Planning an Event

Introduction

This guidance pack has been designed to provide information to organisations wishing to arrange an event at a British Waterways' venue. The forms contained within the pack can be used for all events regardless of size. However, some parts may not be relevant for smaller events.

The guide gives general advice that should be used when arranging any type of event. However, it must be remembered that events can be extremely diverse, ranging from a simple guided walk, to a large outdoor carnival and therefore this guidance cannot be considered exhaustive. (It is likely that additional guidance will be required for specialist events and larger scale activities).

Should you consider that more information is required there are many national associations and clubs who may be able to offer advice on specific types of event, some of which are detailed within this pack. We recommend that at the very least you read through stages 1-4 of the Event Guidance Notes before planning your event.

Risk assessment

Please remember that organisers of events have a legal responsibility to ensure the health, safety and welfare of any employees, volunteer helpers or contractors involved in arranging the event and of the public and participants attending. Carrying out a detailed risk assessment should help to achieve this. All hazards associated with the event should be identified, the level of risk assessed and appropriate action taken to reduce these risks to an acceptable level. All events must comply with recognised safety standards and you must take all reasonable precautions to ensure the event takes place safely.

A formal record should be kept of the risk assessments. A simple guidance note and an example form are provided with this pack and can be adapted to suit your needs. The risks associated with each event are dependent upon the particular facts and circumstances specific to that event. Therefore, each risk assessment must be tailored to address the event-specific issues. Completed forms should be retained for future reference.

Where the event consists of more than one attraction e.g. stallholders, a funfair plus street entertainers, a written risk assessment may be required for each activity. (In these circumstances, the enclosed risk assessment form can be photocopied). Any contractors involved in the event should also carry out risk assessments. Where relevant, you should obtain copies of these.

More information regarding risk assessments can be obtained from the Health and Safety Executive (HSE). HSE Info Line: 08701 545500, website: www.hse.gov.uk

You may be required to write an Event Safety Plan and Emergency Plan, depending on the size and nature of your event. For guidance on this, refer to the HSE document 'The Event Safety Guide' (HSG195), available from HSE Books, tel: 01787 881165.

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