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An introduction to event planning

If you’ve ever had to plan an event, you’ll know how much work it involves. You have a lot of responsibilities, many of which contribute directly to other people’s enjoyment of the day. Things like entertainment and catering can influence whether guests remember your event for the right – or wrong – reasons.

A lot of work goes on behind the scenes as well, and this can have a huge impact on the success of the event. Think of things like negotiating the right prices, arranging logistics for speakers or entertainers, and getting insurance. These are decisions and actions, among many others, which might go unnoticed by attendees, but all contribute to the success of the event.

This extends to the safety of the people who run, assist with and attend the event too. You have a duty of care to these people, so health and safety requirements should be at the forefront of your mind throughout the planning stages, as well as on the day.

Types of events can include:

Charity
fundraisers
Community
projects
Celebrations e.g. weddings and birthdays
Music festivals and concerts
Conferences
Sports event
Award presentations
University and school open days

Your priorities will depend on what type of event you’re organising. Some events will aim to raise money or awareness. Others will want to encourage people to take part in a new activity. An event could be educational, or a celebration.

While there are huge differences – for example, in the entertainment provided or the venue booked – there are similarities too. All events have health and safety requirements. It’s not the most exciting aspect to plan, but it’s an essential for success.

Accidents happen. But as an organiser of an event, it’s your responsibility to look at the potential risks, take steps to minimise them, and have a plan in place if something goes wrong.

Your responsibilities

Whether it’s just you, a small group of volunteers or a paid team, whether the event is small or large, think of yourselves as event planners. You’re in charge of making sure every effort goes into the enjoyment and safety of the event. This includes a range of things such as:

Of course, you can delegate out tasks but it’s important for one person to have an oversight of responsibilities and to ensure expectations are met. This guide will run through the relevant health and safety duties involved with planning an event – whether that’s a wedding or a community fundraiser. While events vary, the health and safety requirements are often similar and your responsibilities will include:

Assessing the suitability of the venue

Carrying out a risk assessment

Making sure everyone working at the event is aware of safety procedures

Having a plan for emergency situations

First things first, is it the right size for the number of people who are going to attend the event? Check out the facilities too, such as toilets and any kitchens, to see if they’re adequate. Accessibility should also be a priority, because you need to know if there’s safe access for pedestrians and cars, as well as whether people with disabilities, wheelchairs and pushchairs can get around easily.

The best way to plan for emergencies and accidents is to know what could go wrong and minimise the chance of that happening. That’s where a risk assessment comes in.

First things first, is it the right size for the number of people who are going to attend the event? Check out the facilities too, such as toilets and any kitchens, to see if they’re adequate. Accessibility should also be a priority, because you need to know if there’s safe access for pedestrians and cars, as well as whether people with disabilities, wheelchairs and pushchairs can get around easily.

Knowing how to respond and act quickly if something does go wrong can impact the outcome. Establish a set procedure for everyone to follow, including details on things like how to raise the alarm, onsite support (e.g. first aiders), and evacuation.

What is a SAG?

It might also be your responsibility to attend a Safety Advisory Group (SAG) meeting. HSE say: “the guiding principle is that events presenting a significant public safety risk (whether in terms of numbers and profile of people attending, or the nature of the event activity and/or the challenge of the environment) should be considered for a SAG.” Lower risk events – such as a community fete – probably won’t require one.

It’s a meeting between representatives from the local authority, emergency services, any relevant bodies, and you, the event organiser. It’s a good idea to take part in a SAG because it shows you’re committed to running a safe event. It gives you the chance to meet key people and discuss public safety at your event. You’ll be able to answer any of their queries or concerns, and raise your own too.

You may be provided with advice, but the people attending will come from non-statutory bodies. In other words, they don’t have the power to approve or stop an event from happening. It just helps to have everyone cooperating and coordinating towards the same goal: to ensure public safety.

Identifying the scale and scope of the event

The scale and scope of your event will affect what resources and facilities are required. It’s an essential first step which’ll influence a lot of your decisions later down the line. A sporting event for 50 people, for example, will have different health and safety requirements than a charity fundraiser for thousands. Ask yourself things like:

You’ll also need to determine whether the scope of your event means you need a licence. Think about if your event will be providing any of the following.

Music

If you’re playing amplified live or recorded music to an audience of more than 500 people, or playing recorded music at premises not licensed for the sale or supply of alcohol, you’ll need a licence.

A play or performance

If your event involves a performance of a play or a dance to an audience of more than 500 people, you’ll need a licence.

Indoor sporting event

You’ll also need a licence if you’re organising an indoor sporting event to more than 1,000 spectators.

Entertainment

You’ll need a licence if your event provides any entertainment between 11pm and 8am. This is why you’ll notice a lot of events don’t run late into the evening.

Screening a film

Any event where a film is screened to an audience will need a licence.

For more details, check out GOV.uk’s information on whether you need approval to put on certain types of regulated entertainment.

Another important aspect of event planning is whether you can provide alcohol or not. If this is important to you, make sure you ask potential venues about their licences. Otherwise, it could be a problem down the line.

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