Event Checklist

The table below gives a non-exhaustive list of issues to consider when organising events, particularly of the larger size, e.g. Graduation, Open Days and
Mayfest. The larger the event the more complex the arrangements are likely to be and it is recommended that all aspects are recorded. Further detailed
guidance in relation to large events is to be found in the HSE’s Event Safety Guide - http://www.hse.gov.uk/event-safety/index.htm. Safety Office can also
offer advice - [email protected] and examples of event risk assessments.

Responsibilities

The Event Organiser is responsible for ensuring the overall safety of their event. This includes ensuring that the locations used on University premises are
suitable and safe for the intended activities and that a risk assessment has been carried out to identify the potential hazards of all aspects. To achieve this, it
is likely they will need to liaise with Estates, Security, Safety and other professional services at the University.

Third parties providing entertainment or services are responsible for carrying out their activities safely whilst on University premises but the Event
Organiser has a duty to ensure that the third party has all relevant safety information about the locations they will be using and that the way the third party
operates, does not put others (university staff/students, visitors, members of the public, etc.) at undue risk.

Safety Issues for consideration

Issue Action/Consideration
1. Event Itinerary and Plan This should document what is happening when, where and with whom.
For more complex events with either lots of activities or different venues,
produce a site plan showing where everything will be positioned.
2. Event Management This should document who is responsible for the overall event and what
organisational structure is in place to cover the various aspects, including
safety.
3. Communications during Particularly for larger events involving either large locations or dispersed
event locations, consider how communications will be managed, e.g. radio,
mobile, person-to-person.
4. Crowd management Consider the occupancy levels permitted in specific rooms, buildings,
temporary structures. If likely to be exceeded, monitor numbers. Have an
action plan if areas becoming overcrowded.
5. Information for those Provide relevant information to those attending, this might be using
attending event, internet, hard copy, verbal announcements, info points. Information might
include: event start and finish times, site plan, car parking locations,
 exhibitors, entertainers toilets, first aid points, information points, lost children/property,
emergency evacuation procedure, hospitality.
6. Liasion with University Consider who else should be aware that the event is taking place and
departments and possibly involved in the overall organisation, e.g. University sections such
as Estates, Security, Marketing and Communications; External bodies such
external authorities as the Council, Emergency Services (Fire Service)
7. Fire safety, First Aid and Consider the types of emergency that might arise from any aspect of the
Emergencies event, e.g. fire, serious injury, loss of services.
Put in place a plan to take account of such emergencies, clearly identifying
actions to be taken by event staff to manage the situation. Instruct event
staff (security/stewards/helpers) on their role in emergency situations.
Assess the medical, ambulance and/or first aid requirements of the event
considering numbers attending and the type of activity involved. Larger
events will need an ambulance/paramedics on site in addition to first
aiders.
8. Risk Assessments A risk assessment completed by the organiser on behalf of the University,
approved by an appropriate manager.
9. Third Party Supplier Due diligence checks of all third party suppliers. As a minimum, request
Documentation they provide safety documentation (usually risk assessment and standard
operating procedures) plus evidence of valid public liability insurance
(£10m advised)
10. Event staffing, including Identify the staffing needs of the event, their role and what
Security information/instruction they require.
Liaise with Security on their input to the event. Inform Security of large
event even if not using their staff.
Ensure all event staff (stewards, helper, volunteers) are briefed/instructed
on their role, both in normal operation and in emergency procedures
(provide verbal and written information and record who has received it)
11. Transport Management Consider designating routes, monitoring public safety, signage, barriers,
and Car parking etc. For large events requiring significant car parking, involve Security who
will draw up an Operational plan for the event.
12. Temporary structures Marquees, gazebos, stages, platforms, etc.
Consider ground scans if stakes being used, structure stability, adverse
weather conditions (e.g. strong winds), fire safety, occupancy levels.
13. Weather Have contingency plans for extreme weather conditions such as very wet,
cold or hot weather.
14. Accessibility Consider the needs of those attending the event who may have specific
requirements related to their disability. Consider emergency evacuation of
mobility impaired.
15. Food and Drink Use University catering as far as possible. Third party catering must be
 checked for food safety compliance. Consider allergies and dietary
requirements of those attending.
16. Safe Guarding of Consider whether this is an issue and either decide whether any event staff
Children and Vulnerable require DBS checks or provide guidance on avoiding being alone with
vulnerable individuals. Consider procedure for lost children.
Adults
17. Event set up and Consider the risks associated with setting up / dismantling the event. The
Dismantling event organiser should ensure that such activities undertaken by event
staff are risk assessed and appropriate control measures put in place. Third
parties responsible for risk assessing their own activities.
18. Welfare and Sanitary Consider both the welfare of those attending the event, those involved in
facilities event delivery, setting up/ dismantling and event staff. Issues – sufficient
toilets and hand wash facilities, account taken of weather conditions,
sustenance for prolonged periods of duty, noise.
19. Building and site safety Carry out and record inspections of premises prior and during event to
identify and take action on any hazards that are likely to cause problems to
those attending.
20. Waste Consider the type of waste that will be created and the requirements for
its collection and disposal in order to maintain good housekeeping
throughout the areas used by the event. Liasie with the Estate Office.
21. Equipment All equipment associated with the event must be fit for purpose and safe
to use. Third parties must confirm that this is the case for any equipment
they are providing. Minimum for electrical equipment is PAT certification.
Temporary services such as electrical installations must be overseen the
Estate Office.
22. Special Effects, e.g. Likely to be provided by a third party, check safety documentation,
firework display, laser procedures and PL insurance. Ensure they carry out a pre-event site.
Formally agree on the service to be supplied.
show
23. Off-site Effects Consider the impact of the event on the surrounding area, e.g. traffic,
noise, over- crowded facilities
24. Entertainment Licensing For advice on this area, contact the Estate Office.