Planning an Event in Runnymede?
Runnymede will expect any hirer or event planner in the county to demonstrate a commitment and well informed plan for hosting a safe and trouble free event. Events that we deem to be lacking in forethought or planning for safety can be cancelled or we can refuse the hire of RBC premises or land.
An event plan will assist the management of your event in the upcoming months. It will set everything you are doing in writing for all to see. This is where you can easily demonstrate that you are looking after the safety of all at your event.
The following is a suggestion of topics that would go into your event plan. A typical table of contents would include these headings.
Nature of the event
Provide a description of your event: what will be happening, who it is aimed at, what is your purpose for running this event, what do you hope to achieve.
Event personnel roles and responsibilities
List out the roles each person will be filling. It helps everyone to know who is responsible for what part of the event. If your event will include hired personnel list them as well, especially if they will be involved in the safe running of your event. For example: hired security or stewarding company hired medical company / first aid, hired health & safety consultant, hired site manager, hired noise management consultant.
Planning and management
State how you plan to deliver a safe event. For instance, state whether your event is insured and if so, for how much.
State your intentions to carry out the event in accordance with legal requirements and safety regulations such as the Health & Safety at Work Act.
A typical way to talk about management is to break the event into three phases:
1. Event site build or pre-event preparation – getting ready
2. The event
3. Event site take-down or post event dispersal – returning things to normal.
State how you will approach each phase, including times and dates when you will start the build or finish the take down, how you will insure that each phase will be done safely, who is responsible for various areas during the build, the event and then take down.
Amusements, attractions and displays
List what will be happening at your event i.e. stages, workshops, processions, stalls, displays. Include anything that is being brought along to your event for the audience to view or participate in. Explain how you will ensure that all amusements attractions and displays will be safe.
Communications
Describe how you and the rest of the staff and crew will communicate with each other during the event. Depending on the scale and type of event it may be necessary to have radio communications in place, or in other events mobile phones may suffice. You also need to describe how you will communicate with the public and Police or Council officers in an emergency situation, e.g. by a PA system or via megaphones. They need to know where event features are located. Will you have an Information Point?
Fire safety
You will need to conduct a Fire Risk Assessment for the event and have a plan to manage any fire emergency or evacuation. The local Safety Advisory group will scrutinise the fire safety planning before the event. The event may also be subject to a visit from the local Fire safety officer for inspection purposes and advice.
Licensable activities
The sale of alcohol gambling, music and some forms of entertainment require authorisation.
You will need to ascertain whether you or the individuals carrying out the activity have the appropriate licence.
It is recommended that you contact the licensing section at an early stage to clarify your licensing requirements.
Toilets, refuse and waste plan
Describe how you plan to deal with the toilet needs of all staff, crew and public on the day. The HSE Event Safety Guide provides assistance to calculate the correct number of toilets. You will also need to look at the litter and waste generated by your event and how you will responsibly clear it from the event site. This should include any waste generated by catering stalls and market traders.
Transport management plan
Describe how you will deal with any vehicles involved with the event and if you will be appointing a traffic management company. Traffic could include contractors vehicles that need to come on site, staff or audience parking on the day. Will there be road closures involved with your event? Discuss when, where and how they will be carried out. Remember that if there are vehicles as part of your event, say in a procession or parade, you will need to manage safe movement through a group of pedestrians. The ISAN guide provides some good tips – refer to the guidance available.
Describe what means of transport the public will use to arrive and depart from your event. What plans have you made for vehicle parking or bicycle parking?
If your event includes the use of a road you will need to consider whether you need the road to be closed to normal traffic, in which case you will need to apply for a road closure order from the council. You will also need to consider how you will support the road closure. The police do not provide officers for this and you will need to have people in high visibility jackets at road closure points. If you are planning to have a procession on a road you will need to think how you will keep people safe. The police do not provide officers to help you control a procession but might be able to assist where there is a particularly difficult junction. In these circumstances it is advisable that you seek advice from the council and your local police team.
In dealing with such applications we consult with both the Police and SCC Highways and if there are concerns about highway safety or poor organisation, then the application will not be granted.
Crowd management plan
Describe how you will look at the number of people at your event. The HSE booklet „Managing Crowds Safely‟ will provide guidance. Where will people be entering and exiting your event site? How will you know if it gets too crowded? How will you control numbers to prevent this from happening? Where will the crowd move to in an emergency? Or if it rains heavily? What types of barriers will be used, where and what for? Do they need to take the force of a large crowd? Note a competent security firm will have experience of creating or adding to the event crowd management plans.
Noise management plan
Describe the types of sound you will have on site: live music, recordings, speech, generators, amusements, equipment. Who will be most affected by these sounds? Other than the event attendees, where are the closest residents or businesses? What hours will your event be taking place and producing sounds? If your event is in a noise sensitive site, you may need to consider monitoring the sound levels during your event. Consider testing your sounds pre-event. The Environmental Health Service Unit can help you decide what an acceptable sound level would be. They can explain elements of managing noise such as a background noise survey.
Medical, ambulance and first aid
Describe how you will look after any medical needs that may arise during your event. How will you see to it that people get the medical help they need? Don’t forget your crew and staff during the pre- and post- phases of your event. The HSE Event Safety Guide provides assistance to calculate the correct number of first aid provision.
Incidents and emergency planning
Describe how you will deal with any incidents. An ‘’incident‟ is something where you as the organisers must intervene. This could be something like social disorder, a fire, a theft, an injury. Some incidents are minor and you and your team – including your security, stewards and first aiders - can deal with them yourselves. Others are major and you may need to call in the police, fire and rescue or ambulance services. How will you evacuate the public from your event if there is a major incident? How will emergency vehicles enter and exit the event site? You should keep records of any incidents in case they lead to complications in the future.
Site security
Describe any stewarding, marshalling or security that will be involved with your event. What are the duties of your stewards, marshals or security and where will they be positioned? Will your event need any areas of potential danger or of privacy fenced in? The HSE Event Safety Guide provides assistance to calculate the correct number of security.
Missing persons and lost property
Describe how you will see to it that children who have become separated from their parents will be safely looked after. How will you react if a parent/ guardian tells you that their child has gone missing? How will you look after lost property that is handed in to you? How will you deal with people reporting items that have gone missing? Again, keeping records of these things will be important to a safe event.
Facilities for people with special needs
Describe how you will ensure that those with special needs are able to participate in your event. How is your event able to deal with those with mobility issues, those in a wheel chair, those with visual or hearing impairments or with a learning disability? Ensure you complete a Personal Emergency Evacuation Plan (PEEP) for persons covered under the Disability Discrimination Act (DDA).
Green issues and sustainability
Describe how your event will be in keeping with the Runnymede policies on green issues and sustainability. Will you be recycling? Using green products? Will you be sourcing any of your materials, contractors, activities or traders from local sources?
Your event may not need to include all of the topics listed above. Or there may be other topics you wish to include.
Remember that your event plan will be amended and changed as your plans become more firm. It’s a good idea to put a version number or a creation date on your documents so that everyone will know that they have the most up-to-date Event Plan to work from.
The event organiser is often the person who is legally responsible for the safety of the event. To meet with the approved codes of practice as outlined in the HSE publication “Successful Health and Safety Management - HSG65”, look at their recommended project plan and see how it has been adapted for event organisation.
Plan, Do, Check, Review
In the HSG 65 project plan as adapted for event organisers
Plan=Event management plan
Do=Organising and choosing competent contractors and providing them with the correct H&S information.
Managing= Briefings for all involved in event delivery. Keep copies and records of contractors, suppliers and performers safety documents and proof of insurance.
Measure Performance=On-site management and monitoring – sign-off sheets, keep emergency routes clear etc.
Audit=Have a debrief meeting to analyse the event
Review performance=Plan for the next event incorporating lessons learned
Time lines
It helps if you give your event planning a head start. A good lead-in time allows you to be well set for your event day.
Below is a time line, with suggestions as to what stage of your event plans should be taking place in the months and weeks leading to the event day. It does not include every aspect of event planning as your risk assessment should be used to identify areas of concern and planning. It also depends on the scale and content of your event.
Timeline Suggestion
9-18 Months before the event
Begin Planning; refer to Professional guidance or Purple Guide.
Define your event.
Organise your committee.
Find a venue/site.
Look into funding.
Investigate contractor’s costs (marquees, fencing, generators, etc.)
Do a first draft budget.
Complete and return your “Apply to hold an event on Council Land’’.
Apply for your licenses (TEN, Premises, Personal).
Agree and apply for any road closures and diversionary routes.
Apply for other permissions (PPL (music), PRS (music), CCA).
6-9 months before the event
Create a first draft event plan,
Create a site plan, risk assessments, site map.
Confirm that licence permissions have been granted.
Investigate and begin contacting your entertainment.
Begin hiring your contractors.
3-6 months before the event
Attend initial SAG meeting (if required).
Confirm and contract your contractors.
Contract your entertainment.
Continue to update and circulate your event plans and budgets with the latest information organise your insurance.
Begin marketing and advertising your event.
Arrange and confirm your concessions (traders, stalls and catering).
Apply for Special Treatment License (STL) if any. If there’s amplified music, consider how to control noise from your event.
2-3 months before the event
Recruit volunteers and select your professional security firm. Continue with publicity.