Event Management Plan and Risk Assessments
Large and major events should be backed up by an Event Management Plan which covers all the safety and organisational aspects of the event.
It should be produced in conjunction with your risk assessment - the risks you identify should inform your decisions about the way the event will be managed. As a rule of thumb the bigger the event and/or riskier the activities, the more detailed the plan should be.
The Event Management Plan should cover and detail the following points as a minimum:
- About the Event - a summary about the event including date, time, location, what is occurring, set up and take down etc.
- Accessibility / Events that effect the highways - if you believe your event will impact any way on the public highway or if you would the surrounding roads to be kept clear of planned road works, please complete the register an event form with Lincolnshire County Council(opens new window) (opens new tab)
- Amusements, attractions and displays - this can include, fireworks, lasers, sky lanterns and drones to name a few. It is strongly recommended that you look at the Civil Aviation Authority website(opens new window) (opens new tab) to check if you need to contact them
- Catering Facilities (PDF) [839KB] (opens new window)(opens new tab)
- Children and vulnerable people (Word doc) [22KB] (opens new window)(opens new tab)
- Communications (Word doc) [15KB] (opens new window)(opens new tab)
- Contractors
- Crowd Management:
- Guidance for Organised Cycling Events within Lincolnshire (PDF) [339KB]
- Emergencies - Some larger scale events will require full contingency plans but it is worth considering worse case scenarios in all cases, for example what to do if there is inclement weather and how that affects your event, stage or other temporary structure collapse, overcrowding, major accidents, plan for cancelling event if needed due to weather or poor take-up, effects on budget, see more about event incidents and emergencies on the HSE website(opens new window) (opens new tab)
- Entry to the Event - how will you monitor attendee numbers etc. what actions you will take when capacity is reached, how do you assess the capacity of the event.
- Electrical Installations and Lighting (Word doc) [14KB] (opens new window)(opens new tab)
- Emergency Planning (Word doc) [16KB] (opens new window)(opens new tab)
- Fire Safety
- Information and Welfare - providing information and welfare services at an event contributes both to the safety and wellbeing of the audience and helps the organiser to identify and breakdown of services or facilities on site. You must ensure that the roles and responsibilities of information and welfare workers are established in advance, and brief stewards and emergency services of the nature and extent of information and welfare services provided. Locate information and welfare services in suitable accommodation, well sign-posted, easily accessible and properly lit.
- Licensing (PDF) [485KB] (opens new window)(opens new tab)
- Medical cover and first aid - Event organisers should ensure that appropriate medical, ambulance and first-aid is available for all events, whatever their type and size, for further information please see the Medical Cover and First Aid guidance (Word doc) [13KB] (opens new window)(opens new tab)
- Event organisers must carry out an assessment of first-aid needs to determine what to provide employees and although the Regulations do not place a duty on employers to provide first-aid for non-employees, it is strongly recommended that non-employees should be included in the assessment and appropriate provision is made for them.
- Noise Management Plan - see event noise management on HSE website(opens new window) (opens new tab)
- Refuse and Waste - see event waste handling on HSE website(opens new window) (opens new tab)
- Site Layout - see event venue and site design on HSE website(opens new window) (opens new tab)
- Stewarding and Security (Word doc) [17KB] (opens new window)(opens new tab)
- Temporary Structures - see temporary event structures on HSE website(opens new window) (opens new tab)
- Terror Planning - see GOV.UK for ACT Awareness eLearning(opens new window) (opens new tab) and view the LESP counter terrorism guidance (PDF) [255KB] (opens new window)(opens new tab)
- Toilets
- Guidance on Organising Tractor Runs (PDF) [154KB]
- Traffic Management Plan - this needs to include vehicles on site deliveries, spectators vehicles, display vehicles, stall holders vehicles. We also recommend reviewing the event transport safety on HSE website(opens new window) (opens new tab)
- Working at Height - see working at height advice on HSE website(opens new window) (opens new tab)
To help you in producing an Event Management Plan the Lincolnshire Event Safety Partnership (LESP) team at Lincolnshire County Council has produced an Event Organisers Handbook which includes Event Management Plan and Risk assessment Templates. The Handbook can be found via the following link Lincolnshire Event Safety Partnership (LESP) website(opens new window) (opens new tab).