It is important that events are as inclusive as possible and that organisers consider the needs of those who may need support such as wheelchair access or accessible toilets. Attitude is Everything offers a framework of holistic inclusive practice for live events via its Live Access Charter.
If animals are involved in the event, it is important to consider their welfare such as providing water and, if necessary, suitable shelter on site. The keeping and use of some animals requires a licence (e.g. pony rides) and the welfare of animals is covered under the Animal Welfare Act 2006. If people are allowed to feed or touch the animals there must be suitable hand washing facilities available including running water, soap and paper towels or other means for hygienically drying them.
For more detailed advice see the Purple Guide Chapter 23. Animal Welfare
Even with small community events consideration needs to be given to making it as safe and easy as possible for people attending. This may simply involve providing clear signage to direct people to the event, exits, parking etc. and avoiding any pinch points in the layout of the site. In some areas barriers (such as rope lines) and stewards may be helpful in directing people, particularly in car parks. It is important that those doing these jobs are well briefed and advised what to do if conflicts occur.
For more detailed advice see the Purple Guide Chapter 13. Crowd Management and 12. Barriers & Fencing
Consideration should be given to how to deal with children becoming separated from parents at events. It is good practice to appoint two people, ideally with appropriate training, to look after lost children and at-risk adults in this situation. It is also important that all those involved in running the event know who is responsible and what to do in such situations, including when to inform the police. Details of lost children should never be broadcast in a way that could increase the risk.
For more detailed advice see the Purple Guide Chapter 22. Safeguarding Children & Young People
Circus safety is governed by the "Circus Safety Toolkit" and circuses are inspected by the Local Authority not the HSE. See Circus Toolkit . I Organisers should check that circuses are members of the Association of Circus Proprietors see here: https://circusgb.com/
The ability for all those working on the event to communicate effectively is critical, particularly in emergencies. If reliance is to be placed on mobile phones, make sure that there is a sufficient signal available at the venue and that those using them keep them open for receiving calls. It is also important to ensure that everyone has the appropriate contact details of those working on the site. If a hand held radio system is to be used, it is important to properly brief those using them on their use. Where code words are to be used, always keep them simple and ensure that they are understood by all those working on the event. Consideration also needs to be given to communicating with the public attending the event.
For more detailed advice see the Purple Guide Chapter 6. Communication
It is good practice to advise the local police in advance of your event taking place as they may be able to advise of any specific crime risks you should be aware of. They should also be informed immediately if a crime or incident takes place at the event.
For more detailed advice see the Purple Guide Chapter 26. Dealing with Crime & Disorder and 28. Working with the Police
Crowd management and planning relate to all aspects of ensuring that those attending an event, including those working there, are kept safe. This process starts with how people will access the event and move around the site to how they depart, particularly in an emergency. Keeping people properly informed and directed are key elements in creating a safe event environment. The principles of crowd management planning apply even for small, free to enter and open access events taking place in streets or in public open spaces.
For more detailed advice see the Purple Guide Chapter 13. Crowd Management.
Is there an existing electricity supply to the site or sufficiently close to it that can be used? What permissions do you need to access it. In some cases, it may be less expensive to use generators or sustainable alternative power than to establish a link to the local supply.
Remember no matter the size of event, there are legal requirements in relation to electrical installations and equipment (Electricity at Work Regulations 1989) and only competent persons should carry out electrical installation work.
While it may be tempting for those organising small events to rig up their own electrical supply, it can be dangerous.
For more detailed advice see the Purple Guide Chapter 11. Electrical & Lighting
Consider what actions need to be taken in case of an emergency (e.g. fire on site, crowd injuries, stormy conditions etc.) and prepare action plans so that those involved know what to do if they need to act. This should include how to handle an evacuation of the event should it be needed.
Events should be open to all. Accessibility goes beyond physical considerations and encompasses social, cultural, and economic barriers and organisers should take care not to unintentionally exclude marginalised groups.
For more detailed advice see the Purple Guide Chapter 45. Equality, Diversity, and Inclusion in Outdoor Events
It is important to consider the risks of a fire breaking out and, if one does, how it might be controlled quickly and safely without putting anyone at risk. There are many potential sources of fire involved at events, from catering equipment and electrical faults to cigarette ends. Organisers should assess the risks and ensure that there is adequate firefighting equipment available. However, no-one should attempt to a fight fire unless they have been trained to do so and in the use of any firefighting equipment on site.
For more detailed advice see the Purple Guide Chapter 10. Fire Safety
If fireworks are to be part of the event, make sure that those responsible for setting them up and firing them are suitably knowledgeable. Ask for evidence of their competence and check they have appropriate insurance covering displays. There should be a distance of at least 50m between the firing site and the crowd with the prevailing wind coming from the direction of the crowd. There are restrictions on the times that fireworks can be fired.
For more detailed advice see the Purple Guide Chapter 24. Fireworks
Be mindful of the need to ensure that food and drink are suitably made and handled to be safe. If caterers are being used, they should provide you with a risk assessment and their official food hygiene rating. If volunteers are involved, they should be made aware of the regulations covering food safety, allergens etc. There are guidelines available on the Food Standards Agency website here It is essential to make sure that drinking water (aka potable water) is available on site, particularly in hot weather or if the site is isolated from a supply of potable mains water.
For more detailed advice see the Purple Guide Chapter 21. Catering at Events
All fun fair equipment should be covered by the ADIPS (Amusement Device Inspection Scheme), and operators should provide you with a copy of the Service Annual Inspection papers plus written confirmation that they operate under the HSG175 Fairgrounds and Amusement Parks – Guidance on Safe Practice.
For more detailed advice see the Purple Guide Chapter 15. Amusements
Bottled gas (LPG), rather than mains gas, is generally used at events. Both require specialist handling.
For more detailed advice see the Purple Guide Chapter 44. Safe Use of Mobile LPG
Any activities planned that involve specific risks (e.g. events on water, vehicle displays etc.) require a risk assessment to be carried out by someone with sufficient experience of the activity and the risks involved.
Inflatables, such as bouncy castles, are often found at smaller events but it is important that they meet the correct safety standards. All equipment should have a current PIPA test certificate and should be clearly marked with limitations of use (e.g. maximum wind speeds). The user should have a wind speed checking device (anemometer).
Inflatables, such as bouncy castles, are often found at smaller events but it is important that they meet the correct safety standards. All equipment should have a current PIPA test certificate and should be clearly marked with limitations of use (e.g. maximum wind speeds). The user should have a wind speed checking device (anemometer).
All organisers of events should have public liability insurance with a limit of indemnity of at least £10 million. All suppliers, including first aid providers, and performers must have their own public liability insurance. Depending on the activity, other insurances may be needed. It is recommended that organisers contact a specialist event insurer for advice and quotes.
For more detailed advice see the Purple Guide Chapter 31. Insurance
Most small community events will not require licenses unless they involve licensable activities, such as the sale of alcohol or the playing of live/ recorded music, showing films etc. Serving hot food or drink after 11pm also requires a licence. If fewer than 500 people are involved (including the audience and all those working at the event) a TEN (Temporary Event Notice) can be issued. At least 10 days will generally be required for the Police and Local Authority to consider an application.
For more detailed advice see the Purple Guide Chapter 36. The Licensing of Events
Lighting can play an important part in event safety, particularly if activity is taking place after dusk or in the early hours of the morning, especially in areas where there are potential trip hazards etc.
For more detailed advice see the Purple Guide Chapter 11. Electrical & Lighting
The level of medical cover needed will depend on both the scale of the event and the activities taking place. At a minimum there should be a qualified first aider present as accidents can happen even at the smallest of events. Organisers need to assess the risks and put in place a level of cover that is appropriate to the event.
For more detailed advice see the Purple Guide Chapter 5. Medical
Make sure that local residents and businesses are forewarned about the event well in advance so that they have adequate time to plan for it. Music, fun fairs, public address systems, revving engines etc. can all cause noise which can be a nuisance to those living and working locally. Consider locating activities that generate high levels of noise where they will have the least impact on the local community and talk to those likely to be affected so that you can deal with their concerns before they become escalated.
For more detailed advice see the Purple Guide Chapter 17. Noise
As part of building a promotional campaign for the event, consider ways that you can communicate with your audiences, volunteers etc. both to keep them informed and warn them if you need to. For example, if you need to cancel the event due to the weather. The use of social media is a good way to do this and enables you to build a database of potential visitors for future events.
A key consideration at any event is the safety of those both working there and attending. It is good practice to appoint someone to oversee this aspect of the event from checking that suppliers have the necessary insurances, risk assessments and approvals to checking that there are no obvious hazards, such as exposed cables that could be trip hazards or LPG cylinders located near potential ignition sources.
Wherever numbers of people gather there is generally a need for stewards to help with crowd control. These need to be suitably trained for their role and the numbers needed will depend on factors such as the audience profile, venue logistics etc. If there is a need for professional security, those employed must be SIA (Security Industry Authority) licensed. Note: Security staff are trained to deal with criminal activity, enforce security protocols whilst stewards are there to direct attendees and are generally not trained to deal with security issues.
For more detailed advice see the Purple Guide Chapter 13. Crowd Management
It is easy to underestimate how many staff will be required to plan and successfully run your event. Consider how many stewards, car park attendants etc. you will need to manage things safely. Make sure that volunteers are capable of doing the tasks you want them to do and provide them with clear, comprehensive information about the event, roles, safety procedures, and emergency protocols.
For more detailed advice see the Purple Guide Chapter 41. Recruitment and Management of Volunteers for Outdoor Events
Consideration should be given to the impact the event might have on the environment both locally and generally. Damage locally can include factors such as drainage or damage to nature. More broadly consider ways of minimising energy use, using recyclable materials and encouraging people to use public transport.
For more detailed advice see the Purple Guide Chapter 38. Environmental Sustainability
All structures must be appropriately secured to the ground taking particular account of their wind ratings and the weather during the event. Wind conditions should be monitored using an anemometer (wind speed device) and action taken if there is any risk of them being blown over. Care should be taken during the erection and dismantling of tented structures, paying particular attention to the ‘Working at Height’ guidelines. In the case of larger structures, these should be erected by the supplier using appropriately trained staff and they should provide a signed handover inspection report saying that the structure is safe and ready to use.
For more detailed advice see the Purple Guide Chapter 9. Temporary Demountable Structures
Vehicles movements, both around event sites and in car parking areas, are one of the areas where accidents frequently occur. Unlike the public highway, people tend not to be so alert to traffic on an event site. Where possible, pedestrians should be separated from vehicle movements. Make sure traffic and pedestrian routes are well signposted; discourage the use hazard-warning lights on site as this prevents the use of indicators; clearly define parking spaces; and consider the ground conditions, particularly in muddy fields. Also, consider whether special provision is needed for vehicles used by people with disabilities, especially wheelchair users. If the event will be taking place on, or will have an impact on, a public road it is important to notify the local council and police of this.
For more detailed advice see the Purple Guide Chapter 7. Transport Management
Unless public toilets are available on the site, it will be necessary to provide facilities for the comfort of both those attending and working on the site. Generally portable toilets can be rented and suppliers can advise on the appropriate number for a specific event. Provision should also be made for cleaning and emptying toilets if the event runs over a prolonged period. As a rule, more female toilets are needed than male toilets – for a typical local event the guide is one female toilet per 100 attendees and one male toilet per 500 attendees plus one urinal per 150. At least one dedicated accessible toilet should also be provided. Hand wash or gel should also be provided.
For more detailed advice see the Purple Guide Chapter 18. Sanitation
Areas where spectators are expected to gather – including grandstands etc. – need to be planned and managed. Any structures, such as grandstands, must conform to safety standards and the supplier must sign them off as safe and ready to use. Wind ratings should also be considered – see Temporary Structures (above). Where people are standing or sitting on the ground to view an event, ensure there are appropriate clearways for stewards to be able to access the area and for people to come and go safely.
Where people gather there will always be waste, and it is important that suitable and sufficient bins are provided around the event site. Separate bins should be provided for general waste and recyclables. Provision should also be made to ensure bins do not become over full. Good management of waste will help to minimise the litter clearing after the event. Consideration should also be given to removing the waste off site to a waste/recycling centre at the end of the event. Arrangements also need to be made to pick up dropped litter from around the site at the end of the event.
For more detailed advice see the Purple Guide Chapter 16. Waste Management
There are regulations covering the quality of water supplied for domestic purposes, which includes water (potable) used for drinking, washing, cooking and sanitary purposes. Connecting a main or service pipe (including hosepipes) to a water company’s network, by someone other than a water company, is prohibited under the Water Industry Act 1991. If a running water supply is needed, it is important to contact the local mains water supplier for advice.
For more detailed advice see the Purple Guide Chapter 40. Water Provision
Consider how the weather might impact the event and how to respond to different scenarios (e.g. flooding, high winds, thunderstorms, snow etc.). Monitor weather forecasts both in advance and during the event. Be prepared for dealing with the risks (e.g. waterlogged ground, getting vehicles out of parking areas etc.) and consider how to inform people attending the event if it must be cancelled.
For more detailed advice see the Purple Guide Chapter 30. Coping with the Weather
A major cause of accidents at events is people falling from heights and it is important that organisers minimise the risk of this. It’s tempting for people to scale ladders to do things, but they can be very seriously injured if they have a fall. Ensure that all those working on site understand the risks of working at height and understand the need to follow the HSE Guidelines. If necessary, bring in people with appropriate skills to do work at height.
For more detailed advice see the Purple Guide Chapter 8. Working at Height