Planning events - checklist
Ensure the venue is suitable
Risk assessments must be carried out for fire and health and safety risks.
Consider crowd control
Including parking arrangements, having stewards to direct visitors, checking exits and deciding how visitors will be evacuated in an emergency.
Plan first aid provision
This will be based on the numbers attending and the nature of the activities. It may range from a simple first aid box to a number of trained first-aiders.
Consider food and drink provision
Food hygiene and the requirements of the Food Safety Act 1990 and the Food Hygiene Regulations 2006 must be considered. Where cooking takes place, a check should be made on the method of heating and its associated hazards, e.g bottled gas and deep fat fryers.
Take care with bouncy castles
They are a major cause of injury to children. Read our safety advice and instructions if you're planning one for your event.
Check external contractors
Companies providing fairground rides or amusements must have adequate public liability insurance. It is your duty to check this before the event.
If animals feature as part of the event (donkey rides, pet shows, obedience trials,for example), there needs to be adequate separation between the public and the animals, and provision must be made for the welfare of the animals and their supervision.
Consideration must be given before the event to the handling of cash and the security of those involved in collecting and banking money. Every stall or attraction should be provided with a cash box of some kind, a float will be required for each cash collection point and takings must be removed regularly and placed in a secure place during the course of the event.
Members of the public entering for the first time will not be aware of potential hazards. Take a look at our tower tours checklist to help identify the main hazards and the control measures that can be taken to reduce the risk.
In the event that any dangerous activity is to be organised, you must take all reasonable steps to ensure the safety of participants as far as possible. Many of these activities are operated through Codes of Practice, Health and Safety Executive Guidelines and Guidance Notes, Trade Association guidelines and Government regulations.
In the event that any dangerous activity is to be organised, Ecclesiastical must be advised as Public Liability cover will not be automatic. For a list of dangerous activities, see our Functions Guidance notes.