Organising & Planning your Event
The first step you should take as an event organiser is to consider the rule of 5WH.
This involves the following:
What are you intending to do? Will it be a funfair, garden fete, sporting event etc.
Where are you intending to do it? Will it be on private land, council land etc? Will you be able to get the necessary permission from the landowner and obtain public liability insurance to indemnify them?
When are you intending to do it? Is the weather right for an outdoor event, for example? What else is happening on that day, such as other events?
Why are you intending to do it? Are you doing it for charity, commercial profit, promotion of culture, etc? Do you have the permission of the parent organisation to organise an event in their name?
Who is going to do it? Are you organising the event as an individual or as a group? Have you considered your personal liability if there is a claim for injury if things go wrong?
How are you going to do it? Have you got a plan of exactly what it is you intend to do?
Following the above rule, you will produce an outline plan which will then be ready to be developed and realised. Approach any bodies who may wish to promote the event and seek permission from the land owner once you have a basic agreement in place and support for the event, approach the Rossendale Safety Advisory Group by completing and submitting the Event Notification Form. If you intend to use council land and your event does not require licensing, you must seek permission from the council through the Notification Form and you will be required to allow 6 weeks to obtain their permission. If your event will take place on council land and will require licensing, you will be required to allow 3 months to obtain permission from the council. This is due to licensing regulations.
You should also be aware that there may be a charge for emergency services or local authority resources, should they be required specifically for your event.
What else you may need to do?
You may need to consider the following issues when planning your event:
- Public Liability insurance
- Events on a Highway
- Outdoor Sites
- Circus, Fairground, Fairground Rides and Inflatables
- Environmental Issues
- Disabled Access
- Crowd Dynamics
- Risk Assessment
- Site Plan
- Emergency Evacuation
- Bomb Threat
- Emergency Services
- Fire Fighting
- First Aid
- Control Room
- Information point, Lost children and lost property
- Public address systems
- Staff safety
- Food hygiene
- Barbeque and hot food outlets
- Staging and Structures
- Electrical supplies, Installations and equipment
- Emergency lighting
- Welfare facilities
- Community safety
Greater detail of the above mentioned considerations can be found in the Event Safety Guide, together with useful contact names and numbers.
Pages in Event safety
- You are here: Organising & Planning your Event
- Useful Contacts