Format of Event Management Plan

The constituent parts of an event management plan could include the following:

• the event safety policy statement detailing the organisation chart and levels of safety responsibility;
• the event risk assessment;
• details of the event including venue design, structures, audience profile and capacity, duration, food, toilets, refuse, water, fire precautions, first aid, special effects, access and exits, music levels, etc;
• the site safety plan detailing the site safety rules, site crew managers and safety coordinator, structural safety calculations and drawings;
• the crowd management plan detailing the numbers and types of stewards, methods of working, chains of command;
• the transport management plan detailing the parking arrangements, highway management issues and public transport arrangements;
• the emergency plan detailing action to be taken by designated people in the event of a major incident or contingency;
• the first-aid plan detailing procedures for administering first aid on site and arrangements with local hospitals.

The constituents of the event safety management plan are working documents and will need to be reviewed and updated as new information is received either before or during the event. It is only necessary to produce this plan for the key members of the event safety team.

Ensure that there is full document control so that redundant or superseded documents are not mistaken for the final version.

Event safety planning meetings are an ideal way to ensure that the event safety management team members are updated on the content of the plan, as well as providing a mechanism for ensuring a flow of safety information on a regular basis. These meetings can be arranged in the weeks or days leading up to the event.

If the event is to take place over a few days (e.g festivals) meetings should take place at least once on each day of the event.