Borough Of Berwick-Upon-Tweed Safety Advisory Group
Event Safety
A Guide For Event Organisers
Version 1.3
September 2007
Contents
Title
Paragraph
Page Number
Introduction
1.0
4
Background
2.0
4
Who is BBSAG?
3.0
5
What does BBSAG do?
4.0
5
BBSAG’s aims and objectives
5.0
6
BBSAG meetings
6.0
6
Funding
7.0
7
As the event organiser, what do you need to do?
8.0
7
What happens next?
9.0
9
Minimum Safety Standards
10.0
10
Who is responsible for safety at a public event?
11.0
10
Risk assessment
12.0
10
Stewards
13.0
11
Evacuation
14.0
11
First aid and medical treatment
15.0
11
Fire arrangements
16.0
12
Signs
17.0
12
Road closures
18.0
12
Licensing
19.0
13
Security
20.0
13
People with disabilities
21.0
13
The Environment
22.0
13
Facilities
23.0
14
When things go wrong
24.0
14
And finally………………..
25.0
14
Safety checklist
26.0
15
Useful publications
27.0
17
Useful contact details
28.0
18
Appendices
Appendix A - Event Safety Plan
Appendix B - Event risk assessment guidance notes
Appendix C - Event risk assessment template
Appendix D - Safety inspection checklist – before the event
Appendix E - Safety inspection checklist – during the event
Appendix F - Safety inspection checklist – after the event
1.0 Introduction
1.1 The Borough of Berwick-upon-Tweed Safety Advisory Group (BBSAG) has been set up to provide advice and guidance for people organising public events in the Borough.
1.2 It is our aim to help make the Borough a safe place for everyone who attends or participates in a public event.
2.0 Background
2.1 History shows that when large groups of people gather in confined spaces at events which have been poorly organised, dangerous situations can arise which place the safety of participants and spectators in jeopardy.
2.2 Infamous examples include the Hillsborough Stadium disaster in 1989 and the fire at Valley Parade stadium, Bradford in 1985. Following these two tragedies, new laws were introduced to increase safety in sports grounds and the Football Licensing Authorities and safety at sports ground advisory groups were set up or given new direction to promote safety at sports events.
2.3 More recently, the Crime and Disorder Act 1998, Civil Contingencies Act 2004, community fire safety plans and health improvement plans have built upon the findings of the Taylor Report (published in the aftermath of Hillsborough and founded on the guiding principle that “………public safety must transcend all other issues”). In order to make sure these acts, plans and reports are implemented, local authorities, the police, fire service and health authorities will work together to maintain the general safety of the community they serve.
2.4 However, many public events are not covered by the strict controls that govern sports events, which leaves something of a gap where other, non-sporting public events are concerned. That gap is filled locally by the Borough of Berwick-upon-Tweed Safety Advisory Group (BBSAG) which has been set up to help ensure the safety of all public events within the Borough.
2.5 BBSAG complements the work of the Borough of Berwick-upon-Tweed Crime and Disorder Reduction Partnership (CDRP) and the emergency planning authorities and shares their commitment to making the Borough a safe place for residents and visitors alike.
3.0 Who is on the Borough of Berwick-upon-Tweed Safety Advisory Group (BBSAG)?
3.1 BBSAG is made up of representatives from :
• Berwick-upon-Tweed Borough Council
• Northumbria Police
• Northumberland Fire and Rescue Service
• Northumberland County Council
• The Borough of Berwick-upon-Tweed Crime and Disorder Reduction Partnership
3.2 The Group is currently chaired by the Borough Secretary, David Cook.
4.0 What does BBSAG do?
4.1 We provide advice and guidance to individuals and organisations who are planning a public event – ranging from small fun runs to major public gatherings. The advice we give is in addition to any legal requirements and government guidance.
4.2 By working together, we can ensure that we give consistent safety advice and achieve a minimum standard of safety at events.
4.3 We provide a focal point for discussion between the Council, emergency services and other relevant organisations to develop best practice for the safe management of all types of public events.
4.4 If necessary, we will use our collective influence and power to prohibit events which we consider are or will be unsafe.
4.5 We have agreed contingency plans for dealing with public events.
4.6 We make recommendations for future safety improvements following an event.
4.7 We maintain a database of all events that we are told about or that are brought to our notice in other ways.
5.0 BBSAG’s aims and objectives
5.1 BBSAG aims and objectives are as follows :
• To provide advice and guidance on event safety issues for event organisers
• To establish effective working relationships with event organisers
• To develop a culture of good practice and raise the level of event safety expertise in the community
6.0 BBSAG Meetings
6.1 BBSAG’s calendar of meetings for the remainder of 2007 is set out below :
• Wednesday 18th July 2007
• Wednesday 19th September 2007
• Wednesday 14th November 2007
All meetings begin at 2pm and are normally held in the Council’s Committee Rooms at Wallace Green, Berwick-upon-Tweed. These meetings are open to the public unless otherwise stated. The 2008 calendar will be agreed at the 14th November BBSAG meeting.
6.2 The main purpose of each meeting is to discuss safety issues for particular events. It is usual practice for event organisers to attend BBSAG meetings to discuss their event safety plans with the Group.
6.3 BBSAG meetings can be convened at short notice in exceptional circumstances, but preferred arrangements are for event safety plans (see the appendices to this guide) to be submitted to the BBSAG chairman 3 or 6 months prior to the date of the event, depending on the size of the event.
6.4 The Chairman is responsible for the preparation of the agenda and circulation of minutes for all BBSAG meetings.
7.0 Funding
7.1 BBSAG does not have a dedicated budget. The small costs generated by SAG, including printing, stationery and training costs, are normally met from the Council’s Civil Contingencies/Emergency Planning Budget, although contributions from other partner organisations will be sought where necessary.
Working with Event Organisers
8.0 As the event organiser, what do you need to do?
8.1 We want to help you make your event as safe as possible. To help achieve that objective, we’d like you to provide us with information about your event so that we can give advice about the level of risk to public safety and on ways to address that risk.
8.2 As the event organiser, you have overall responsibility for making sure that the event proceeds safely and without incident. This means ensuring that all aspects of event safety planning are taken care of. This may seem like an onerous task, but evidence of competent event safety planning will help protect you if something does go wrong. If you don’t feel that you have the expertise, experience or knowledge to lead on the preparation of event safety plans and risk assessments, you should consider engaging a professional health and safety adviser to do this for you. Although there will be a cost, consider it an opportunity to ‘spend and save’ – not only in terms of ensuring the job is done properly; it also means that if you repeat your event in subsequent years, you will have ready-made plans which only require minor amendment to make them fit for purpose.
8.3 A number of documents are attached as appendices to the guide.
These documents include the following :
(a) Event Safety Plan template
(b) Event risk assessment guidance notes
(c) Event risk assessment template
(d) Safety inspection checklist (before the event)
(e) Safety inspection checklist (after the event)
8.4 As the event organiser, you should complete documents (a) (event safety plan form) and (c) (event risk assessment template) and send these to the chairman of BBSAG 3 or 6 months before the date of the event.
8.5 It is likely that you will be invited to attend an appropriate meeting of BBSAG to discuss your event proposals.
8.6 Documents (a) and (c) can be submitted to the chairman in either electronic or paper copy format.
8.7 The correspondence address for the BBSAG chairman is :
David Cook
Chairman
Borough of Berwick-upon-Tweed Safety Advisory Group
9.1 For small events, we will make a note of your plans and possibly send you some safety advice. Normally we will not take any further action. However, in some cases we will ask you to change some of your arrangements to help improve the organisation and safety of your event.
9.2 For medium and large events, which generally have more complex arrangements, we will take a more active role and will usually invite you to attend a BBSAG meeting to discuss your event proposals, having previously received your event notification form and risk assessment template.
Expected Standards
10.0 Minimum Safety Standards
10.1 All events are different, and it isn’t possible to provide specific guidance for every eventuality. However, there are minimum safety standards that must be met and these are explained below. You should set these out clearly in a plan for your event. “The Event Safety Guide” will assist you with your event safety planning (see page 17 “Useful Publications”).
11.0 Who is responsible for safety at a public event?
11.1 The event organiser and/or landowner are responsible for safety at public events. We strongly recommend that you take out a public liability insurance policy (and any other appropriate insurance policy) to cover your event.
11.2 We also expect you to have a named person who is responsible for safety at your event. For larger events this may be a dedicated safety officer with a support team.
12.0 Risk Assessment
12.1 A risk assessment is a careful examination of what is likely to cause harm to people and an explanation of the measures that you will need to put in place to reduce or eliminate those risks. A risk assessment is also a way of identifying hazards and recording the action taken to reduce them.
12.2 Undertaking a risk assessment should be one of the first and most important steps in planning your event. This will help you to ensure that you have adequate health and safety measures in place. You may find it helpful to refer to the “Five Steps to Risk Assessment” document listed under the “Useful Publications” section, and to the Risk Assessment Guidance Notes attached as an appendix to this guide.
12.3 Your risk assessment should be recorded on the risk assessment template (also attached as an appendix) which should be completed and returned to the BBSAG chairman together with the event safety plan form.
13.0 Stewards
13.1 You must have enough stewards for the size and type of your event. It is vital that stewards are properly briefed about their roles and responsibilities. Stewards should be provided with high-visibility tabards for easy identification and radios for on-site communication. In addition, there should be at least one control point which is staffed at all times. This will provide a focal point for the emergency services if required. Equally important is a reliable method of communication with the public. This is vital if the site has to be evacuated.
14.0 Evacuation
14.11 Your event safety plan must include a site evacuation procedure. For indoor events, it is worth checking whether the building you intend to use already has an evacuation plan in place. This is far less likely for outdoor events.
15.0 First aid and medical treatment
15.1 You are responsible for ensuring that an appropriate number of qualified first aid staff are on duty at your event.
15.2 For further advice on the level of first aid/medical cover required, please contact :
17.1 You should provide directional and information signs at your event. Consideration should also be given to providing multilingual signs. Any temporary signs on the highway will need to be approved by the Highways Authority. Tel : 08457 50 40 30 or 0121 335 8300 or email ha_info@highways.gsi.gov.uk.
18.0 Road Closures
18.1 Closing a public highway can be a complex legal matter. If your event requires part or all of a public highway to be closed, you will need to make an application in writing to the Borough Council.
18.2 Only closures of roads or streets will generally be considered and there may be a cost where a road closure order is granted.
18.3 For further information about road closures, please contact the Assistant Solicitor in the Borough Council’s Legal and Democratic Services Unit on (tel) 01289 301713 or by email pjn@berwick-upon-tweed.gov.uk
19.0 Licensing
19.1 Organised entertainment (eg : theatre, plays, cinema, films, music, dancing, facilities for making music and dancing, indoor sporting events, boxing and wrestling) held in a public place or in a private place to which the public are given access or any event where alcohol will be supplied will almost always require a licence, which will normally be available from the Borough Council.
19.2 For further information please contact the Council’s Licensing Team on (tel) 01289 301836/301804 or by email to licensing@berwick-upon-tweed.gov.uk.
20.0 Security
20.1 You must ensure that special security measures are in place if, for example, you have VIPs attending your event or large amounts of cash. Northumbria Police can advise you on this issue. Because of the recent increase in terrorist activity you should also check the website of the National Counter Terrorism Security Office (www.nactso.gov.uk) to find out whether you need to put in place any additional security measures.
21.0 People with disabilities
21.1 You must ensure that all the arrangements you make, including emergency procedures, take into account the needs of disabled people.
22.0 Environment
22.1 You must consider environmental issues when planning your event. For example, consider whether the site is suitable for the type of event you are planning, and take account of local concerns such as noise, litter, parking etc.
22.2 For further advice about the environmental implications of your event, please contact the Borough Council’s Environmental Health team on 01289 330044.
23.0 Facilities
23.1 You must decide what facilities will be needed at your event, such as hot and cold drinks, toilets, PA system, lighting and tents.
24.0 When things go wrong
24.1 Remember - as the organiser of the event, you are responsible for the safety of everyone who is involved. If anyone is hurt or injured because of your negligence you may have to account for your actions in a court of law.
24.2 If an incident does occur at any event in the Borough, the BBSAG will ask :
• were adequate plans in place to manage a major incident?
• were the emergency plans published?
• were there enough emergency service resources on site?
• was there a detailed casualty treatment, management and
• evacuation plan?
• were the emergency plans properly explained and tested?
• was there a clear chain of command and control?
• were communications between key personnel and the crowd adequate?
25.0 And Finally ………………..
25.1 This guide is intended to help you fulfil your responsibilities as an event organiser. However, your should augment the information provided by other reading including the items listed in the ‘Useful Publications’ section.
25.2 The BBSAG will not be held responsible for any deaths, loss or damage to property arising as a consequence of your event. It is your responsibility to ensure that you take the necessary steps to protect yourself from liability.
25.3 We hope you find this guide to be a useful tool, and wish you a successful event.
26.0 Safety Checklist
Have the following key personnel been identified?
• event organiser
• safety manager
• chief steward
• stewards
Has relevant information been provided?
For example, maps, plans, drawings, details of electric and gas
installations, and an outline programme of events.
• Do you know how many people are expected at the event?
• Has a risk assessment been carried out?
• Have you consulted the Highway Authority?
• Have you organised exits and entrances?
Are they:
• controlled?
• stewarded?
• signed?
• suitable for disabled people?
• suitable for prams and pushchairs?
Have you organised stewards?
• do you know how many you need?
• are they trained and briefed?
• are they clearly identified?
• are they covering key areas such as exits, entrances and barriers?
Do all your arrangements meet the needs of disabled people?
Have you organised communications?
• do you have a control point?
• who has radios?
• what are the call signs?
• can you communicate with the crowd?
• do you have a PA system or megaphones?
• do you have prepared announcements?
Do you need barriers?
• what kind of barriers are they?
• how will the barriers be stewarded?
Are you having fireworks?
• who is the named person responsible for the fireworks?
• are they competent?
• have you got the necessary licences?
• are you following the advice in the ‘Giving your own Fireworks Display’ booklet (see ‘Useful Publications’)
Do you have emergency procedures in place?
Have you arranged:
• fire fighting equipment?
• a way to make announcements to the crowd?
• a phone link from your control point to the emergency services?
• a list of key personnel, responsibilities and means of contact?
Do you have an emergency plan?
• does it cover everything?
• have you agreed it with the BBSAG?
• who will make the decisions during an emergency?
• how will you stop the event if necessary?
• do you have emergency routes, and are they signed?
• have you asked for advice from the emergency services about these routes?
Do you have first aid facilities?
27.0 Useful Publications
The Event Safety Guide - A Guide to Health, Safety and Welfare at Music and Similar Events - The ‘Purple Guide’ ISBN 0 7176 2453 6 £20 HSG 195 Date: 2002 Produced by the Health and Safety Executive
Managing Crowds Safely - A guide for Organisers at Events & Venues
ISBN 0 7176 1834 X £17.50 HSG 154 Date: 2000 Crowd safety at events including a section on Emergency Planning and procedure. Produced by the Health and Safety Executive
Giving Your Own Fireworks Display ISBN 0 7176 0836 0 £7.95 HSG 124 Date: 2005 Advice to small clubs about displays for the public. Produced by the Health and Safety Executive
Working Together on Firework Displays - A guide to safety for firework display organisers and operators ISBN 0 7176 0835 2 £8.95 HSG 123 Date: 1999 More detailed advice about semi-professional/professional displays. Produced by the Health and Safety Executive
Road Running Handbook No ISBN Number £4 Available direct from UK Athletics Book Centre
Safety and Sponsored Walks Leaflet. Produced by the Dept for Transport (Ref No T/INF261).
The Good Practice Safety Guide for small and sporting events taking place on the highway, roads and public places – download from www.homeoffice.gov.uk (look for the ‘News and Publications’ Section, and enter ‘Event Safety Guide pdf’).
This guide had been prepared by David Cook on behalf of the Borough of Berwick-upon-Tweed Safety Advisory Group (BBSAG), which comprises :
• Berwick-upon-Tweed Borough Council
• Borough of Berwick-upon-Tweed Crime and Disorder Reduction Partnership
• Northumberland County Council
• Northumberland Fire and Rescue Service
• Northumbria Police
Guide Author : David Cook, Borough Secretary, with acknowledgements to the City of York ESAG
Berwick-upon-Tweed Borough Council
Council Offices
Wallace Green
Berwick-upon-Tweed TD15 1ED
Borough of Berwick-upon-Tweed Safety Advisory Group
Event Safety Plan (Form SAG ESP1)
30/05/07
As an event organiser, you are responsible for producing an Event Safety Plan.
This has a number of important benefits:
1. It provides the Safety Advisory Group (SAG) with the information it needs to decide whether or not it can approve your event.
The more relevant information you provide, the greater the likelihood of obtaining approval.
2. It helps you to identify risks or potential risks.
3. It helps you to identify the measures that need to be put in place for the protection and well-being of people attending and taking part in your event; and
4. It defines the roles and responsibilities of specific individuals and groups.
Please remember to prepare your Event Safety Plan in conjunction with other members of your organising committee (if there is one) and representatives of any organisation or group involved in the safety aspects of your event.
Keep the plan as simple as possible, and user friendly.
This template is for guidance only. Some of the headings may apply to your event, but please ensure that you provide as much relevant information as possible.
Once your plan has been completed and approved by the SAG, it is essential that you brief everyone involved in implementing the plan. They must fully understand their roles and responsibilities.
Remember that no-one has time to read a plan when an incident occurs!
To further assist you when organising your event, please read The Event Safety Guide for Event Organisers which provides guidance on all aspects of event planning.
Event Details
1. Name of Event ……………………………………………………………………
2. Event Location ……………………………………………………………………
(Please enclose the relevant part of an ordnance survey map or give an ordnance survey location if possible. A site plan showing proposed positions of stalls, marquees, arena, exhibition units, car parking would also be helpful.)
Location Plan attached o Site Plan attached o
3. Brief Description of Proposed Event: …………………………………………………………………………………………………………………………………………………….……………………………………………………………………………….…………………………………………
15. Equipment available at the event for public safety
Please list any equipment that will be used at the event to safeguard the public and participants (e.g. handheld radios, high-visibility tabards for stewards, fire extinguishers etc):
Description of equipment
Provided by
16. Communications
(a) How will the event organiser communicate with stewards/marshals (and vice-versa)?:
(b) Do you have a Lost Child policy? …………………………………………..
[Please attach a copy to this form]
Highway and Traffic Implications
19. Are any footpaths, bridleways or roads that are normally open to the public affected or used as part of the event?
Yes o No o
20. Are you proposing any directional signing on the highway to direct the public to the event?
Yes o No o
21. Do you anticipate the need for any road closures and traffic diversions?
Yes o No o
22. Have you considered the need to restrict or control parking on the highway in the vicinity of your event?
Yes o No o
23. Are there any car parks to be closed in order to hold the event?
Yes o No o
24. How many parking spaces will be available for persons working at the event?
25. How many dedicated parking spaces will be available for the public attending the event?
Event Activities
26. Please tick the appropriate boxes to show the activities you intend to utilise or permit at the event? (some of these may not be permitted at all sites).
Fireworks/Pyrotechnics o
Live Music o
Carnival/procession o
Live Entertainment o
Fairground equipment o
Lost Children Point o
Aircraft o
Parachutists o
Barrier/Fencing o
Marquees o
Balloon Launch o
Portable Generator o
Hot Air Balloons o
Power Supply o
Horses/Donkeys Other Animals o
Toilets o
Motorcycles o
Alcohol o
Other Motor Vehicles o
Food/Drink Concessions o
Coconut Shy o
Barbecue o
Inflatables (e.g. Bouncy Castle) o
Train Hire o
Portable Staging o
Bonfire o
P.A. System o
Foreshore Boat o
Stewarding/Security o
Living History Or Other o
On Site Communications o
Market Stalls o
Water (Limited Supply At Some Sites) o
Re-enactment Groups o
Other: (Please Specify) ……………………………………………………..
Insurance
27. Has Insurance been arranged in respect of Public Liability or Third Party risks (including products liability where appropriate)? Yes o Noo
28. What is the name of the insurer? ………………………………………….
29. What is the value of cover? £……………………………..
(Recommended that this should not be less than £5 million)
30. Please attach a copy of your event insurance certificate to this form.
Publicising your event
31. Is the event of local, regional or national significance?
35. Licensed Activities: What licensed activities will take place at the event (e.g. sale or supply of alcohol, regulated entertainment including music/dancing/films/plays/indoor sporting events etc)?:
41. Who will direct the emergency services when they arrive on site?
………………………………………………………………………………………….
If permission is granted for the event, I hereby agree to comply with the conditions set out in this form and any departmental terms and conditions and all reasonable instructions given by all authorised Officers of the Council.
Signed ……………………………………………………………….………………..
Position ………………………………………………………………………………..
Date ……………………………………………………..
Please send this completed form, together with any supporting documentation and the completed Appendix C (Event Risk Assessment Template) by post or email to:
David Cook
Chair
Borough of Berwick-upon-Tweed Safety Advisory Group (BBSAG)
c/o Berwick-upon-Tweed Borough Council
Legal and Democratic Services Unit
Council Offices
The Event Notification Form must be submitted no less than 3 months before the date of an event. Copies of the form, together with completed Risk Assessment templates, will be forwarded to Northumbria Police and Northumberland Fire and Rescue Service as part of the BBSAG consultation process.
Borough of Berwick-upon-Tweed Safety Advisory Group (BBSAG)
Event Risk Assessment – Guidance Notes
Step 1 : What is the Task/Activity you are Assessing?
You should conduct a risk assessment for all activities or tasks involved in organising an event. This includes activities during setting up and breaking down the event, as well as activities that take place during the event.
Examples : erecting a stage, dismantling a stage, managing crowds, fireworks display, abseil, separating spectators and vehicles, fun fair.
Step 2 : What Hazards are Present or may be generated?
Look for hazards that you could reasonably expect to result in significant harm under the conditions at your event.
Examples :
• Slipping/tripping hazards (eg trailing cables)
• Lost children
• Emergencies (eg power failure, disorder, access/egress)
• Work at height (eg from temporary structures, ladders)
• Temporary structures and barriers
• Vehicles (eg forklift trucks, mix of vehicles and pedestrians)
• Cash handling
• Electricity (eg use of generators, earthing, temporary overhead/underground cables)
• Manual handling
• Noise (eg employees and audience sound levels)
• Rubbish/litter
Step 3 : Who may be harmed by the hazards?
List groups of people who may be affected by the hazard.
Examples : contractors, employees, members of the public, spectators
Step 4 : What precautions are already in place to either eliminate or
reduce the risk of an accident happening (existing controls)?
For the hazards listed, do the precautions already taken:
• Meet the standards set by a legal requirement?
• Comply with a recognised industry standard?
• Represent good practice?
• Reduce risk as far as reasonably practicable?
Have you provided for your employees:
• Adequate information, instruction or training?
• Adequate systems or procedures?
If so, then the risks are adequately controlled, but you need to indicate the precautions you have in place (you may wish to refer to procedures, etc)
Examples : traffic control, use of lighting, provision of stewards, provision of lost children facility
Step 5 : What additional precautions do you need to either eliminate
the risks or reduce the risk?
Where the risk is not adequately controlled, indicate what more you need to do in this section (an ‘action list’)
Examples: use suitable barriers, make hazards clearly visible, use of safety equipment if appropriate, ensure stewards are clearly identifiable.
Other Notes
You must have adequate Public Liability Insurance for your event.
Please enclose a copy of the current insurance certificate(s) with your risk assessment.
Further help and advice
• The following publications and leaflets (current versions) give practical guidance to help with risk assessments and managing health, safety and welfare at events.
