01482 300 300www.hullcc.gov.uk

A Best Practice Guide toEvent PlanningPublished by ESAG

Introduction The wide-ranging and varied events that are organised in Hull every year allcombine to make Hull a vibrant and energetic city that its residents and visitorscan be proud of. Events can bring people and communities together, offer newexperiences, highlight good causes and provide economic advantages.

The organisers of any event, however big or small, are legally responsible forensuring that people are safe and that the impact on the local roads andamenities are well managed. Whether you are new to planning events or haveexperience in event planning, the Hull Event Safety Advisory Group (ESAG)can help you with advice and support to ensure that your event is the safestand the best it can be.

This guide to planning events in Hull has been created to take you through thestages of planning a safe and successful event. It combines general advice andgood-practice guidance with a handy checklist.

The guide is not meant as an exhaustive list and you may well find that yourparticular event or organisation would benefit from additional support. If this isthe case, ESAG can provide you with a wealth of information and point you inthe direction of organisations and governing bodies that may be able to offeradvice on specific types of event.

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Stage 1: Pre-planningDetailed pre-planning is essential tocreate a safe and successful event.

Why are you organisingthis event?Be clear about what you want toachieve to be sure that you createsomething that people will reallyenjoy. Start thinking now about howyou will know that your event hasbeen successful.

Who, what, where, when?Consider the types of people youwant to attend your event and identifywhat would appeal to them and whatmight put them off.

To ensure your chosen venue issuitable, consider things such as:

� any on-site hazards

� accessibility for disabled people

� location

� parking

� obstruction of the highway

When choosing the date(s), considerhow your event will be affected by theweather, holidays, natural light andother events being held at the sametime.

Permissions and licensingDepending on the nature of the eventyou may need to seek permissionsfrom more than just the chosenvenue. You may need:

� certification for specific equipment

� performance licence

� alcohol licence

� local authority approval

� road closure application

Remember that seeking permissionsand licenses can take time so makeyour applications early on.

Codes of practice andlegal requirementsEvent organisers have a legalresponsibility to ensure the safety ofeveryone connected with your event.This also includes those not takingpart in your event, but may beotherwise affected. You may need to:

� complete an Event Safety Guide,Risk Assessment, TrafficManagement Plan, ContingencyPlan or Evacuation Plan

� familiarise yourself with relevantcodes of practice

� take out public liability insurance

� ensure that contractors andperformers have their owninsurance, risk assessments andwhere appropriate, CRBclearances

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Audience welfare needsBased on the number and type ofpeople attending and the nature andduration of your event, work out yourrequirements for the following:

� toilets

� first-aid

� provision for young children (babychanging, lost children)

� provision for deaf or disabledvisitors

� rest areas

� refreshments

Event planKeep a record of all your proposals,timescale, health and safetyarrangements and risk assessmentsas a formal plan which is continuouslyrevised and updated.

Stage 2: Organisingthe eventKeep a record of all details as youarrange them and update the EventPlan as you go.

Roles and responsibilitiesEstablish a working group orcommittee to spread the load, makingsure that everyone is assigned theirown tasks and responsibilities. Threeessential roles are:

� Event manager (responsible forliaison with other organisations,including ESAG)

� Health and Safety

� Safety Manager

PlanningA site plan identifying the position ofall attractions and facilities will be animportant reference tool.

An emergency plan is also necessaryand could cover contingencies forinclement weather and no-shows bycontractors or performers, as well asthe more obvious how to deal withfire, flood, bomb scare etc. Remember- an emergency plan is useless if itisn’t easy to access and use in anemergency.

LogisticsWhere electricity, gas or water is to beused, all appliances should beprofessionally tested. Addingelements such as temporarystructures or catering units will comewith requirements for sourcing,appropriate siting, erecting and safety-checking and may need additionallicenses or certification.

The parking needs for bothcontractors and visitors should beconsidered and don’t forget to makearrangements for clearing upafterwards.

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Involving other peopleAny people you involve should beproperly briefed, trained andmanaged. You may need to thinkabout protective and/or high visibilityclothing or using qualified stewardsfor staged music events, crowdcontrol, security and on-site trafficmanagement.

Check that all performers have theirown insurance, risk assessments andwhere appropriate, CRB clearances.

Impact on othersConsider if and how your event willimpact on local residents, traffic andpublic transportation. Build liaison withrelevant people into your planning.

Stage 3: Finalpreparations

Routes and accessEnsure access and exit routes are

clear, that circulation around the siteis sufficient and emergency routes areclearly marked. Prepare an inspectionchecklist to ‘walk through’ before,during and after the event.

All hazards and defects should benoted and acted upon – retain thechecklists and a note of your actionsfor future reference. Record yourdecision making process, bothpositive and negative.

Everyone and everythingpresent and correctMake sure that everything is correctlysited and signed, that vehicles havebeen removed from the site,structures have been erected safely,barriers are securely placed and thatlighting, including emergency lighting,is working.

Check that all personnel have arrived.Brief them on emergency procedures,points of contact and make sure theyunderstand their responsibilities andlocations.

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Stage 4: After theevent

Clearing upUndertake a final inspection of the siteafter clean up to make sure nothinghas been left and take this opportunityto identify any damage caused duringthe event. If any structures are leftover night, make sure they are left in asafe and secure condition.

It is a legal requirement to record anyaccidents/incidents. Advise yourinsurer and the owner if any accidents

have taken place, ensuring that youhave acquired appropriateinformation.

EvaluationTo establish the success of your eventyou may have asked visitors tocomplete a short questionnaire orundertaken interviews to gatherfeedback. At the very least you shouldfollow the event with a debrief toassess what went well, what wentless well and what lessons can belearned as this will help you toimprove future events.

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Checklist� Identified aims and objectives for event

� Established when, where, when etc

� Sought and been granted appropriate permissions and licences

� Risk Assessment completed and under continuous review

� Identified public facility requirements

� Acquired Public Liability Insurance

� Created an Event Plan

� Established organising roles and responsibilities

� Contacted ESAG

� Drawn up site plan

� Emergency Plan created, communicated and easy to access during theevent

� Temporary structures booked and safety credentials identified

� Catering organised and safety credentials checked

� Personnel recruited

� Needs of those with a disability considered and catered for

� Parking arrangements made

� Relevant individuals and authorities informed

� Arrangements for clearing up put in place

� Inspections conducted

� Signage in place

� Personnel briefed

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01482 300 300 www.hullcc.gov.uk

A Best Practice Guide to Event Planning

This document can be made available in other formats(large print, audio and Braille) and different community languages. Please telephone 01482 300 300.

Published by ESAG

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