event planning template 2

8/10/2019 Event Planning Template 2

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Event Management Plan Template andGuidance Notes

Event Name

Event Location

Event Date

Organisation

Document last updated

If you have any questions aout this template! please contact

Ian "teed on isteed#corn$all%gov%u&

Please sumit your event management plan $ith your event application form%

*Please note that this document is a guide only*

mailto:[email protected]

mailto:[email protected]



Introduction

This template provides guidance notes for event organisers and will help you develop adetailed event management plan.

To use the template, save a new version and complete the sections in blue that apply toyour event. Not all sections will apply to all events – you will need to decide which arerelevant to your event. Once you have completed the template, you can delete theguidance text.

Our online event guidance includes information that will be useful when preparing yourevent management plan. Please take time to read this. ou may also find the 'ealth

and "afety E(ecutive)s The Event "afety Guide helpful, as it provides guidance onsecurity, ma!or incident planning, first aid, electrical safety, event communication, lostchildren, sanitary facilities and more.

ou will need to provide risk assessments and public liability insurance from *LL activity

and e"uipment providers if your event#

• $s being organised by %ornwall %ouncil

• $s in partnership with %ornwall %ouncil

• Takes place on %ornwall %ouncil property, or

• Takes place on the public highway

ou should submit your event management plan at least + months efore your event to allow time for things like licences to be issued, building inspections to take place androad closures to be organised. The more notice you can give, the better. &s a generalrule#

• 'or events with up to (,))) people, you need to give * months+ notice.

• 'or events with (,))) – ,))) people, you need to give - months+ notice.

• 'or events with over ,))) people, you need to give ( months+ notice.

/hen you submit your event management plan, we will tell you if you need to attend an0vents &dvisory 1roup meeting to discuss the event and answer any "uestions that theemergency services or the %ouncil may have.

2

http://www.cornwall.gov.uk/Default.aspx?page=24680

http://www.hse.gov.uk/pubns/books/hsg195.htm


http://www.cornwall.gov.uk/Default.aspx?page=24680





Event management

Event overvie$

Provide a brief summary 2one or two paragraphs3 of what your event will involve.

Licence and application chec&list

4se the checklist below to record the licences and permissions you have applied for.

,hec&list -es No N.*

Temporary Event Notice /TEN0

1oad ,losure *pplication

Permission.Licence to use ,ouncil o$ned

Land provide details0

*ny other licensing requirements /providedetails0 consents and licences

'ave you chec&ed if your event requiresplanning permission2 /provide details0

3ey event management contacts

%omplete the following table with the names, roles, responsibilities and contact details ofthe key people involved in organising your event. &dd more lines if necessary.

The event manager has overall responsibility for all aspects of the event. 5epending onthe nature and scale of the event, other people will have key tasks and responsibilitiesallocated to them but will report to the event manager.

Name 1ole 1esponsiility ,ontact Details

0vent 6anager Overall responsibility

Production &ll eventinfrastructure,ordering, deliverytimings etc

7olunteer %oordinator 7olunteer recruitment,training and event day

3

http://www.cornwall.gov.uk/default.aspx?page=17650










management

8teward %oordinator 9ecruitment, trainingand event daymanagement

:ealth and 8afetyOfficer

9isk assessments,legal compliance, fire

points, siteinspections, first aidprovision

/elfare Toilets and washfacilities

/aste 6anagement Organisation of wasteclearance andrecycling

3ey event contacts 4 other%omplete the table below with details of any other key contacts for your event. &dd morelines if necessary.

This section is for your use, not the %ouncil+s, and will help with your event planning andmanagement on the day. ou should include details of everyone who will be involvedwith your event, such as suppliers, stallholders and emergency contacts.

"uppliers /marquees! catering etc0

Organisation ,ontact "ervice ,ontact details Notes

0mail and mobile

*uthorities /fire! police! first aid etc0


On call 0mail and mobile

*ttractions! artists and entertainment


0mail and mobile

4



Pick;upeventsignagefrom signwriter

()am ( noon 7an < =illand =en

Takeche"ue forpayment

> 7anbooked

"chedule 555555 event 4 event day

Task 8tart 'inish 1esources.

$ho

Notes In 'and ,omplete

8tall holders arriveon site

?am @am 8tallscoordinator; 8am

&ll vehiclesoff site by@.*) andno furthervehiclemovements

> stallscoordinatorbriefed

"chedule 555555 event 4 post event

Date Tas& "tart 6inish 1esources.

$ho

Notes In 'and ,omplete

9eturngenerator

@am ()am 7an < Tom 6ake surecables goback

>

Timetale

4se the table below as a template for your event+s timetable.

$f your event will have activities taking place at different times and locations across theevent site, you will need to programme your activities.

'or example you may have a stage, arena area and walkabout entertainment. ou couldprogramme an arena act to start shortly after a stage act has finished to provideentertainment elsewhere while the changeover for the next stage act takes place.

'or smaller outdoor events breaking your timetable into periods of between and (minutes usually works well. $f your event includes on stage entertainment, you may needa separate stage run sheet broken down into periods of one minute.

6



8tage and arena programme for >>>>> event

Time 8tageprogramme

&renaprogramme

'acepainter

5og show 8treetparade

6usicstage

other

(#)) Opening 'acepainter

(#)

(#()

(#( %hangeover %ookingdemo

8treetparade

(#) 5og show

(#

(#*) 5anceperformance (st

bandxxxxxxx

(#*

(#A)

(#A

(#)

(#

(*#))

'ealth and safety

-our responsiility for health and safety at your event

0ven if you are a community organisation with no employees, you still have aresponsibility under the :ealth and 8afety at /ork &ct (@?A to ensure that your eventand any contractors are operating legally and safely.

The sections below will help ensure you take all reasonable steps to ensure your event issafe and meets health and safety laws and guidelines.

7

http://www.hse.gov.uk/legislation/hswa.htm

http://www.hse.gov.uk/legislation/hswa.htm



1is& assessments and management

Please provide a copy of your completed risk assessment.

9isk assessments cover all health, safety and planning aspects of your event. ou shoulddevelop your risk assessment early on, monitor it constantly and ad!ust it as necessary.

The first step is to develop a risk register, which identifies the risks for your event. 0achrisk listed in the register will need to be included in the risk assessment. ou mustinclude the risk of fire.

1is& assessments 4 contractors

our contractors could include a fun fair ride, face painter or walkabout performer. &s theevent organiser you are responsible for anything you contract in.

Please list all contractors associated with your event. ou will need copies of their riskassessments.

"ecurity

6ost events re"uire some professional security or stewarding to help with crowd control.our risk assessment must include your security re"uirements, which will depend onthings like your event location, date, operating times, target audience, plannedattendance numbers, fenced or open site etc.

8ecurity at events must be 8$& 28ecurity $ndustry &uthority3 registered.

$nclude your security plan here.

"te$arding

Bike your security re"uirements, the number of stewards you need will depend on yourrisk assessment, event location, date, operating times, target audience, plannedattendance numbers, fenced or open site etc.

8tewards re"uire training and briefings so they are fully aware of their duties andresponsibilities.

ou must develop a communications plan for all staff, including stewards, so they

understand how they should share information or report incidents during the event.

$nclude your stewarding plan here.

8

http://www.hse.gov.uk/risk/fivesteps.htm

http://www.sia.homeoffice.gov.uk/Pages/home.aspx

http://www.hse.gov.uk/risk/fivesteps.htm

http://www.sia.homeoffice.gov.uk/Pages/home.aspx



Emergency procedures

ou must document your procedures for fire, site evacuation, communicating with youraudience in an emergency, contacting the emergency services, who will make decisions,etc. $nclude definitions, i.e. when an incident become ma!or and is handed over to thepolice. ou will need to share your emergency procedures with your event staff,contractors, volunteers and the emergency services.

Please document the emergency procedures you will have in place for your event.

6irst aid and medical cover

The :ealth and 8afety 0xecutive+s The 0vent 8afety 1uide provides a template to helpestablish your first aid, medical and ambulance re"uirements.

Please list the first aid and medical cover you will have at your event.

Electricity

&ll electrical installations, even temporary ones, must comply with the 0lectricity at /ork9egulations (@C@. &ny event that has electrical supply included must have a competentelectrician sign off the installation before the event starts.

$f you are including electrical supply as part of your event, please provide details here.

6ire safety at your event

ou must include the risk of fire in your event risk assessment. ou must show that youhave#

$dentified the fire haDards, i.e. sources of ignition, fuel and oxygen

$dentified people at risk within and surrounding your site and those at highest risk

0valuated the risk of a fire occurring and evaluate the risk to people should a fire occur

9emove or reduce fire haDards and removed or reduced the risks to people

%onsidered detection and warning, fire fighting, escape routes, signs and notices,

lighting, maintenance

9ecorded significant findings and action taken

Prepared an emergency plan

9





$nformed and instructed relevant people and provided training

9eviewed and revised your assessment where necessary

4seful resources for fire safety planning include 'ire 8afety 9isk &ssessment – open airevents and venues and 1uide to 'ire Precautions in 0xisting Places of 0ntertainment andBike Premises.

Please document how you have addressed the key areas of the fire risk assessmentprocess listed above#

Inflatale play equipment

ou will need approval for any bouncy castles, rides or fun fairs at your event.

=efore approval is granted for inflatable play e"uipment, you will need to make sure#

The operator can provide a copy of the current P$P& test certificate for the e"uipment.

The operator carries out the daily checks on the e"uipment as re"uired by 0$8?

ou know when the e"uipment was last fully inspected

ou get full instructions on its 8&'0 operation

The e"uipment is clearly marked with limitations of use 2maximum user height etc.3

&re you a member of a relevant association 2&$6O58, N&$: or =$:&3E

6ore guidance is available on the P$P& $nflatable Play $nspection 8cheme website.

Please include here any inflatable play e"uipment you intend to have at your event.

6un 6airs

=efore approval is granted for rides or fun fairs you will need to make sure#

&ny stand;alone ride or rides that are part of a fun fair are part of the &5$P8

2&musement 5evice $nspection Procedures 8cheme3 scheme.

The operator provides you with a copy of their $n 8ervice &nnual $nspection papers andyou provide a copy of these to us with your event management plan.

The operator confirms in writing that they operate under the :81(? 'airgrounds and

&musement Parks – 1uidance on 8afe Practice.

Please include here any rides or fun fairs you intend to have at your event.

10

http://www.communities.gov.uk/publications/fire/firesafetyassessment


http://www.pipa.org.uk/index.asp

http://www.hse.gov.uk/pubns/etis8.htm






http://www.pipa.org.uk/index.asp







Temporary structures

'or a small event, temporary structures may be market stalls and a mar"uee. Bargerevents and festivals may include stages, grandstands, lighting towers, gantries, siteoffices etc.

The approval process will depend on the scale and structure types. $f the structures willbe in place for a long time, you may need planning permission. Barger temporarystructures need to be signed off by independent engineers before they can be used.

&s a minimum#

&ll suppliers will need to supply you with a copy of their public liability and employee

insurance certificates.

&ll suppliers will need to provide you with relevant risk assessments and method

statements for the product they are supplying for your event.

8uppliers must provide a signed hand over inspection once the structure is completedto say that it is safe and ready for use.

ou need to consider all other health and safety aspects relating to any temporary

structure.

6ore information can be found in Temporary 5emountable 8tructures – 1uidance onProcurement, 5esign and 4se.

Please provide a detailed list of all temporary structures you plan to bring onto yourevent site. $nclude the procedures you will follow to ensure all structures are supplied bya competent contractor.

*nimals at events

ou must obtain consent from us in writing before bringing animals on site for exhibition,performance or entertainment. /e may prohibit the use of animals that pose a dangerto the public.

ou must provide copies of all relevant licences and registration documents for eachanimal with your event application plan.

ou are responsible for the welfare of the animals under the &nimal /elfare &ct ))-.This includes the animals+ transport, housing, food and how they are displayed to thepublic.

Please provide a detailed list of all animals you plan to bring onto your event site.$nclude copies of all relevant licences and registration documents for each animal.

11

http://www.communities.gov.uk/publications/planningandbuilding/temporydemountablestructures


http://www.legislation.gov.uk/ukpga/2006/45/contents



http://www.legislation.gov.uk/ukpga/2006/45/contents



,ommunications

There are three main areas of communication for your event#

Betting residents and businesses in the surrounding area know about your event

plans before the event, the earlier the better.

$nternal communications on the day of the event.

%ommunicating with your audience on the day.

Event communications 4 surrounding residents

Please document how you will let surrounding residents and businesses know about yourevent plans here.

Event day communications 4 internal

ou must have a clear communications plan in place and ensure everyone is familiar withthe plan. ou also need to make sure that you have the communications e"uipment youneed on the day. This could include radios, mobile phones, staff to run errands andmessages and a public address system.

0nsure you list phone contact details and radio channel details if radios are being used

in the Fey event management contacts section.

0nsure that everyone working on your event is aware of your Organisational structure

and knows who to contact if they need to report an incident or pass on information.

0nsure your communications plan ties up with your emergency response plan.

Please document your plans for your event day communication for event staff andemergency services, both on site and off site, here.

Event day communications 4 audience

This could include flyers, site plans, signage, public address system, stage schedules,6%s and information points.

Please document your plans for communication with your audience on the day here.

12



Lost children

ou must have a lost children policy and all event staff and volunteers must be familiarwith it.

$nclude arrangements for the safe care of children until such time that they can be

reunited with their parent or guardian

Provide a clearly advertised point for information on lost children

&lways ensure there are at least two adults that have the appropriate %riminal 9ecords

=ureau 2%9=3 checks in place looking after any lost children. %hildren should not beleft with !ust one adult.

&ll incidents need be logged and all details are recorded.

Parents and guardians should provide $5 and a description of the lost child before they

are allowed to collect the child.

Contact the police if the child is reluctant to go with the parent or guardian.

Please document your lost children policy and procedures here.

Licensing

Temporary Events Notice /TEN0

$f you are planning an event where there will be entertainment, alcohol for sale, or hotfood or drink for sale after ((pm, you probably need to submit a Temporary 0vent Notice

2T0N3.

$f your event will include any licensable activity, please provide details here.

Insurance

&ll event organisers must hold public liability insurance to the value of G million. oumust also ensure that your contractors hold public liability insurance and any other

appropriate insurance, i.e. product liability, employee insurance. ou should keep copiesof your contractors+ insurance policies.

Please confirm that you hold public liability insurance to the minimum value of G millionand include a copy of the policy with your event plan.

13

http://www.homeoffice.gov.uk/agencies-public-bodies/crb/












Provision of food

5ocument details of any catering and or food you plan to provide at your event here. oushould also list details of any catering concessions in the Fey event contacts – other section.

"ite considerations

"ite plan

Please include a copy of you site plan with this document.

ou must submit a site plan for your eventH the more accurate and detailed the plan, thebetter.

our site plan should include#

Placement of all temporary structures &ll other site infrastructure

Position of attractions%ar parks and position of site in context tothe road

&ny fencing or barriers 1enerator or power sources

Power supply runs 2cables3 0ntry and exit points

0mergency exits and assembly points 'irst aid points

$nformation point Bost children point

7ehicle entry points &ny event dIcor, i.e. flags, banners etc

ou may want two versions of the site plan, one for event participants on the day andanother for your management team. &n accurate site plan will help you direct people tothe correct part of the site when they arrive to set up. & site plan will also help you planhow people will enter the site and move around it.

"pectators and vie$ing areas

Please include information about capacities of your site, if known, and the types of areasthe public will have access to.

14



Traffic! transport and par&ing

8maller community events will have limited impact on traffic and parking, however youshould still consider this when planning your event. Barger events can have a big impacton local traffic and transport and will re"uire extensive risk assessments and detailedplans dealing specifically with traffic and transport.

:ow will your target audience travel to your eventE

%onsider the various transport links around the event site and how these can be

promoted to your audience as a way to get to your event.

&re you proposing any road closuresE ou will need to give at least three months+

notice, and the more notice, the better.

Outline any traffic, transport or parking plans for your event here.

Environmental considerations

8aste management

$t is essential that your event has a waste management plan in place and that it iscarried out.

:ow will you keep the site clear of wasteE /ill this be done by stewards or volunteersE

:ow you will manage waste during and after your event, including details of bins,skips, recycling and litter pickingE

5ocument your waste management plans for your event here.

1ecycling

$t is essential that your event has a recycling plan in place and that it is carried out. 'orsmall community events, this could be as simple as labelling some bins to encouragepeople to separate their waste into plastic bottles, paper, etc and then taking these to theappropriate recycling centres.

Barger events will need to show that they have a recycling strategy or are employing aprofessional recycling organisational to manage recycling on the day.

16





6ake sure your concessions and food suppliers have appropriate policies and

procedures in place for providing biodegradable containers and systems for thedisposing of dirty water, cooking oil etc

Think through how you will encourage people to separate their waste. %ontaminated

recyclables may have to be sent to landfill.

:ow will you keep the site clear of wasteE /ill this be done by stewards or volunteersE

5ocument your recycling plans for your event here.

Noise

$f your event has the potential to cause noise nuisance to nearby residents, your planswill have to be approved by the noise pollution team. The things most likely to causenoise nuisance include live music stages, fun fairs and public address systems.

Think about noise nuisance when you choose your event location.

Barger events that have a music stage will always have to employ a professional sound

engineer and must agree sound levels with our noise pollution team.

Provide nearby residents with an event day contact in case they need to make a noise

complaint.

Please list the elements of your event that could cause noise nuisance and document theplans you have in place to minimise it.

8eather

"evere $eather and event cancellation

%onsider any weather conditions which may lead your event being cancelled and how

you will manage this.

:ow will you let people know if the event has to be cancelledE

5o you need insurance coverage for cancellation reasons such as thunderstorms, waterlogged ground etcE

$s there any flood risk, e.g. field liable to flood and create difficulty for traffic leavingE

:ow will you handle this, e.g. provision of AxA vehicle assistance, agreement with landowner concerning damage to the ground, possible mud on roads etcE

:ow will your event management team decide if weather conditions are too risky for

your event to go aheadE

17





Please document your severe weather and event cancellation policy and procedures here.

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event planning template 2

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