As the event organiser, the responsibility for ensuring your event is safe and secure for your attendees and staff falls on your shoulders. Although it’s more important for larger events, health and safety still needs to be considered at small events too. As the organiser, you need to take steps to prevent any harm that could potentially be caused during your event, and planning in case of an emergency situation.
Are you concerned about making sure your upcoming event runs safely and securely? Well, below we have a guide on ensuring your event goes as it should.
Is your venue suitable?
Putting together a written profile for your event is a good starting point. In this you can include all the activities that will take place and the estimated amount of attendees, it’s also worth looking at the demographics of the people attending (i.e. the elderly or children). With this in mind, visit your event venue and assess its suitability.
Factors you will want to consider include in your assessment are the capacity and accessibility. Ask yourself whether all of the event attendees can be safely accommodated inside the venue? Will they be standing or seating? Is the venue easily accessible for people with disabilities? And are there enough emergency exits? It’s also worth looking at the facilities around the event, for example, you need to be aware of how far away the nearest hospital is and what the transport links in the area are like.
Once you’re happy that your venue is suitable for your event, you can begin to draft a site plan. In your site plan, you’ll need to indicate where the structures, facilities, entrances and exits will be. It’s also your responsibility to make sure the plan is available to all contractors and staff working on your event.
Assess the risks involved
The next step after establishing whether your event is suitable or not is to carry out a risk assessment. This involves looking at all the potential health and safety issues involved with your event and rating their risk level.
You need to consider all types of hazards, including trips, crowds and any potential first aid issues. It’s important to ask yourself what injuries could potentially occur at your event? Could overcrowding be an issue? Or could an electrical fire potentially occur?
Once you have identified all potential risks, you then need to plan how you intend to mitigate and manage each of them.
Create an emergency plan
As the event organiser, you will need to plan for any situations that could occur which would require urgent attention, this could be anything from a fire to a stage collapsing.
Once you’ve identified these situations, you need to develop emergency procedures which are to be followed by anyone working on the event. It’s also important to discuss your plans with the venue management so they are aware.
When developing your emergency plans it’s important to consider a number of things. Firstly, how would you raise the alarm and communicate the emergency with staff and volunteers? It’s important that a plan is in place for communication to ensure the situation can be addressed as quickly as possible. You also need to look at what the onsite emergency response is like, for example, are there fire extinguishers readily available? Another aspect to look at is how will you evacuate the crowd and move people away from immediate danger to a safe place.
Implementing health and safety
Once you have assessed all potential risks involved with your event and developed an emergency plan, it’s your responsibility to implement the health and safety plan. You need to take steps to ensure that all staff and attendees aren’t exposed to risks for the duration of your event.
It’s important that you provide staff with relevant information during the site induction and to ensure that everyone is aware of all potential risks and the steps which are being taken to minimise them. This should include information such as site hazards, toilets and wash facilities and what the arrangements are in case of an emergency situation.
It’s also important that you monitor risks throughout your event, this can be done by creating a checklist and completing it at regular intervals throughout your event.
Here at Winter Gardens Blackpool, our team are here to take the stress off your shoulders when it comes to ensuring your event runs safely and securely. Our dedicated security team at Winter Gardens, as well as preferred vendors, know the venue inside and out and have provided services for a wide variety of events. They are highly trained in providing quality event security at the most competitive prices.
Read our latest blog post to find out our top tips for running a safe and secure event