Events

A very brief gallop through the things you might need to think about when planning to organise an

event

Health and safety plan

Covers all aspects of Health and Safety management at the event

Event overview and risk factor overview

Site plans

Full risk assessments for event

Overview of safety management procedures, lines of control and communication etc.

Analysis of specific hazards and how you will manage these

Staffing

Emergency plans

Welfare

Contact details and other useful information

Site planning for outdoor events

Consider:

Emergency Access Gates and routes

Fire control

Crowd movement

Other criteria

Site or event specific criteria

Emergency Access Gates and routes

Emergency Access Gates and routes should be at least 4 meters wide

Emergency Access Gates and routes should have no overhead structure or cable less than 4.5 meters from the ground

Emergency routes should be capable of taking the weight of a fire-fighting appliance, which is around 12.5 tonnes

Emergency routes should be capable of coming within 50m of any structure

Fire control

Sufficient gaps should be allowed between structures to prevent the spread of fire. A six-metre gap should be imposed between all significant structures such as:

Stages

Marquees

Performance / workshop / stall areas

Bars and Catering

Crowd movement

Crowd movement and safety is an overreaching consideration to be born in mind when deciding on the site plan. You should aim to place features carefully in order to:

Avoid potential areas of overcrowding developing

Avoid potential bottlenecks occurring

Avoid problems associated with queues

Avoid hazards in public areas

Common sense will be your greatest ally. For example:

Don’t place a bar next to the main stage

Don’t place catering where the queue will spill onto and block a path

Don’t place a generator at the bottom of a slope that children are known to enjoy rolling down

Etc. etc

Other criteria

Existing terrain, natural features and hazards

Slopes

Existing paths

Areas likely to become waterlogged in the case of extreme weather

If applicable, problems encountered in previous years

Vehicle movement

Restricted access areas

Amount of space needed around structures

Spreading welfare and first aid facilities throughout the site

Optimal positioning of control features

Disabled access

Staff facilities

Risk rating of areas

Any relevant preventative and protective measures identified in risk assessments

Any other factors as applicable

When deciding the site plan you should consult with the landowner, the statutory and Emergency services and other site users as appropriate. Risk assessments can be extremely useful as an aid to making difficult placement decisions in a safe and logical manner. It is vital to make site visits. Too

many people have placed a catering stall in a nice clear section of map only to find on the day that

the area concerned was on an incline and unsuitable for the stall.

Welfare

Staff welfare

Toilets

Rest facilities

Catering arrangements

Drinking water

First aid facilities

Staff working hours, breaks and relief periods

Don't forget cover during set up and take down periods

Public and participant welfare

Toilets

Catering arrangements

Drinking water

First aid facilities

More facilities may be required for larger events (message boards, collection points, cloakrooms, counselling facilities, specialist first aid etc.)

First aid

For staff make an assessment of what first aid cover is required based on the guidance to the Health and Safety (First Aid) Regulations

Public are not covered under these Regulations but are covered by general duties. Make an assessment of what public provision is required. Guidance is given in HSG195 A Guide to Health, Safety and Welfare at Pop Concerts and Similar Events

Employ reputable first aiders

Consider:

Procedures for different levels of injury

Role of event staff in procedures

Patrolling arrangements if applicable

Emergency procedures and calling the Emergency services

Reporting procedures

Toilets

HSE recommendations for toilet provision at outdoor events are as follows:

For events with a gate opening time of 6 hours or more:

1 toilet per 100 females.1 toilet per 500 males plus 1 urinal per 150 males.

For events with a gate opening time of 6 hours or less:

1 toilet per 120 females.1 toilet per 600 males plus 1 urinal per 175 males.

In order to use the recommendations you should use the peak capacity of the event (as opposed to

numbers attending throughout the day, if applicable) and the expected male female split.

Unless there is a good reason to do otherwise you can assume a 50:50 split. You may need to make further assumptions that may raise or lower the assessment of toilets required at the event. For

example, if you are expecting the event to have a high audience turnover i.e. the average person

will not be staying for very long, if there are public toilets close by or if the event is situated very

close to people’s homes, then you may need less provision.

Drinking water

HSE recommendations for the provision of free drinking water at outdoor events are as follows:

1 outlet per 3000 people and 1 outlet per 10 caterers in the same area.

Control and coordination

Produce a detailed Health and Safety plan for the event with in depth supporting documents such as risk assessments and site maps and plans

Ensure full liaison has taken place prior to the event with relevant statutory and emergency services and that relevant event documentation has been shared

Produce clear briefing sheets for all event personnel and organise training sessions

Ensure all appropriate licenses and insurance are in place

Ensure you operate a robust event control on the day of the event. Position event control in a clear space with good view of the event site. Do not combine with any other station or structure that may prove a distraction to the efficient running of event control

Always keep the public informed and feed them as much information as you can. Information is one of the best tools to combat disaffection or panic

Signage should be sufficient, clear and unambiguous. Signs must be safely and securely erected

Site maps and emergency instructions should be made available to the public

Although mobile phones do have their uses be wary of relying completely on them for staff communication

Radios should be provided for key festival personnel and an agreed radio procedure followed

A mobile phone list should be provided as a back up

Ensure you are able to contact other key personnel on the day quickly and easily, for example police, land owner, license holder etc.

Ensure management and supervision hierarchies on the day are clear

Ensure the event Health and Safety plan and personnel briefing sheets provide adequate instruction re how to deal with difficult and emergency situations and when and how the emergency services should be called

Ensure the event emergency plans are fully communicated, resourced and agreed by all concerned

Assess numbers of first aiders and stewards you will require for the event. Guidance on public first aid is available in HSG 195

When assessing minimum stewarding requirements for the event / constituent areas you may need to think about:

Audience profile

Expected numbers

Performer profile

Nature of area / event

Specific tasks needing to be undertaken

Potential problem areas

Risks and hazards associated with area / event

Overcrowding and crowd movement / management issues

Presence of vulnerable persons

Spread of facilities

Issues from previous years, if applicable

Location of control facilities

Any relevant preventative and protective measures identified in risk assessments

Any other relevant factors

Electricity

Undertake risk assessment

Use an electrician:

At outdoor events an electrician can be invaluable to check equipment and make electrical connections and before the day to give advice if required

For indoor events an electrician may be required if equipment is complex or dangerous

Ensure PA and other electrical equipment is fitted and managed by competent persons

Ensure RCD protection is in place, preferably at the switchboard

Ensure all portable electrical equipment is PAT tested

Ensure all generators are fenced off and earthed

Ensure any other potentially dangerous areas are fenced off

Provide suitable fire extinguishers

Provide appropriate signage

Take extreme care if working near overhead wires

Outdoor events may need to check for the location of underground supplies

Monitor and manage electrical safety at the event

Carry out visual checks and inspections as required

Information, instruction and training

Use the lowest voltage you can

Not overload extension leads or sockets

Check all equipment is correctly fused, earthed and insulated

Keep water away from electricity

Keep the general public away from electricity!

Do not rely on other people’s electrical equipment being safe

Encourage staff to report electrical problems and act on these promptly

Cables and wires are potential trip hazards. These should always be secured and located to minimise

risk of slips, trips and falls e.g. against walls in preference to floors, located out of public areas where possible, located out of access or traffic

routes where possible

Cable ramp

Cable matting

Gaffa or duck tape

Key documents

Electricity at Work Regulations

HSG85 Electricity at work safe working practices (£7.95)

GS50 Electrical safety at places of entertainment (£6)

HSG107 Maintaining portable and transportable electrical equipment (£7.95)

INDG231 Electrical safety and you (£0)

INDG 247 Electrical safety for entertainers (£0)

Fire protection

Undertake a fire risk assessment

Manage dangerous substances

Assign and train 'competent persons' to assist with fire safety measures

Maintain relevant equipment

Information, instruction and training

Provide general fire precautions:

Fire detection and warning systems

Fire fighting equipment

Ensure there is sufficient means of escape and that this is safely maintained

A plan of action should fire occur (emergency procedures)

Indoor events will be most straightforward. You will need to apply the same principles to outdoor

events as best as you can. For example, fire wardens and stewards can provide fire detection, klaxons, bull horns and / or PA announcements

can provide fire warning. See my website for how to calculate occupant capacity for outdoor events

Things to consider:

Electrical fires

Fire risks caused by staff / participant activities

Fire risks caused by public activities

Risk of fire in refuse bins or temporary refuse build up

Risk of fire from existing vegetation

Safe storage of flammable substances

Arson

Use of fire retardant materials

Positioning of relevant signage

Sharing information with other parties on site

Fire breaks - positioning of stalls, activities and other instillations at outdoor events

Fire instructions

Smoking

Electrical safety

Unauthorised access

Stage areas

Tents and marquees

Stage areas

Electrical safety

Use of fire retardant materials

No smoking

Management of any dangerous activity

Suitable fire fighting equipment

Evacuation plan

Tents and marquees

As 'stage areas' above

Sufficient number of signed fire exits or at least two open sides to provide a means of escape in case of fire

Should be able to be evacuated in under 2 minutes

Monitor overcrowding and keep exits clear

Key documents

The Regulatory Reform (Fire Safety) Order

A Guide to fire precautions in places of entertainment and like premises (around £20 from TSO)

Fire safety an employers guide (£9.95 from TSO)

Fire Safety Risk Assessment - Large Places of Assembly

Fire Safety Risk Assessment - Theatres, Cinemas and Similar Premises

Fire Safety Risk Assessment - Open Air Events and Venues

(All £15 or free to download from DCLG)

Noise

Where employees are exposed to the lower action level [daily / weekly exposure of 80 dB(A)]:

Undertake a noise risk assessment

Make hearing protection available on request

Provide information, instruction and training as required

Where employees are exposed to the upper action level [daily / weekly exposure of 85 dB(A)]:

Undertake a noise risk assessment

Reduce noise levels using organisational and technical measures. Hearing protection should only be relied upon as a last resort

Make hearing protection obligatory in signed 'hearing protection zones'

Provide information, instruction and training as required

There is also a exposure limit value of 87 dB(A)

Reduce the risk of hearing damage to employees / volunteers to the lowest level reasonably practicable

Assess or measure noise levels to determine if you have any duties under the Regulations

Remember the action levels are for 8 hours exposure so you will need to scale up / down your measurement accordingly. You can find a ready reckoner to do this on the HSE website or at www.healthandsafetyforthearts.com

The noise risk assessment should include consideration of:

The level, type and duration of exposure

The effects of exposure on vulnerable employees

Measures needed to comply with the Noise at Work Regulations to reduce sound levels / exposure to sound levels - at source where possible

Any indirect effects of noise exposure e.g. inability to hear warning signals

Any interactions between noise and vibration

Any extension of exposure to noise at the workplace beyond normal working hours and / or exposure in rest facilities

Sharing information on risks to health and safety with any affected parties

Published information and guidance

When considering strategies to reduce sound levels / exposure to sound levels

you should consider:

Reducing noise levels at source if possible

Any information provided by manufacturers of work equipment

The availability of alternative equipment which is less noisy

The availability of personal hearing protectors with adequate attenuation characteristics

Determine what sound levels you will aim for throughout the event and what steps will be taken to ensure levels are kept within agreed limits

Careful setting of levels at sound check stage

Positioning and type of loudspeakers and other equipment used

Regular monitoring and control by competent persons throughout event

Monitoring from different areas with a portable decibel meter, where required

Monitoring and controlling levels of back line equipment where appropriate

Use of shift working and / or rotating tasks to reduce length of exposure of individual staff

Use of quiet periods between acts

Encouraging personnel to remain in backstage (low noise) areas unless there is a specific need to enter stage (high noise) areas

When considering who is exposed to noise levels you should consider:

Audience

Performers

Participants

Stage crew

Sound engineers

Those in immediate environment inside event

Those in immediate environment outside event

Protecting the audience:

There is no specific Legislation setting the limits for audience exposure to noise. The HSE recommends:

A maximum sound level in any part of the audience area of 107 dB(A)

If the sound level is likely to exceed 96 dB(A) the audience should be warned in advance of the risk to their hearing e.g. on tickets

The HSE have produced a dedicated website to offer advice on noise at work to the music and

entertainment industries. Visit www.soundadvice.info. There is also an extensive

Noise section on my website www.healthandsafetyforthearts.com

Other specific hazards / considerations:

Site Set Up

Site Clear

Vehicle Movement and Gates

Control of Litter

Car Parking

Crowd management

Unauthorised Entry

Catering

Performance / Workshop Areas

Special events

Marquees and Structures

Fencing

Extreme Weather

The Handling of a Large Amount of Public / Media Enquiries

Premature Cessation of the event

Strategic and Operational Risk Assessments

Slips, trips and falls

Manual handling

Special needs / vulnerable persons

Accident Reporting Procedure

Participant Contracts

Site Safety Rules

Stallholders Conditions of Operation

Managing Contractors

Stage safety

Procession routes

Public disorder

Structures

Road closure

Fireworks / pyrotechnics

Understanding the Terms of any Premises License

The event Health and Safety officer

'a Guide to Health, Safety and Welfare at Pop Music and Similar events' HSE (HSG 195)

'Health and Safety for Outdoor Community Events' Abigail Cheverst