Event Planning Guide

Introduction

This document has been produced to assist with the health and safety planning and considerations for events.

The purpose of this document is to provide guidance on considerations when arranging public events, no matter the size of the event itself. Although some guidance may be aimed towards larger events, all guidance should be considered and scaled accordingly.

This document has been produced using the guidance within The Purple Guide to Health, Safety, and Welfare at Music and Other Events – the industry standard for the management of Health and Safety at Events.

The Purple Guide to Health, Safety, and Welfare at Music and Other Events has replaced the original “Purple Guide” (HSG195), which was originally published by the Health and Safety Executive (HSE).

This document is not designed to replace risk assessments and thorough planning and is to be used in conjunction with existing documentation, e.g., an Event Safety Plan (see Appendix 2) and risk assessments, to ensure that the event is planned and managed with health, safety, and welfare in mind.

Following the guidance within this document will help to ensure compliance with health and safety legislation and good practice, as well as other legislation and good practice across the industry. 

An Event Notification Form should be submitted for review by the Safety Advisory Group at least 3 months before the event.

Please Note: While the document contains considerations that will help with complying with health, safety, and other legislation, it does not necessarily cover everything organisers need to do for a particular event.

Acronyms

• HSE – Health and Safety Executive
• HASAWA – Health and Safety at Work etc. Act 1974
• Purple Guide - The Purple Guide to Health, Safety, and Welfare at Music and Other Events
• SFARP – So far as is reasonably practicable

Applicable Legislation and Guidance

• The Purple Guide to Health, Safety and Welfare at Music and Other Events (The Purple Guide)
• The Guide to Safety at Sports Grounds (The Green Guide)
• Guidance on Running Events Safely (HSE)
• Health and Safety (Enforcing Authority) Regulations 1998
• Health and Safety at Work etc. Act 1974
• Management of Health and Safety at Work Regulations 1999
• Occupiers Liability Act 1957
• Occupier Liability Act 1984
• Regulatory Reform (Fire Safety) Order 2005
• Licensing Act 2003
• Construction Design and Management Regulations 2015
• Dangerous Substances and Explosive Atmospheres Regulations (DSEAR) 2002
• Fairgrounds and Amusement Parks: Guidance on Safe Practice (HSG175)
• MUTA / Performance Textiles Association
• Amusement Device Safety Council / ADIPS Ride Inspection Scheme
• Department for Environment, Food and Rural Affairs (DEFRA)

Event Hazzard Scoping Assessment

When planning an event, ensure that the Event Hazard Scoping Assessment (Appendix 1) has been completed. This will provide an overall risk rating for the event and will provide focus areas for the implementation of controls.

Event Health and Safety Organisational Structure

The “Purple Guide” recommends the following structure for managing health and safety at the event – this can be scaled up or down depending on the event requirements, with one person taking on multiple roles as necessary.

The Event Organiser has overall responsibility for managing the health and safety of an event but may receive additional support, advice, and guidance from:

• Safety Advisors,
• Site teams,
• Operations teams,
• Production teams and
• Medical Emergency Response teams.

Each of these teams should individually manage their own health and safety for their activities, but the Event Organiser must be aware of the processes and procedures in place, and ensure they are being followed.

Knowing the Event

Consideration must be given to:

Location (Venue and/or site)

What specific hazards does the location of the event present? E.g., cobblestones, overhead hazards, bodies of water etc.

Event Activities

What activities will be included within the event? E.g., fireworks, parades, food and drink vendors, sound stages, temporary structures, animals, and livestock etc. What is the event history? Has the event been held at this location previously? Were any issues identified?

Audience Profile

What kind of people will the event attract? What are the additional hazards brought by these people? Has the age profile of attendees been considered, e.g., children?

Crowd Numbers

How many attendees are to be expected/anticipated? Is the venue of a sufficient enough size to accommodate these numbers? Are additional facilities required i.e., toilets etc.? Will the crowd be static, or likely to move, e.g., dancing/swaying, multiple stages/points of interest etc.? How will attendee numbers be controlled? Will the event be ticketed, or public access? Will it be advertised on social media?

Length and Timing of Event

How long is the event scheduled to go on for? What time of day is it being held? What time of year? Are there any other events that may impact this event, such as protests? Have contingencies for weather been considered, e.g., inclement weather and gusts of wind? How will this be monitored?

Access and Egress

How will people get to, and leave, the event? Where are the potential pinch points? Are there enough routes in and out of the event area for use in the event of an emergency? Is there an adequate parking provision in place? How will the surrounding highways be impacted? Is a security presence required, e.g., stewarding, barriers, vehicle barriers? Is access and egress suitable for disabled persons, e.g., a designated drop-off and collection point?

Infrastructure 

Is the existing infrastructure well-maintained and capable of use for the event? E.g., if electricity is being provided, is there a valid fixed wire test? PAT test etc.? Are additional (portable) toilets required? Will generators be required? Is there adequate water supply? Are additional waste receptacles required? Can emergency vehicles, traders, and waste collection access the site?