 Audience profile : Exchange Participants (EPs)

 Expected numbers of attendees : 50 people


Site maximum capacity

Please state the maximum number of people you expect at any one time
Public
Participants Staff Volunteers Other Total
visitors

Please state the maximum number of people you expect in total over the event
Public
Participants Staff Volunteers Other Total
visitors

Target audience (who? local? national?) & age range:

3.3 Communications on site

 What communication methods are being used, if radios, what channels

and what protocols?
 If only mobile phones, consider impact on event if they fail due to signal or
overuse of network (what contingencies do you have?)

3.4 Staff Briefing

 Who will carry this out?

 When will it be carried out and to whom?
 What information will it contain and how will it be recorded?

1. Activities
 You will need to see the providers insurance and risk assessments – file
them in your control document folder and refer to them here.

4.1 Firework and pyrotechnic management

 If any - details to be provided. Assume you are not allowed fires or public
barbecues unless written permission is sought from the landowner.
 Fireworks must only be organised by a professional company.
4.2 Fair rides and inflatables

 Who is providing them? All fairground providers must be current

members of the Showmen’s Guild – what is their membership number
(this shows they have insurance and all the relevant paperwork)?
 Inflatables – if not brought by the fair providers you will need to see their
current test certificate (PIPA or equivalent), risk assessment and
insurance.
 Are they being sited on hard standing ground?
 See current Health and Safety Executive (HSE) guidance on inflatables

4.3 Live music, bands, shows and displays

 What?
 Who?

4.4 Water-based activities

 Include all activities and the safety considerations.

4.5 Animals on site

(not including dogs brought by the public unless part of an organised
show/agility event etc)
 What animals will attend, who will provide them?

Be aware of the risks:

 Salmonella and other diseases (zoonosis) – from handling all animals,

contamination of the ground, contamination of footwear/buggy wheels etc,
disposal of waste (e.g. straw)
 Bites and scratches
 Allergies
 Escapees
 Qualification/experience of handlers
 Suitable fencing/enclosure/cage
 Signs required
 Hand washing facilities
 Procedure for an escaped animal
 Welfare of the animals

4.6 Camping on site

 Ensure relevant safety guidelines are followed (e.g. site design, site
densities, segregation of vehicles and tents). Must be included in a
separate fire risk assessment. Think about night security. Have you
received site owner’s permission?
 4.7 Fundraising

 Ensure all relevant guidance is followed.

4.8 Other activities

 List all other activities that will be attending your event.

2. Event Risk Assessments and Hazard Management

 This area should refer to their being an Event Risk Assessment, including
any Fire or Public Health Risk Assessments (as required) and its location
within the document, i.e. Appendix ?

 A full Risk Assessment is required to put controls in place for all potential
hazards. An overview of any major hazards can be useful to record.
 Site specific hazards and Activity specific hazards.

3. Emergency Management

6.1 Emergency procedures

 If the operational Event Management team consider that an emergency is

to be declared then how this be managed until Emergency Services or
additional help arrives?
 On arrival will operational command move to the emergency services? If
so, how will you do this?
 Do you need to consider a partial of full evacuation, how will you manage
this?
 Are dedicated emergency services access routes/Fire Lanes required? Is
there provision to ensure these are accessible in bad weather/ poor
ground conditions, e.g. is trackway needed?
 How will you keep these routes clear for the Emergency Services?
 Rendezvous point for emergency services?
 Who will meet them?
 Emergency exits and rendezvous points for public.

6.2 Suspicious packages

 Procedures - HOT principle

6.3 Bomb threat

 What will you do in the event of a bomb threat? Consider a script and
recording form. Search Gov.uk for guidance

6.4 Terrorist attack

 How will you identify and prepare for a potential terrorist attack? Search
Gov.uk for “Crowded Place Guidance”.

6.5 Fire precautions, equipment and procedures

 Fire-fighting equipment is located?

 The following people are trained?
 Fire risk assessment: stand-alone document, or see Appendix?
 Specific hazards are: (gas canisters, fuel, re-fuelling generators, catering
etc)
 Fuel spillages will be dealt with by?
 If a fire breaks out by?
 Muster point is? (ensure this is on site plan), alternative muster point is?

6.6 Site safety

 Danger areas (slopes, deep water, steep drops, uneven ground,

machinery)
 Fenced areas
 Signage
 Fencing – provided by? who will put it up? suitability for
location/audience?
 Separation of pedestrians and vehicles

6.7 Severe weather

 Details of weather that may lead to cancellation of event and how this will
be monitored and managed, e.g. thunderstorms, hail, snow, ice, heat,
sun, rain. When will the decision be made? How will you inform people?
 Strong winds and thunderstorms, what provisions have you put in place to
mitigate risk of flying objects, structures or lightning strikes.
 Also include flood risk if appropriate, e.g. field liable to flood, difficulties for
traffic leaving the event, issues with electrics, routes for fun runs etc.
Include any mitigation measures to be provided, e.g. 4x4 assistance.
 It will be a decision made by the operational management team if the
weather creates too great a risk for the event to proceed. Include any
trigger points that maybe used.

6.8 Incident reporting procedure

 Who is responsible for; making report? taking photos? talking to

witnesses? Reviewing procedures after the incident?
  Template reporting documents – in Appendix?

4. Welfare

7.1 First aid

 Medical cover will be provided by? Include details and contact numbers. Is
the medical provider Care Quality Commission (CQC) registered?
 First aiders are?
 First aid point is?
 First aid kits are located?
 When are first aiders on site? e.g. during setup before external provider
arrives?
 What is the system for co-ordinating first aid incidents and allocating
resources to them?
 Is there a commonly understood method of identifying locations (i.e.
gridded map or what3words.

7.2 Lost and found child and vulnerable person procedure

 Any lost child/person will be??

 Any found child/person will be??
 (Advised to keep them away from the first aid tent and the control tent
where they may overhear)
 See Appendix?? – Event Safeguarding Policy.
 See appendix?? – Forms to complete for lost/found children

7.3 Safeguarding

 How are you protecting children, young people and vulnerable adults from
harm and protecting your staff from potential false allegations? You have
a responsibility to report any concerns of abuse of a child, young person
or vulnerable adult visiting your event.

7.4 Nursing parents and baby changing facilities

 Separate facility for feeding or changing a baby.

7.5 Equality

 Consider the needs of all members of society that may attend your event,
e.g. non-English speakers, those with disabilities, changing facilities for
those with disabilities, accessibility etc.
7.6 Weather

 Provision of shade, seating, drinking water, rest tent, meeting point etc. for
staff and participants.

5. People Management
 Who will carry out this role?
 How will the role be carried out?

8.1 Security

 Contractors/staff details and contact numbers.

 Dates and times, they are on site
 Their training and qualifications (Security Industry Association (SIA)
trained?) individuals’ licences in date?
 Their roles and responsibilities.
 Contractors’ method statement/plan etc can be inserted here.

8.2 Crowd management

 Details of how public/competitors will be managed, including potential

issues (e.g. underage drinking, drug use, unacceptable behaviour,
overcrowding)
 Is there likely to be a specific time when more people will be on site – e.g.
a specific activity/fly past/well known band etc? How will you monitor and
deal with this?
 Crowd Communications - set scripts for incidents and managing the
crowds – see appendix??
 Barriers required? What type? Where? On site plan?

8.3 Competitor and performer management

 Who will liaise with and guide competitors/performers etc?

 Do they have a specified, public-free area?

8.4 Lost Property

 Lost Property, what provisions do you have for recording, lost or found
property, how will you store it and how will you dispose of afterwards?

6. Vehicle Management

9.1 Traffic management

 Include details of how all traffic (vehicles, pedestrians, cyclists) will be

dealt with on site and off site
 Impacts on the road networks?
  Diversion route?
 Signage required and procurement of signs/barriers
 Access for emergency vehicles and residents
 Qualified person to put signs/barriers out, suitable person to monitor road
closure
 What about car parking and impact on local roads (queues, bad parking in
local area)
 Contingency plans. For example, if a road traffic accident occurred on the
desired route to the event site how would event goers find out? Or if an
incident occurred on site limiting egress from the event site how would
marshals react to control the crowds?

9.2 Road closures

Do you need to close any public roads to run your event, if so then an
application will have to be made with either Cambridgeshire County Council or
Peterborough City Council Highways Departments, minimum 12 weeks before
the event.

 Who is organising this?

 Who is qualified for the placing and removal of traffic management
arrangements and to implement the closure and sign alternative routes?
 When is the road closure required?
 When are warning signs going to be put up?
 Where are signs to be located?
 Where are you sourcing the signs?
 How will you deal with cars parked within the road closure/no parking
area?
 Where is your diversion route?
 Who will be allowed through (e.g. residents) the road closure?
 Who is responsible for removing the road closures in the event of an
emergency?
 Map of road closures, signs, diversion routes.

 Include details of how traffic will be dealt with on site and off site
 Will a road closure be necessary? They need to be applied for at least 12
weeks in advance
 Impacts on the road networks?
 Diversion route?
 Signage required and procurement of signs/barriers
 Access for emergency vehicles and residents
 Qualified person to put signs/barriers out, suitable person to monitor road
closure
 What about car parking and impact on local roads (queues, bad parking in
local area)
9.3 Car park closures

 Local authorities organise warning signs and closures of their car parks.
Who will monitor the closures during the event? What will you do with
cars parked within the closed area?

9.4 Directional signage

 Who is organising this?

 What signs are required?
 Where are they to be located?
 How are they to be fixed?
 Where could queues cause a problem?
 Have you obtained permission to place signage on the public highway
from the traffic authority?
 Which qualified individual/organisation will be installing and removing the
signage?

9.5 Public transport management

 Include details of engagement with public transport providers if

appropriate.

9.6 Car Parking

 Where and relevant permissions

 Ground conditions and contingency plans (e.g. cars stuck in mud)
 Signage
 Marshalling
 Controls e.g. barriers/fences
 Overflow
 Traffic management e.g. queues on public highways
 What number of vehicles are expected?
 What is the available parking capacity?
 Considerations for blue badge, motorcycle, push cycle parking

10. Technical Support

10.1 Temporary Demountable Structures (TDS)

 All event infrastructure (TDS) should be erected/constructed by trained

and competent staff/Contractors. They should have full Risk Assessments,
Method Statements and correct Public Liability Insurance. Copies of these
together with construction certification should be kept by the event
organiser within the event control.
  Event organisers should be familiar with The Construction Design &
Management, (CDM) Regulations 2015 which came into force on the 6th
April 2015. These will give guidance on aspect of construction, including
TDS, which include such items as “Stages, Tents & Marquees,
Grandstands, Disability access Platforms and other temporary structures
such as Brand activation.

10.2 Staging

 Who is providing it, erecting it and supervising it?

10.3 Electrics

 Generators, positioning and protection of cables, use of Residual Current

Devices (RCDs), in date Portable Appliance Test (PAT), use of suitable
extension cables, competent/trained person responsible, protection from
rain/runoff/floods etc.

10.4 Lighting

 Consider this if event will be in darkness at any point or

contractors/staff/volunteers will be working in the dark.
 The event will start in daylight and the sunset time is predicted at??
 Lighting for crowd safety will be viaXX
 Consider whether the route to car park will be lit, Stewards will carry
torches, etc. Public advised to bring torches, temporary floodlighting?

10.5 Sound system

 Who is providing it, setting it up, monitoring it, loudhailer etc?

10.6 Noise management policy

 Consideration needs to be given to any amplified sound equipment and

how it is managed:
 What sort of music is being played?
 What volume levels are anticipated?
 The stage itself will face towards? and the nearest residents are?? metres
from the stage.
 How will the levels be monitored? Who will adjust it?

11. Communications Plan

11.1 Wider communication

There are three main areas of communication for your event:
  Letting residents and businesses in the surrounding area know about your
event plans before the event, the earlier the better (letters, posters,
banners, flyers, local media).
 Internal communications on the day of the event (see 3.3 above)
 Communicating with your audience on the day (signs, flyers,
announcements).

 Provide details of systems in use and range of coverage, channels used

etc.
 At larger events you may need to consider interference issues. Include
details of mobile phone coverage and in particular if certain networks are
known not to function in area.
 Emergency communication protocol; what to say, what not to say, code
words for incidents?

11.2 Media

 Consideration should be given to any media statements planned for event

and who will deal with any enquiries or permission to take pictures etc at
the event.

12. Sanitary Facilities

12.1 Waste Management

Details of how waste will be managed, e.g.
 Numbers of litter bins/skips/bags required
 Location of bins/skips (public areas, staff/volunteer areas/camping area
 Litter picking during event
 Recyclable material collection
 Waste from caterers and other activity providers
 Who is responsible for emptying bins during the day?
 Who is emptying at the end of the event?
 Agreement with site owner or those responsible for emptying permanent
bins on site.
 Sharps disposal.
 Spillages etc

12.2 Toilets

 See guidelines for toilet provision vs number of people.

 Provider’s details:?
 Public toilets are located at?
 ? number of Portaloos for men will be provided
 ? number of Portaloos for women will be provided
 ? disabled toilet facilities
 Who is responsible for providing spare consumables, cleaning and re-
stocking, unblocking/trouble shooting during the event?
13. Catering and Hospitality

13.1 Food and drink

 Are you providing specific buffet etc for certain guests? Think about who,
where and when.
 Who is liaising with the stall holders and ensuring they run smoothly and
safely?
 What will be provided, how and who by? See Appendix XX for list vendors
and contact details, checklist for registration with local authority, gas and
electric safety certificates, food hygiene rating etc,
 Guidelines for provision of food if not by a registered company (e.g. home-
baked cakes).
 Location (e.g. if BBQ think about fire risk (sparks), smoke direction
 What refreshments are you providing for staff?
 Where is the drinking water coming from? If it is a private water supply,
has it been tested and the results shared with your local authority?
 Are you providing a communal seating area for visitors? Who is providing
this? Who is responsible for keeping this area clean and tidy?

13.2 Alcohol

 Who is providing the alcohol?

 Who is running the bar?
 Who has the personal licence and will they will be site?
 Policy specifying how the bar will be run, including selling to drunken
people, underage
 Signs in bar area with expected behaviour
 How to deal with customers buying drinks for other people
 Policy for checking ID (e.g. Challenge 25?)
 Policy on how to deal with a drunken person
 The use of plastic glasses (to minimise litter and waste disposal a deposit
for a plastic glass could be considered)
 The control of alcohol being brought on to the site
 Whether stewards will be looking for teenagers getting drunk
 Control of numbers within the Temporary Event Notice (TEN) area
 Consider SIA trained staff (check their licences are valid)
 Consider CCTV in bar area (keep the footage for 30 days)
 Consider using a refusal register

13.3 Trade Stalls

 What type of trade stalls are at your event? Crafts/gifts/charities/info

stands etc
 Do they conform to any regulations as required?
 Have they been fully risk assessed?
14. Environmental Protection
 How will you prevent damage to the local environment?
 What issues could you face?
 How would you deal with these?

Please note most Local Authorities may not allow the release of balloons,
Chinese lanterns, birds or butterflies from their land. You are advised to avoid
these activities wherever your event takes place – please search the internet
for your local authority area and the issues involved with each activity.

14.1 Water

 waste water
 chemicals
 fuel
 cooking oil
 litter etc

14.2 Land

 waste water
 fuel
 litter etc

14.3 Air

 think of wind direction

 visibility etc
Appendix A

Location Map and Site Maps

 With scale and compass rose.

 With grids so a grid reference can be given for the location of an incident.

 For example - one for showing location of the site (emergency services
may come in from out of the county and not be familiar with the site) along
with address, postcode and 6 figure grid reference of main entrance (from
an Ordnance Survey map).

 For example – one for safety/emergencies: emergency access routes,

emergency exits, fire-fighting equipment,

 For example - one showing facilities: location of temporary structures,

caterers, stalls, attractions, roadways, parking (staff, volunteers, public,
disabled), public access/egress routes, control tent, lost children point,
first aid point, toilets, facilities (electric points/power, water), fencing, no
entry areas etc.

 For example – one for signs, fencing, bollards, staffing, marshal points etc

Appendix B

Event Schedule
For example (add or delete as necessary):
Notes (responsibilities,
Date Time Activity
resources required etc)
Collect site access keys
Access site
Temporary structures delivered and
set up (gazebos, marquees, staging,
flooring etc)
Toilets delivered and installed
Activity and attraction providers
arrive
Briefing
Open to public
Schedule of activities – see separate
form
Event closes
Activity providers off site
Toilets collected
Temporary structures taken down
 Event cleared – bins emptied, litter
picked etc
Depart site, secure site and buildings

Adapt as necessary with your activities along the top and timings along the side:
Time Bands Dog show
9:00 – 9:30
9:30 –
10:00

Appendix C

Roles and Responsibilities – staff not covered in section 2.0

You may wish to assign individuals specific roles for the planning stages and on the
day.
 For example, pre-event publicity, media relations, graphic/sign/leaflet
design and printing, stall holder liaison, catering liaison, litter picking,
handy-person, electrician, putting out signs, directing traffic, putting up
fences, parking

Role Name Responsibilities Contact mobile

Appendix D

Marshals briefing
Who is giving the briefing? When and where?

For example:
 responsibilities
 expected behaviour
 when and who to call for assistance
 rest area
 personal welfare and safety
 radio protocol
  contact numbers

Include a summary they can take with them easily, e.g. with a lanyard.

It is good practice to ask your marshals, staff and volunteers to sign to say they have
attended and understood the briefing.

I have attended the marshal’s briefing and understand my responsibilities:

Name Signature Date

Appendix E

Bomb Threat protocols

 How will you deal with any bomb threats received by yourself?
 What information will you record (think descriptions and evidence)

Appendix F

Lost Child and Vulnerable persons protocol

 How will you deal with any reports of losses or any found persons?
 What documentation will you raise?
 Who will you inform and how?
 How will you return any persons to their carers?

Appendix G

Risk Assessments

 Your risk assessments will need to be stored in the Event Control Folder
and updated as necessary.
 You also need to collect and file risk assessments from all activity
providers.

Example RA:
N.B. Further guidance on Risk Assessments can be accessed at the Health & Safety
Executives website

Appendix ?

Insurance

 Insurance provided by?

 Ensure it covers the activities you will be running.

Appendix ?

Licences and Permissions

The following licences have been applied for:
 Licence or

Received
Applied
Licence or Conditions of licence - summary

(date)

(date)
permissio
permission (Ensure paperwork is in Event Control
n required
required for Folder)
from
Use of site
Alcohol
Music
TEN

Appendix ?

Emergency Services Contact Details

 Police (if attending)

 Fire (if attending)
 Ambulance (if attending)

Appendix ?

- Public Address Scripts

 Start of event script

 Incident scripts e.g., Evacuation
 Warning script re alcohol use
 End of event script

Appendix ?

Stall Holders and Activity Providers – expectations and responsibilities

You may find it useful to ensure your stall holders and activity providers know their
responsibilities, what is expected from them and what they can expect from you.
Ensure they receive this well in advance of your event. For example:

Thank you for applying to attend our event “event, location and date”. We have
allocated you a pitch/stall/gazebo.

 You can access the site on? date after? time

 We expect you to be set up and ready to go by??
 Please do not start clearing away until?
 We would appreciate you departing the site by?
 Your pitch is: ?m x ?m
  We will provide? (tables (include sizes), gazebo (include sizes), electrics,
water etc)
 You will need to provide? (tables, gazebo, risk assessment, insurance
details, qualifications of staff/volunteers, relevant safety certificates,
generator)
 Please dispose of your rubbish by??/taking it with you

 On arrival please go?

 The rest area is?

You are responsible for the safety of your pitch (including fencing off/protecting
generators). Please speak to a member of Event Staff if you have any queries or
issues.

You could include a site plan with their pitch on it, if pitches labelled or numbered.

Summary to give them:

In case of emergency?
e.g.
 Lost children
 Fire
 Suspicious packages
 First aid
 Near miss reporting
 Incident reporting

Contact numbers/email:
 In advance
 On the day

Monitoring paperwork received:

It is worth monitoring the paperwork you receive from each activity provider,
especially in regard to Safety Certification (e.g. PIPA certificate, Risk Assessment,
Insurance etc)

For example:
Assessmen
Insurance

Contact Attraction
Company Contact name
number provided
Risk

Appendix ?
Catering Providers
It is worth keeping a record of catering providers and the paperwork you have
received from them. For example:

registration

Gas safety
certificate

certificate
Contact Contact Food
Company
number name provided

Elec.
LA
Appendix ?

Contractors on Site – their responsibilities

You may want to set out the responsibilities of contractors on site (e.g. electricians)
and record the briefing they are given then ask them to sign it (example below). This
will vary depending upon whether they are only there to set up/dismantle structures
for the event or staying during the event. For example:

Summary of briefing XX

I have attended a briefing for the event? and I am aware of my responsibilities.

Company Name of Manager Contact number Signature

Appendix?

Signage Required
What do you need and where, who is printing/ordering them, durability of signs, how
and where are then being fixed, who is taking them down?
Ensure they are waterproof and in a large, clear font.
 In advance of the event
 Warnings
 Publicity
 On the day
 Car park access and egress
 Pedestrian access and egress
 Emergency exits and arrows
  Toilets
 First aid
 Lost and found children
 Activities
 Timetable of activities
 Site map
 Attractions
 Meeting point
 No entry/staff only
 Warnings (uneven ground, pedestrians, steep slope, water etc)
 Expected behaviour
 Road closures and diversions
 Location of drinking water

Appendix ?

Incident Forms

 Forms you will complete for e.g.

 First Aid treatment
 Incidents, accidents and near misses – you will need to report these to the
relevant person or organisation, e.g. site owner, security company, stage
provider etc.