The level of detail in your planning should be proportionate to the scale of the event and the degree of risk.
First, decide who will help you with your duties as an event organiser.
Whatever the scale of the event, make sure there is a clear understanding within the organising team of who will be responsible for safety matters. For organisations with five or more employees, this is likely to be driven by the company’s health and safety policy. See Write a health and safety policy for your business.
As an event organiser, identify the:
These factors will help you to determine what resources and facilities will be required.
Translate this information into an appropriate safety plan.
The best way to protect your employees and visitors from harm and illness is to involve your workers during the planning phase. See consult your employees.
Liaise with the venue owner / management, emergency services and, where appropriate, local authority Safety Advisory Group for advice and information relevant to your planning. Discuss with them how you can control risks.
When you select and appoint contractors, consider their suitability and competence for providing a safe and reliable service.
Ask contractors to:
In the absence of experience of previous work, ask them to demonstrate an appropriate level of technical ability (eg being a member of an accreditation scheme, professional organisation or trade association may help with this)
Provide the right workplace facilities, including welfare and first aid before works starts