A Guide to Organising Outdoor Events
Introduction
Booking and SAG Processes
Roles and Responsibilities
- Event Manager (person who knows the event best, takes final responsibility and will take charge in an emergency situation)
- Site Manager (person who positions activities as they arrive on site and ensures the build and break are safe)
- Operations Manager (person who looks after the running of the event including security, stewarding, medical, catering and bars)
- Production Manager (person who liaises with artists, sound, lights, stage, screens, special effects etc.
Venue and Site Layout
- Infrastructure (stage, marquees, toilets etc.)
- Power/water sources
- Emergency routes for evacuation and blue lights vehicles
- Event Control, medical and lost child points
- Ground works/pipes. Check www.linesearchbeforeudig.co.uk
Health and Safety
- Weather conditions
- Ground conditions
- Trip hazards
- Antisocial behaviour
- Security
- Vehicle movement
- Cash handling
- Manual handling
- Entertainment
Lost Children/Vulnerable Adults/Carers
Inevitably at large events, it is likely that a child or vulnerable adult will become separated from their carers. It is really important to act swiftly and calmly in this situation. There is some useful information here.
Medical Support
You should always consider what first aid cover you have at your event. The Purple Guide gives an algorithm to work out what you require. One medical provider has designed a convenient calculator for you to use. Try it here.
Emergency Planning
- Upon sighting an incident which requires an emergency response …
- Summoning other agencies including emergency services
- Informing staff and activating procedures
- Dispersing crowds
- Ongoing liaison with the emergency services and other authorities
- Management of public information and media/press
Crowd Management
It is really important to understand your audience ahead of your event. Think about what sort of people you are expecting? What activities do they like to do? What behavioural issues may they bring? What sort of equipment is required to control their movement? How will they get to the event? Will they be drinking alcohol? Will they be sitting or standing? Have you got a celebrity attending who will influence crowd activity? Are there any places where crowd surges are likely to take place? Answers to these questions should influence your plans.
Traffic Management
Roads are not necessarily closed for the main event site but sometimes roads need to be closed for the safety of attendees as they arrive or leave. You will need to apply for a Temporary Traffic Regulation Order (TTRO). You should engage with a traffic management company who will be able to provide plans for you and then put it into place. You can find the document here.
Communication
Waste Management/Toilets
Event | Female Toilets | Male Toilets |
Less than 6 hours duration | 1 per 100 | 1 per 500, plus 1 urinal per 150 |
6 hours or more duration, with little or no alcohol or food served | 1 per 85 | 1 per 425, plus 1 urinal per 125 |
6 hours or more duration, with alcohol and food served in quantity | 1 per 75 | 1 per 400, plus 1 urinal per 100 |
Catering
Catering at events is important to keep your audience happy and energised. Think about the type of event you are holding, expected numbers and food that will be expected. When booking in caterers, we recommend you ask for Public Liability Insurance, Food Hygiene certificates from individuals and the local authority, risk assessments, price lists and information about what sort of power they will be bringing/require.
Insurance and Licences
- Sale of alcohol
- Regulated entertainment
- Street trading
- Street collections
- Car boot sales