This Event Safety Plan Has Been Prepared to Assist with the Safe, Efficient Management

Provided by

Introduction

This Event Safety Plan has been prepared to assist with the safe, efficient management of [the event name], to be held at [the event location]on the [date of event]. The organisers accept their duty of care for the safety of the event; they will take all necessary precautions to ensure the safety of staff, volunteers, service-users, attendees and participants.

The organisers confirm they have taken recommendations from all Codes of Practice that might be deemed relevant to this event.

Event Details

Event Overview

The event comprises:[Outline details, timelines and other relevant information relating to the event]

The event will comprise an audience of: [Outline approximate numbers expected to attend]

Event Location

The event will be held at: [Outline details of the location of the event and any secondary or satellite sites]

Event Schedule and Timings

Date:
Start Time:
Finish Time:
Duration (hours):

Attendance Profile

The event audience will comprise: [Detail the demographics and target market for you event]

Event Management

Key Personnel

Title / Name
Organisers
Event Coordinator
Event Safety Advisor
Chief Steward
Emergency Services Coordinator
Radio Communications Coordinator
[Insert others as appropriate]

Responsibilities

The Organisers are ultimately responsible for the event and for the health and safety of all involved. They will ensure that the necessary support and resources are provided to the Event Coordinator.

The Event Coordinator will have overall responsibility on the day for all matters relating to the management of the event. This includes participation in consultation with authorities, briefings and training. The Event Coordinator will appoint a Chief Steward. It is the responsibility of the Event Coordinator to ensure that planned and adequate measures are in place to protect persons attending the event.

The Event Safety Advisor will provide advice and support to the Event Coordinator. The Event Coordinator will retain full control over the event, unless a serious emergency occurs and the Emergency Services take over control.

The Chief Steward will monitor the entrances to the venue throughout the event and will support the Event Coordinator in the management of emerging situations, including the management and control of Stewards if necessary. The Chief Steward has overall responsibility for the management and performance of Stewards.

Stewards’ primary roles is to ensure the safety of the public. They work under the direct instruction of the Chief Steward.

Steward Pre-event Briefing

All Stewards should have previous stewarding experience and all will attend a pre-event meeting. Stewards will be briefed on the expected attendance and any special requirements, all safety arrangements, emergency procedures, special contingencies and contact details and the deployment of Stewards and advice on any specific roles. Stewards will be issued with Hi-Vis Vests [include any other PPE, radios or other equipment as appropriate] at this briefing.

This meeting will be held on: [Details of Steward Pre-Event Briefing including time, location etc.]

Event Safety

Planning and Review

Event Planning Meetings will be held prior to the event, as per the following timeline:

Preliminary Meeting – [Insert date – e.g. 6 months before event]

Event Planning Meeting – [Insert date – e.g. 3 months before event]

Pre-event Meeting – [Insert date – e.g. 1 week before event]

Post-event Debrief – [Insert date – e.g. 2 weeks after event]

Crowd Management

[Provide details of how you will manage crowds and entrances exits, including details and locations of stewards etc.]

Traffic Management

[Provide details of how you will manage traffic, vehicles and parking, including details of entrances, exits, primary and secondary car parks, closed road, parking enforcement etc.]

Control and Communication

A Central Control Area will be the base for the Event Coordinator and all relevant resources and documentation will be stored there. The location of the Central Control Area is: [Insert details of location]. Access to this area is strictly restricted to the Event Coordinator, designated Stewards and the emergency services.

Communications Facilities

The Internal Communications facilities will include: [Insert details].

The External Communications facilities will include: [Insert details – think about other agencies involved and methods for communicating with the public and other stakeholders, including the media].

Information Point / Lost Children / Lost Property

[Provide details of these facilities. Remember that lost children stewards should be DBS checked].

Environmental Management

Sanitary Provision

[Insert details].

Acoustic Levels

[If relevant, insert details. Stewards may need PPE such as earplugs if working near speakers].

Litter and Rubbish

[Insert details including details of the clean-up operation].

Water Provision

[If relevant, insert details].

Temporary Structures

The following installations and temporary structures will be erected:

[List as appropriate].

Details of the design and structural details will be submitted to the Event Coordinator and Event Safety Advisor in advance of the event. The structure will be erected on the dayand later dismantled and removed by[insert details of contractors or team responsible].

[Further details on temporary structures including risk assessments, manufacturing specifications and limitations etc.]

Attendees with Disabilities

Access

We will do everything possible to ensure that disabled persons and wheelchair users can access the event location safely and without encountering obstacles or hazards.

[Provide details of provision for disabled attendees including access points and routes and any reserved areas for viewers or spectators with a disability]

Sanitary Facilities

[Insert details of disabled-access sanitary facilities]

Assistance

[Insert details of steward assistance for arriving, moving around and leaving. Also include details of the provision of support for disabled attendees in the event of an emergency]

Emergency Arrangements

Fire Safety

Firefighting equipment will be stored at: [Insert details]

Ambulance and First Aid

[Insert details of the ambulance and first aid arrangements including locations, a list of those qualified and if any external providers will be in attendance (such as St John) as, if so, a plan for coordination and escalation should be considered]

Emergency Procedures

In the event of an emergency, the Emergency Plan will be enacted by the Event Coordinator. The Emergency Plan details how to respond in the case of an emergency, including evacuation plans, steward support, control and communications and emergency services involvement. Only the Event Coordinator can declare an emergency and enact the plan. A copy is attached.

Appendix

Within your appendix you may consider attaching any or all of the following:

-Incident Report Form

-Contact names & numbers

-Names & numbers of first aid qualified stewards

-Stage/event layout, maps, routes etc.

-Risk assessments

-Emergency procedures

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