1. Identify event type and activities
A good understanding of what activities will be available at the event – whether it’s a Bonfire Night with fireworks display or a children’s walk in the park – will help organisers to inform risk assessments and plan for the event.
2. Understand who the audience will be
If you know that the event will attract lots of young children, older people or those with disabilities, then you may need to consider having adapted facilities or arrangements in place. For example – changing facilities, lost children help-points, suitable toilets and specific access routes. Likewise, if there are VIPs attending your event – such as a celebrity ambassador – then specific security arrangements may also be needed.
3. Keep the crowd safe
The number of attendees will influence the amount of stewarding that is needed as well as arrangements for vehicle parking and pedestrian access. If your event is likely to attract large crowds then appointing a stewarding co-ordinator to oversee the arrangements is advised. More information on crowd safety is available free of charge from the Health and Safety Executive.
4. Vehicle access
Consider whether any large vehicles need access to the event site and whether there are any areas, with soft or uneven ground, that are unsuitable for vehicles. Try, as far as possible, to only have moving vehicles on the site when the number of attendees is at a minimum. A useful transport checklist can be found on the HSE’s website.
5. Carry out a risk assessment
A risk assessment is key to event safety planning. Careful attention to the risk assessment process should go a long way to ensuring that risks are identified, allowing adequate time for preventative measures to be taken.
The risk assessment doesn’t have to be complicated but it should be proportionate to the activity. A large scale bungee jump will involve a more extensive assessment than a small playgroup picnic in the park for instance. By keeping a record you can show that the significant risks have been identified and adequate controls have been put in place. It is also important to remember why you are having the event (and taking some risks) so include the benefits of the event in your risk assessment. These may include generating income, encouraging additional events, attracting visitors or raising the profile of your charity’s cause.
6. Develop an event safety plan
An event safety plan should contain a record of all health and safety arrangements including first aid facilities, staff and volunteer training, the storage of gas and electricity and vendors’ safety and insurance arrangements.
The plan needs to be communicated to staff and volunteers well before the event. This can then be refreshed in a team briefing immediately before the event begins.
It is also important to think about how communications will work during the event – do stewards have the means and contact details to call for assistance when necessary, or to receive updated instructions? How will the crowd receive communications – PA systems, directional signs, information signs? Include all communication arrangements in staff training.
7. Inspect and debrief
Inspect the event site before, during and after the event to ensure that no significant hazards have been missed or changed. It may be that the site layout has changed or that poor weather has meant that an area has now become unusable.
The inspection beforehand gives an opportunity to make changes in advance. The inspection during the event picks up any immediate changes needed. The after inspection ensures that the site has been returned to a safe condition.
Written records of all of these inspections should be maintained. These, along with a debrief at the end of the event, is a good opportunity to learn for future events.
Learn more on how charities can manage risks with our free guides:
-
Future proof: ensuring the sustainability of your charity
- Charity regulation and what it means for your organisation
- A fresh look at reputation risks for charities
- Understanding the impact of cyber and information risk
How can Zurich Insurance help your charity? Email info@zurichmunicipal.com or call 0800 2321901
Content on this page is paid for and provided by Zurich Insurance sponsor of the Guardian Voluntary Sector Network’s Charity Leadership hub.
