Health and safety at events

This is a detailed, accurate and comprehensive document which sets out:

• what will happen at the event
• the procedures in place to manage it safely
• what will be done to deal with expected or unexpected situations and emergencies

When you apply for a location in Southwark, the supporting information you send with your application will make up most of your EMP.

Any event, big or small, needs a risk assessment. This will identify any potential problems in advance and give actions to reduce or remove the potential problems. You must do a risk assessment for all activities, equipment and the event site to: 

• identify hazards, the risk they pose and who is at risk
• assess the severity and likelihood of the risk
• control the risk 

The Safety Advisory Group (SAG) includes representatives from: 

• the police

• the fire brigade

• the ambulance service

• the transport authority, 

• Southwark Council teams like licensing, environmental health, community safety, parks and events

If you’re organising an event in Southwark, you may be asked to attend a SAG meeting. 

Whether they are performing, taking part in workshops or attending as audience members, it is vital to protect children and vulnerable adults from harm. 

Have an appropriate vulnerable people protection policy in place. This must outline what will be done throughout the planning and running of the event to ensure nothing happens to put children or vulnerable adults in danger or at risk of harm or abuse.

Put a 'lost child' procedure in place that identifies arrangements for the safe care of children until they are reunited with their parent or guardian. Ask the Southwark events team for an example. Email events@southark.gov.uk.

An Event Liaison Team is a multi-agency team that deals with issues during an event. The team meets at regular intervals during the course of an event to share information about incidents or problems and to coordinate a response. Members may include:

• event organisers
• production company
• police
• local authority events team
• security company
• first aid
• environmental health
• community wardens

At large events a control room may be set up to provide a permanent link between the various agencies working on the event.

Security and stewards should be stationed at gates, stages and bars. There should also be staff available who are not tied to one location so they can respond to any situations. All security staff must be properly licensed by the Security Industry Authority (SIA) and should clearly display their licence badge at all times when working. 

Security staff are different to general stewards because their training and licence allows them to physically intervene. Stewards without licences must never become physically involved in such a situation. 

Conditions of entry

In some cases, especially for larger events, you may need to impose basic conditions of entry. This is to make sure the event can be managed safely. The conditions must be:

• agreed in advance of the event with the Safety Advisory Group (SAG)
• clearly advertised before the event and at the entrances during the event

Restricted items 

Restrict the carrying of:

• glass
• knives
• weapons
• alcohol
• dogs except assistance dogs
• bikes (appropriate bike locking areas should be provided) 

Fully-trained first aid staff should be onsite and available to deal with issues throughout the duration of the event. 

First aid providers will assess your event in the planning stage and advise on the number of staff and level and types of equipment necessary.

Vehicle movement on an event site is one of the most common risks to public safety. It is also the most likely cause of damage to the ground. It is very important to plan in advance for vehicles at the event, especially during the setup and take down. It is a good idea to display the rules for vehicles and send them to event participants. 

Consider: 

• vehicle access to the event site is for necessary production access only
• all vehicles should be parked off-site during the event unless there is a clear need for them to remain on site
• all moving vehicles must travel at a maximum 5mph with hazard lights on
• only emergency and essential production vehicles should move during the event
• large vehicles should be led to their destination by a walking steward
• vehicles should only reverse on site with the aid of a steward 
• vehicles must stick to agreed routes in the site and avoid turning tight corners
• drivers must be mindful of park furniture and trees 

Food that is prepared, stored, served and handled on site must be done so properly to remove the risk to public health. Event organisers must make sure that caterers serving food to the public have valid food hygiene and handling qualifications, and that they are implementing proper food quality measures on site.

Organisers must give us the details of caterers for the environmental health team.

Barbecues must be kept away from the public by barriers or another kind of divide.

Organisers are responsible for:

• keeping the event area free of litter and rubbish while the event is taking place
• leaving the event area clean and tidy after it has finished
• the collection, storage, removal, transportation and disposal costs of all litter and refuse generated by the event
• recycling waste wherever possible

As an event organiser you are expected to minimise or completely remove the use of glass at the event. Stalls must not be allowed to provide drinks or anything else in glass containers. 

Organisers are responsible for supplying and installing adequate numbers of temporary toilets for an event, and ensuring that these are cleaned and serviced. This includes toilets that are accessible by disabled people.

It is important to make sure that electrical installations are put in place by qualified and competent individuals.

There are a few key rules you will be expected to follow, whatever the size of your event:

• only diesel generators are allowed - strictly no petrol generators
• all generators and electrical installations must have a fire extinguisher nearby
• generators must be separated off from the public by barriers or another suitable divider
• exhaust from generators must not be near flowerbeds, trees or shrubs

Your event must not cause a noise nuisance to residents or businesses nearby. This is the case for all events, licensed or not. Noise levels must be monitored and controlled before, during and after the event. Larger events, especially those with large sound systems, may be required to employ an acoustic consultant whose job it will be to monitor the noise levels during the event.