Safety Considerations

Your risk assessment will help you to consider any safety precautions that you may need to carry out to ensure your event is safe and legal. Things to consider are:

First aid
Having a first aid box and qualified first aider present at any event is good practice. At larger events, it is worth arranging an agreed level of first aid cover for a donation to the relevant organisation, such as the British Red Cross Association or the St John's Ambulance .

Fire
It is recommended that you contact your local fire brigade safety officer for advice. Fire safety should be an element in your risk assessment. Depending on their advice, you will need to provide fire extinguishers, fire point notices, etc and ensure a fire assembly point is defined. You should also ensure that vendors on site are equipped with adequate fire fighting equipment. When hiring a venue, you need to check the capacity of the venue.

Evacuation
No matter where your event will take place, you will need an evacuation plan. If you are using existing buildings, seek advice from the owner or landlord; they may have their own evacuation plan. The building control department of your local authority and/or the fire brigade should be able to offer best advice on this matter.

Security
Consider the safety of your colleagues and volunteers if large amounts of cash are expected to be collected. Think about cash boxes, night banking and having a minimum of two volunteers to count and record donations. Similar issues may arise if you have VIPs on your invitation list.

Stewards
If your event is small enough you should be able to manage with helpers and volunteers. However, larger events normally have to consider hiring in professional companies. All stewards need to be properly briefed and trained.

Communication
Communication between the organisers, stewards and emergency services is vital. It must be reliable, tested and loud enough to be heard above surrounding noise scales. One person should be nominated to take control and be on hand in case anything happens. Enough equipment should be supplied for all stewards etc, such as walkie-talkies, mobiles, etc.

People with disabilities
Your arrangements must make provision for people with disabilities. Your risk assessment must include hazards specific to people with disabilities - access, comfort areas, comfort facilities, safe viewing areas, carers, emergency procedures, etc. Visit the British Council of Disabled People website to find out more.

Food safety
Events involving the production, supply or sale of food either by you or catering organisations, must comply with a number of regulations. The Food Standards Agency has an excellent site that offers good advice on food hygiene and preparation. External catering companies must be registered with your local council. Ensure you have a copy of their licence and insurance. Local Authority web pages contain advice and contact numbers for questions on all of the above.

Facilities
Decide on and keep reviewing your event requirements. Consider the supply of fresh drinking water, hot or cold water for washing, toilets, PA systems, lighting and temporary structures eg tents and stages. Review your requirements for inclement weather - extra tenting, duckboards, heating, cooling, etc.