Event planning guide

Structures

In this section you need to identify any temporary structures on your site, this may include anything from a small-scale gazebo to larger marques/ stages/ fairground rides or inflatables. The event plan must contain specific information regarding the structure such as fire retardancy certificate, structural calculations, method statements, risk assessments and wind speed limitations.  The structures need to be signed off for use by a competent person stating that structure conforms to current legislation/industry standards deemed necessary to make the structure safe.

*Our check list for inspection of sites by the event organiser/safety officer gives you some useful tips on what key things to look for before signing a structure off.

Event organisers may find it useful to present this information in the form of a matrix.

Sample structures matrix (Word doc, 23 KB)

Inflatables

If you are intending to have a slide, bouncy castle or some other inflatable structure at your event you should ask the supplier to provide the relevant risk assessment(s) that they have carried out. You should also have a copy of manufacturer's guidelines for installation and operation.

The safety of inflatable play devices not only depends on it design, but more on it safe operation, maintenance & inspection routines.

Safe Operation

Key points to look out for are:

• instability due to inadequate anchoring.
• instability due to winds in excess of the maximum safe wind speed specified for that structure.
• poor segregation of children; either overcrowding or lack of segregation with large more boisterous children and infants being allowed to use it at once.
• poor supervision, lack of attendants, children being allowed to bounce on the sides/front steps or climb the walls.
• a robust and recorded weather monitoring procedure
• details of the safe operation of play inflatables, including bouncy castles, can be found on the PIPA website or the HSE website

Maintenance and Inspection

There are two schemes for the inspection and certification of inflatable play devices, recommended by the HSE.  The Amusement Devices Inspection Procedure Scheme (ADIPS) and the Performance Inflatable Play Accreditation Scheme (PIPA). Generally, inflatables found at traditional fairgrounds and theme parks will have been tested under ADIPS while inflatables found at galas, fetes, hired for domestic parties etc tend to have been tested under PIPA. Both allow operators to comply with their duties under health and safety law.

If neither scheme has been used organisers would not be permitted to bring the structures on to Council land

An inflatable tested under either scheme should have a safety certificate issued by an independent examiner. Each certificate will have a unique number. If there is any doubt over the status of the certificate, it can be confirmed by checking the ADIPS website or in the case of PIPA by (i) checking the tag number of the device against the database on the PIPA website (ii) by phone on 0207 6189196.

Weather Monitoring/Management Plan

It is recommended that as event organiser you always check the weather forecast before and during the event where there are temporary structures.  As structures, weather conditions and location vary so much, the monitoring arrangements will need to consider each individual situation. Any procedures you put in place must take account of all event production elements rather than just the structure itself and should be put in place though the risk assessment process for each particular structure.

• When an anemometer (wind meter) is identified as being necessary it should be on site as soon as possible and must be monitored during the build-up and break down of the event and constantly when the weather conditions seem likely to be an issue.
• Those who have been given responsibility to use the wind meter must understand how it operates and where the most appropriate locations are to use it.
• Each type of structure should have its own specific wind/weather operating levels, trigger points and actions and this is the detail that would go in the matrix table above.
• Weather forecasts need to be monitored from the build point to the breakdown of the event.
• Other factors should also be taken into account such as:
  • the effect of rain on the ground and how this effects the anchorage points
  • lightning strikes on a structure
  • snow and the impact this has on the load capacity of the structure

Information should then be recorded on a weather monitoring form.

Sample weather monitoring and management plan (Word doc, 23 KB)

CDM and Events

The Construction Design Management Regulations (CDM) 2015 where brought in to improve the Management, Safety and Welfare of Construction Projects.

So why is this relevant to Events?

Under the guidance "Construction Projects" includes the erection of stages, marquees and all other temporary demountable structures as described above.

So as an Event Organiser what do you need to do?

You need to:

• provide pre event information to all contractors who are doing any 'construction work' for you on the site, this could include your marquee company or your stage builder. An example of the type of information you need to provide can be found at the end of this guidance note
• provide welfare facilities for staff and workers on the site, such as toilets and access to fresh water.
• make sure you coordinate the build phase of your event so contractors don't hinder each other and are able to carry out their element of the build safely.
• create yourself an Event Safety File, where you can keep all paperwork together, this should include:
  • Pre event information form
  • Site plans, including utility drawings if they are available
  • Your event manual
  • Risk Assessments
  • All insurances/3^rd party paperwork
  • Sign off sheets for any temporary demountable structures
  • Weather Management Plan

What should contractors provide in terms of paperwork?

1. A schedule with times and dates on the work programme
2. Site specific risk assessments
3. Health and Safety Policy/Method Statements
4. Structural design information including calculations
5. Copy of their up to date public liability and employee liability insurance

Pre-event information sheet - For contractors

We have written an example of what a Pre-event information sheet for contractors should include, with some notes to help you understand what each heading refers to.

View our example pre-event information sheet for contractors (Word doc, 58 KB)