The success of the event will depend on how well the event planning team carries out their allocated tasks before and during the event.
The event is a thing that happens or takes place, especially one of importance or it may be termed as a planned public or social occasion which has significant occurrence.
What Elements Must Be Considered Before You Start Planning an Event?
There are so many points every event planner should know when going for organizing an event:
1. Establish an Event Committee
To identify specific responsibilities for all event planning committee members.
One person should be identified as the event manager and be responsible for liaison with other organizations such as the local authority and emergency services.
One person, with suitable experience, should be given overall responsibility for health and safety (the competent person) and another person co-ordination and supervision of stewards.
This committee should be in operation both prior, during, and immediately after the event.
Related: How to Create an Events Planning Team.
Contact the relevant agencies that can assist you and ask them for advice
3. Site Plan
Draw out a site plan identifying the position of all the intended attractions and facilities.
Plan out and designate the entrance and exit points, circulation routes, vehicle access, and emergency evacuation paths.
A grid applied to this plan can help communicate locations to persons not familiar with the event location.
4. Emergency Plan
A formal plan should be established to deal with any emergency situations, which may arise during the event.
The complexity of this will depend upon the size and nature of the event itself.
A simple easy to follow plan will be acceptable for a small event.
You may have to liaise with the emergency services, local hospitals, and the local authority emergency planning officer and create a planning team to consider all potential major incidents and how you would deal with them.
You will also need to consider who will manage the emergency and liaise with the Emergency Services should an emergency occur.
You will also need to ensure that all those involved in the event are aware of the Emergency plan and what to do.
The Safety Advisory Group may organize a tabletop exercise to test your Emergency plan prior to the Event.
5. Temporary Structures
Many events will require temporary structures such as staging, tents, marquees, stalls, etc.
Decide where this equipment is to be obtained who will erect I and what safety checks will be required.
The location of any such structures should be identified on the site plan.
Consider whether barriers will be required to protect the public against specific hazards such as moving machinery, barbecues, vehicles, and any other dangerous displays, etc.
In some cases, barriers will need to have specified safety loadings dependent upon the number of people likely to attend.
Temporary structures should only be obtained from experienced suppliers.
The standards for lighting. Contractors should be asked to provide the risk assessments associated with their work, for inclusion in the event management plan.
Ensure that all caterers have been licensed by their local authority and that they will be sensibly positioned such as away from children’s activity areas and near to water supplies etc.
Provide a list of all food providers to environmental health services.
Adequate space should be left between catering facilities to prevent any risk of fire spread.
Stewards at larger events must be fully briefed on all aspects of the event including crowd control and emergency arrangements.
Written instructions. Site plans and checklist should be provided to them.
It is important that the public can easily identify stewards by wearing high visibility jackets and that they can effectively communicate with each other.
Their supervisor, the person responsible for health and safety, and the event manager.
- All stewards should be properly trained and competent, as they will need to be constantly on the lookout for hazards, which could develop during the event. they may also be required to guide vehicles, clear emergency exits, and sort out any behavioral problems.
- Specific training should be provided for basic first aid assistance and fire fighting.
- Depending on their duties stewards should have personal protective clothing such as hats, boots, gloves, or coats as determined by the risk assessment. For evening events, they may need to be issued with torches at all-day events, duty rotas will be required.
- In order to direct traffic on a road at a pre-planned event, a road closure order must be obtained from the local authority. once this is obtained. Stewards or marshals may direct traffic within the road closure subject to the appropriate risk assessments and precautions being taken. Stewards have no authority to direct traffic outside of the road closure. All this should form part of the traffic management plan.
8. Crowds Management
The types of events and the numbers attending will determine the measures needed.
Consideration will need to be given to the number and positioning of barriers, and the provision of a public address system.
9. Number Attending
The maximum number of people the event can safely hold must be established.
This may be reduced dependent upon the activities being planned.
The number of people attending the event may have to be counted to prevent overcrowding.
Remember that one particular attraction may draw a large number of visitors. It will also be necessary to establish a crowd profile to assist in stewarding and crowd control.
10. Lost and Found Children
It will be necessary to establish a lost and found children’s point.
This area should be supervised by appropriately trained people (Police Criminal Records bureau Checked).
11. Provision for those with Special Needs
Specific arrangements should be made to ensure disabled visitors have adequate facilities, parking, and specific viewing areas and can safely enjoy the event.
Depending upon the nature of the event, specific security arrangements may be necessary, including arrangements for securing property overnight.
Cash collection should be planned to ensure this is kept to a minimum at collection points and that regular collection is made to a secure area.
Following your risk assessment, stewards, or helpers collection cash may require money belts or other carrying facilities.
Counting and banking arrangements should be given careful consideration.
13. On-Site Traffic
Contractors and/or performers vehicles and other traffic should be carefully managed to ensure segregation from pedestrians.
It may be necessary to only permit vehicular access at specific times and not during the event itself.
Separate entrances should be provided for vehicles and pedestrians with specific arrangements for emergency vehicle access.
Car parking facilities will be required at most events and these will have to be rewarded.
Consider where such facilities should be situated.
14. Off-Site Traffic
Unplanned and uncontrolled access and egress to a site can result in a serious accident.
Traffic control both inside and outside the site should be discussed with the local police.
Adequate signs and directions should be provided in prominent positions on the approaches to the entrances.
If road closures, signs on the highways, traffic diversions, and/or the placement of cones are required then an application must be made for a traffic regulation order and/or approval from the district council.
15. Road Closures/Diversions
Any functions that require a road closure or diversion may need a town and police approval from the district council.
You will need to allow at least 2 months and contact should be made at the earliest opportunity to:
All contractors should be vetted to ensure they are competent to undertake the tasks required of them.
Wherever possible personal references should be obtained and followed up.
Ask contractors for a copy of their safety policy and risk assessments, and satisfy yourself that they will perform the task safely. Always ask to see their public liability insurance certificate.
Which should provide a limit of indemnity of around $5 million, although lesser amounts can be agreed on an individual event basis.
Provide contractors with a copy of the event plan and arrange liaison meetings to ensure they will work within your specified parameters.
Related: Event Planning Checklist.
All performers should have their own insurance and risk assessments and the same consideration will apply as for contractors.
Where amateur performers are being used, discuss your detailed requirements with them, and ensure they will comply with your health and safety rules and event plan.
18. Facilities and Utilities
Where electricity, gas or water is to be used, detailed arrangements must be made to ensure the facilities are safe.
All portable electrical appliances including extension leads etc. Should be tested for electrical safety and a record kept. Any hired equipment should come with a certificate of electrical safety.
Where events are taking place outside. Residual current circuit breakers should be used and it is possible the power supply stepped down to 100 volts.
All cables will have to be safely channeled to eliminate any electrical and tripping hazards. Potential hazards due to extreme weather should not be overlooked at outside events.
Portable gas supplies for cooking should be kept to a minimum in designated areas away from the general public.
The same should apply to any fuel supplies items such as portable generators etc. Generators should be suitably fenced or barrier to prevent public access from public areas.
All these arrangements should be clearly shown on the site plan and event management plan.
The local bus operators should be advised of larger events to establish if existing services will be adequate.
20. Contingency Plans
Consider the implications of the event of extreme weather conditions, stage collapse, or a stall fire.
Will the event be canceled? could the event be moved to an alternative venue? This will involve a lot of planning and maybe too complex for anything other than the smallest of events.
There could also be other scenarios, which should be planned for with assistance from the safety advisory group.
21. Clearing Up
Arrangements may be required for waste disposal and rubbish clearance both during and after the event.
Individuals should be designated specific responsibilities for emptying rubbish bins and clearing the site.
There may be some hazardous waste and advice on waste disposal should be sought from your local authority.
22. Risk Arrangements
Taking all the above into consideration, you should establish which specific hazards require an individual risk assessment.
Initial assessments should be undertaken and any remedial action specified in the updated event plan.
A timescale should be specified where necessary.