Event planning guide

Just prior to the event a detailed safety check should be carried out. This should include the following:

Routes

Make sure your access and exit routes are clear and there is adequate circulation within the site. Pay particular attention to emergency routes

Inspections

A checklist is provided as an example of the things that should be checked. A walk through inspection of the site should be carried out just prior to, during and after the event to identify any potential hazards and to check out communications are working. You may want to carry out more than one inspection during the event. All defects should be noted and also the actions you have taken. These checklists should be kept for future reference.

Siting

Make sure that all facilities and attractions are correctly sited as detailed in your site plan. Paying particular attention to the distance between structures and appropriate fire gaps. Be certain that the first aid facilities, fire extinguishers and any cash collection boxes are in place. Check waste bins are in the most suitable locations.

Signage

Ensure adequate signage is displayed where necessary. This should include emergency exits, first aid points, information and lost children points and other welfare facilities such as toilets and drinking water.

Vehicles

Check that all contractors, performers and exhibitors vehicles have been removed from the site or parked in the designated area before the public are permitted to enter.

Structures

Ensure all staging, seating, marquees and lighting structures have been erected correctly and signed off by the appropriate person. That certification has been obtained from the relevant contractors as a record of this.

Barriers

Check that all barriers and other protection against hazards are securely in place and there is no risk of falling from staging or other facilities. 

Stewards

Make sure that all staff have arrived and are in their correct location. Ensure all stewards are wearing the correct clothing for easy identification.

Lighting

Check all lighting is working, including any emergency lighting.

Public information.

Make sure the public address system is working and can be heard in all areas. (if applicable).

Briefing

Check that all stewards and staff have been fully briefed and understand their responsibilities.