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Event Checklist

Use this event checklist to help organise your event. Once you’ve ticked off every item, you’re good to go!

The documentation required will depend on the size and scale of your event, but this should give you a rough idea of everything you need to consider.

Planning

  • Develop an event safety plan for the event including:
    • Organisations Chart detailing responsibilities (e.g. event organiser, head steward, fire safety officer etc.)
    • Details of the event. Include activities, scale, type, timing, locations, acts etc.
    • First aid/Medical assistance plan (local GPs, hospitals etc.)
    • Site plan to include access and activities
    • Communication plan e.g. radios, channels, mobile numbers
    • Appointed persons e.g. stewards, security and shift patterns, times and locations
    • Type and size of audience
    • Crowd control/traffic management measures (e.g. barriers)
    • Emergency plan including the evacuation procedures, assembly points etc. (security, accident, weather etc.)
    • Liaison with venue provider, emergency services, local authority etc.
    • Contingency plans if the event must be moved/cancelled, stopping the event i.e. due to adverse weather
  • Determine what the event will include e.g. stages, marquees etc. (CDM 2015 regulations)
  • Risk assessment for event, activities, build/take-down
  • Selection of contractors, approval and gathering of health and safety information (e.g. Construction, Food, drink, welfare suppliers etc.)
  • Contractor/Supplier Management
  • Provision of workplace facilities e.g. welfare, first aid, lighting etc.
  • Security arrangements
  • Training of staff required to ensure their competence
  • Management of Noise and public disturbance

Event Set Up

  • Site assessment including:
    • site hazards and control measures
    • buried services such as electric cables
    • provision of electrical supply e.g. generators
    • ground stability and suitability for weight limit of loading
    • safe speed limits and parking
    • first aid, toilets and wash facilities
    • emergency arrangements
    • weather forecast
    • procedures for using / booking plant
  • CDM requirements and documentation
  • Site briefings
  • Transport management implementation (marshalling, signs, contingency routes for weather, parking, emergency exits)
  • Employee welfare
  • Emergency procedures implementation
  • Contractor/Supplier Management
  • Audit/Review of build period
  • Fire risk assessment undertaken for the completed build prior to opening
  • Structural sign-off of stages and structures

During the Event

  • Risk Assessment review and update to ensure reflection of event
  • Specialist risk assessments for events/activities/special effects/lasers
  • Noise Monitoring and assessment
  • Health and safety signage to advise public of required information
  • Periodic Audit/Review of event
  • Management of crowds (Signage, crowd pressure e.g. mo-jo/crush barriers, crushing)
  • Training of event staff for fire/emergencies/marshals etc.
  • Transport management (Parking/drop-off, pedestrian routes)
  • Food and drink providers’ selection/assessment, availability of drinking water, alcohol provision and consumption
  • Sanitary facilities (suitable number, washing facilities, location, sewage disposal)
  • Waste management (collection, receptacles, H&S of employees exposed to sharps, disposal etc.)
  • Management of other activities e.g. Media/Film, press
  • Emergency procedures for visitors e.g. lost children, disabled attendees
  • Contractor/Supplier Management
  • Event licensing

Event Breakdown

  • Transport management – exiting site/collection of plant and equipment
  • CDM requirements and documentation
  • Employee welfare
  • Emergency procedures
  • Waste collection/disposal
  • Audit/Review Post event breakdown
  • Debrief after event

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