Event Checklist

The following guidance has been put together for organizing events. The documentation required will depend on size and scale of the event as well as internal processes.

Planning

  • Develop an event safety plan for the event including:
    • Organisations Chart detailing responsibilities (e.g. event organiser, head steward, fire safety officer etc.)
    • Details of the event. Include activities, scale, type, timing, locations, acts etc.
    • First aid/Medical assistance plan (local GPs, hospitals etc.)
    • Site plan to include access and activities
    • Communication plan e.g. radios, channels, mobile numbers
    • Appointed persons e.g. stewards, security and shift patterns, times and locations
    • Type and size of audience
    • Crowd control/traffic management measures (e.g. barriers)
    • Emergency plan including the evacuation procedures, assembly points etc. (security, accident, weather etc.)
    • Liaison with venue provider, emergency services, local authority etc.
    • Contingency plans if the event must be moved/cancelled, stopping the event i.e. due to adverse weather
  • Determine what the event will include e.g. stages, marquees etc. (CDM 2015 regulations)
  • Risk assessment for event, activities, build/take-down
  • Selection of contractors, approval and gathering of health and safety information (e.g. Construction, Food, drink, welfare suppliers etc.)
  • Contractor/Supplier Management
  • Provision of workplace facilities e.g. welfare, first aid, lighting etc.
  • Security arrangements
  • Training of staff required to ensure their competence
  • Management of Noise and public disturbance

Event Set Up

  • Site assessment including:
    • site hazards and control measures
    • buried services such as electric cables
    • provision of electrical supply e.g. generators
    • ground stability and suitability for weight limit of loading
    • safe speed limits and parking
    • first aid, toilets and wash facilities
    • emergency arrangements
    • weather forecast
    • procedures for using / booking plant
  • CDM requirements and documentation
  • Site briefings
  • Transport management implementation (marshalling, signs, contingency routes for weather, parking, emergency exits)
  • Employee welfare
  • Emergency procedures implementation
  • Contractor/Supplier Management
  • Audit/Review of build period
  • Fire risk assessment undertaken for the completed build prior to opening
  • Structural sign-off of stages and structures

Event

  • Risk Assessment review and update to ensure reflection of event
  • Specialist risk assessments for events/activities/special effects/lasers
  • Noise Monitoring and assessment
  • H&S signage to advise public of required H&S information
  • Periodic Audit/Review of event
  • Management of crowds (Signage, crowd pressure e.g. mo-jo/crush barriers, crushing)
  • Training of event staff for fire/emergencies/marshals etc.
  • Transport management (Parking/drop-off, pedestrian routes)
  • Food and drink providers’ selection/assessment, availability of drinking water, alcohol provision and consumption
  • Sanitary facilities (suitable number, washing facilities, location, sewage disposal)
  • Waste management (collection, receptacles, H&S of employees exposed to sharps, disposal etc.)
  • Management of other activities e.g. Media/Film, press
  • Emergency procedures for visitors e.g. lost children, disabled attendees
  • Contractor/Supplier Management
  • Event licensing

Event Breakdown

  • Transport management – exiting site/collection of plant and equipment
  • CDM requirements and documentation
  • Employee welfare
  • Emergency procedures
  • Waste collection/disposal
  • Audit/Review Post event breakdown
  • Debrief after event