities clearly identified and beappropriately trained.
  • Everyone assisting during the course of the event should be properly instructedin their responsibilities and what action to take in the event of an emergency.

The Plan should include:

  • the action to be taken in the case of any of these emergencies occurring;
  • who will take that action;
  • How you will let the right, people know about the emergency. (This may includethe use of coded messages), and
  • a clear statement of the stage during an incident when control is transferred fromthe Safety Officer to the emergency services. It is important that your Contingency Plan is discussed and agreed with the emergencyservices.

SITE PREPARATION and FACILITIES

The following examples identify some of the hazards likely to require consideration inthe choice and preparation of the site and the activities to take place and givesguidance on how to eliminate them:

The Site

  • The site should be big enough for all the activities planned.
  • For all events there must be plenty of space for the public to move around stalls;rides; performance/stage, arena/exhibition areas, etc, and to have unobstructedroutes to exits. This is especially important at indoor events to preventstalls/goods obstructing exit routes and doors

You should:

  • Prepare a sketch plan of the site, preferably to scale, showing the position of allthe activities/attractions, circulation routes and exits. This drawing should beupdated if your plans change and copies of the final version be available at theevent
  • Have enough exits for a mass orderly evacuation of the site
  • Have entrances and exits identified for emergency vehicles. These should beagreed with the emergency services bearing in mind the size and weight of theirappliances

Condition of Outdoor Site