Event Planning Guide.
This is a typical list to be complied with and supplied to the local Council and authorities, for any group or company wishing to stage an event or festival. Backstage, can oversee and project manage part, or all of the requirements as listed in the attached guide.
Description of Event: __________________________________________________________________________
Date(s): ______________________ Start date for site preparation: ___________________
Site open to public (time):_____________ Site cleared of public time):_______________
Proposed No. in audience: _____________Average age of audience: ________________
ORGANISERS
Name(s):_____________________________ Tel: _________________________________
Previous experience? Yes --------- No -------------
Detail Experience: ____________________________________________________________
SITE PLAN
( Please provide a detailed site plan and clearly identify the following)
Entry & exit points, Slopes, Lost children ,Perimeter, Disabled viewing areas, Vehicle parking
Seating arrangements, First Aid ,Stairways & ramps ,emergency access/egress routes, Sanitary accommodation
SAFETY RISK ASSESSMENT
An assessment of the hazards and associated risks for all aspects of the event must be undertaken, recorded and be available for inspection.
Have you carried out a safety risk assessment: Yes No
Is the risk assessment available for inspection: Yes No
STEWARDS
Location Number ------------------------------- Entrance(s) ------------------ or exit(s) -------------------
Vehicle Parking --------------------------------- Patrols --------------------------------------------------------
On Route ----------------------------------------
Total:-
Please provide any information available as to the skills of any stewards e.g. First Aid, Doorsafe training, previous experience.
How will you communicate any emergencies to these stewards:
__________________________________________________________________________________________
Is there a PA system: Yes No
What controls are planned to ease traffic congestion at entrance and exits.
__________________________________________________________________________
EVENT SAFETY & WELFARE NOTIFICATION FORM FOR EVENTS IN -------------------------
EMMERGENCY SERVICES
Have you contacted: Police Yes No
Fire Brigade Yes No
NHS Ambulance Service Yes No
Do you intend to apply for Road Closures: Yes No
BARRIERS
Is there a focal point of the event that will encourage a large crowd to congregate (300-500) Yes No
Will it be necessary to provide a barrier (If yes, attach detailed drawings and calculations) Details of suppliers and erectors
Yes No
Name of suppliers and erectors: ________________________________________________
ELECTRICAL SYSTEMS
Who is the "competent" person capable of ensuring that all electrical supplies are safe:
Name: _______________________________ Tel: _________________________________
Address: ____________________________________________________________________
Will generators and/or transformers be used: Yes No
Will RCD.'s be used: Yes No
Will electrical connection be protected from water ingress: Yes No
WELFARE
Number of facilities to be provided:
WC , Wash hand basins Urinals .
Male --------- Female ------------ Disabled --------------
Who will deal with lost children:
_________________________________________________
Do you check references and experience of carers: Yes No
Have they provided proof of identity: Yes No
Will alcohol be on sale: Yes No
Will drinking water be provided: Yes No
FIRST AID
Who will provide first aid and first aid facilities: _____________________________________
Number of First Aiders ----------------------------------------- Number of First Aid Posts ---------------------
EMERGENCY PLANNING
Has an emergency plan of action been established including arrangements for:-
Identification of key decision making personnel: Yes No
Stopping the event: Yes No
Identification of emergency routes: Yes No
Rendezvous points for emergency services: Yes No
Do you intend to hold a fireworks display: Yes No