This guide has been published by the Events Industry Forum to help those organising smaller community and local events attended by fewer than 500, including those working on the site. This guidance will help you understand how to comply with legislation and good practice in order to create a safe environment for everyone involved, from volunteers to attendees.

Choosing the right venue, good planning and organisation are keys to putting on a successful event that is both safe and enjoyable for everyone.

To achieve this, it is important to consider all aspects of the event from start to finish.

As an outline the following are broadly things organisers need to consider:

Can it work?

Can you achieve your goals safely and successfully with the funds available to you? Start the budget early and be cautious about over estimating income.

Choose a date that does not clash with other events taking place or which might impact yours, including events further afield which could affect the availability of suppliers or have an impact on local transport.

Check that the key suppliers, equipment, contractors and staff you need will be available on the date you need them.

Venue & Infrastructure

In choosing the right venue for your event you need to consider key factors, including the availability of on-site services, such as water and electricity, as these can be expensive to bring into a site. Consider the venue’s suitability in terms of factors such the impact on the local community/residents, how easy it is for people to travel to the venue using public transport and arrangements for car parking etc. If the event is on public or council owned land you will also need to apply for permission several weeks in advance.

Timescales

Give yourself as much time as possible to organise the event. It takes time to consider all the aspects of planning and to organise people; artists and the better suppliers tend to be booked up well in advance, while applying for licenses and permissions may also require months of advance notice.

Weather

Consider the how the weather at that time of year could affect attendances as well as from a practical point-of-view, all those working on the site, including traders, performers etc. Bad weather may affect movements in the car park (e.g. mud) as well as getting equipment on and off the site. In hot weather, the provision of drinking water and shade/shelter may be essential.

Who will attend?

Consider the audience attending and any specific needs they may have in terms of facilities or support services, such as lost children, baby changing, welfare support and lost property.

Planning Schedule

Creating a planning schedule identifying dates when jobs should be done and by whom helps to ensure that nothing is overlooked.

A written Event Management Plan is a valuable planning tool as it provides you, and all those working with you, with a guide to responsibilities and action deadlines. It also provides documentary evidence of the planning that has gone into the event should anything go wrong. It is also a valuable tool if you need to apply for a licence as Authorities will generally want to see evidence of planning.

Typically, the Event Management Plan should include:

  • A description of the event, including dates/times, numbers expected to attend, type of audiences (e.g. families) and the activities that will be taking place (e.g. live music, fireworks, sales of alcohol etc.)
  • Who is the lead responsible person responsible for the overall event (the event manager)?
  • Who is responsible for other responsible roles?
  • What staff are needed (don’t underestimate what you need) and who is responsible for each element of the event.A management structure plan should be drawn up stating who is responsible – and their roles - for each part of the event (e.g. parking, staging, health & safety etc.
  • The budget/finance – this should be updated regularly and should include details of income sources and anticipated expenditure.
  • Timescales for each action
  • The layout and design of the event within the venue, including access considerations
  • Detailed infrastructure requirements
  • Details of all suppliers and contractors
  • Provision of safety services (e.g. first aid, fire, security, police etc.)
  • An emergency response plan should an incident occur
  • Local authority and emergency services liaison
  • Insurances required (3rdparty/public liability at least)
  • Marketing and press plans, including implementation dates
  • A communications plan (e.g. radios, phones, internet, emergency etc.)
  • A production schedule, including build-up and break-down plans
  • An operational plan for when the event takes place, including who is responsible for what, briefings for volunteers and a clear understanding of the communication channels being used.
  • A detailed Take Down plan – closing the site is as important as building it – this should include the safe removal of equipment and structures as well as cleaning the site to leave it as you found it, as well as a detailed debrief with all the key people involved.

Further Reading

Responsibility

Everyone involved in organising an event needs to be aware of their responsibilities in terms of ensuring that both those working on the site and those attending the event are safe and not put at any risk. They also need to make sure they comply with any legislation that affects the event.   

Remember, even with the best planning, things can go wrong. It is wise to give serious thought to taking out appropriate insurance with a specialist company that understands the events industry and who can advise.

More detailed information on any of the above can be found in The Purple Guide.