This template provides guidance notes for event organisers and will help you develop a detailed event management plan.
To use the template, save a new version and complete the sections in blue that apply to your event. Not all sections will apply to all events – you will need to decide which are relevant to your event.
Once you have completed the template, you can delete the guidance text.
You will need to provide risk assessments and public liability insurance from ALL activity and equipment providers if your event:
Is being organised by Cornwall Council
Is in partnership with Cornwall Council
Takes place on Cornwall Council property, or
Takes place on the public highway
You should submit your event management plan at least 3 months before your event to allow time for things like licences to be issued, building inspections to take place and road closures to be organised. The more notice you can give, the better. As a general rule:
For events with up to 1,000 people, you need to give 3 months’ notice.
For events with 1,000 – 5,000 people, you need to give 6 months’ notice.
For events with over 5,000 people, you need to give 12 months’ notice.
When you submit your event management plan, we will tell you if you need to attend an Events Advisory Group meeting to discuss the event and answer any questions that the emergency services or the Council may have.
Complete the following table with the names, roles, responsibilities and contact details of the key people involved in organising your event. Add more lines if necessary.
The event manager has overall responsibility for all aspects of the event. Depending on the nature and scale of the event, other people will have key tasks and responsibilities allocated to them but will report to the event manager.
All event infrastructure, ordering, delivery timings etc
Volunteer recruitment, training and event day management
Recruitment, training and
event day management
Health and Safety Officer
Risk assessments, legal compliance, fire points, site inspections, first aid provision
Complete the table below with details of any other key contacts for your event. Add more lines if necessary.
This section is for your use, not the Council’s, and will help with your event planning and management on the day. You should include details of everyone who will be involved with your event, such as suppliers, stallholders and emergency contacts.
The organisational structure will help everyone involved with your event to understand who is responsible for what. It is also an essential part of your emergency response planning. If there is an incident, your staff and the emergency services will need to know who is in charge.
The example below is a very simple structure. Make sure your organisational structure shows the levels of command and how things will be communicated up and down these levels.
Use the table below as a template for your event’s timetable.
If your event will have activities taking place at different times and locations across the event site, you will need to programme your activities.
For example you may have a stage, arena area and walkabout entertainment. You could programme an arena act to start shortly after a stage act has finished to provide entertainment elsewhere while the changeover for the next stage act takes place.
For smaller outdoor events breaking your timetable into periods of between 5 and 15 minutes usually works well. If your event includes on stage entertainment, you may need a separate stage run sheet broken down into periods of one minute.
The first step is to develop a risk register, which identifies the risks for your event. Each risk listed in the register will need to be included in the risk assessment. You must include the risk of fire.
Most events require some professional security or stewarding to help with crowd control. Your risk assessment must include your security requirements, which will depend on things like your event location, date, operating times, target audience, planned attendance numbers, fenced or open site etc.
Like your security requirements, the number of stewards you need will depend on your risk assessment, event location, date, operating times, target audience, planned attendance numbers, fenced or open site etc.
Stewards require training and briefings so they are fully aware of their duties and responsibilities.
You must develop a communications plan for all staff, including stewards, so they understand how they should share information or report incidents during the event.
All electrical installations, even temporary ones, must comply with the Electricity at Work Regulations 1989. Any event that has electrical supply included must have a competent electrician sign off the installation before the event starts.
If you are including electrical supply as part of your event, please provide details here.
For a small event, temporary structures may be market stalls and a marquee. Larger events and festivals may include stages, grandstands, lighting towers, gantries, site offices etc.
The approval process will depend on the scale and structure types. If the structures will be in place for a long time, you may need planning permission. Larger temporary structures need to be signed off by independent engineers before they can be used.
As a minimum:
All suppliers will need to supply you with a copy of their public liability and employee insurance certificates.
All suppliers will need to provide you with relevant risk assessments and method statements for the product they are supplying for your event.
Suppliers must provide a signed hand over inspection once the structure is completed to say that it is safe and ready for use.
You need to consider all other health and safety aspects relating to any temporary structure.
You must have a clear communications plan in place and ensure everyone is familiar with the plan. You also need to make sure that you have the communications equipment you need on the day. This could include radios, mobile phones, staff to run errands and messages and a public address system.
All event organisers must hold public liability insurance to the value of £5 million. You must also ensure that your contractors hold public liability insurance and any other appropriate insurance, i.e. product liability, employee insurance. You should keep copies of your contractors’ insurance policies.
Please confirm that you hold public liability insurance to the minimum value of £5 million and include a copy of the policy with your event plan.
Please include a copy of you site plan with this document.
You must submit a site plan for your event; the more accurate and detailed the plan, the better. Your site plan should include:
Placement of all temporary structures
All other site infrastructure
Position of attractions
Car parks and position of site in context to the road
Any fencing or barriers
Generator or power sources
Power supply runs (cables)
Entry and exit points
Emergency exits and assembly points
First aid points
Lost children point
Vehicle entry points
Any event décor, i.e. flags, banners etc
You may want two versions of the site plan, one for event participants on the day and another for your management team. An accurate site plan will help you direct people to the correct part of the site when they arrive to set up. A site plan will also help you plan how people will enter the site and move around it.
Spectators and viewing areas
Please include information about capacities of your site, if known, and the types of areas the public will have access to.
Provide contact details for your media spokespeople and for those who will decide whether to grant permission to take pictures etc at the event.
You must provide adequate toilets facilities for your event attendees, staff and contractors. You will also need disabled facilities plus separate sanitary facilities for caterers.
The HSE guidelines for toilets numbers are provided below.
For events with a gate opening time of 6 hours or more
For events with a gate opening time of less than 6 hours duration
1 toilet per 100 females
1 toilet per 500 males
and 1 urinal per 150 males
1 toilet per 120 females
1 toilet per 600 males
and 1 urinal per 175 males
Please outline your planned toilet provisions for your event based on your expected numbers and gender split here.
You will need clearly marked emergency vehicle entrance and exit routes on your site plan and as part of your emergency planning. If these entrances and exits will be shared with other traffic, you will need a procedure for the safe entry and exit of emergency vehicles.
Which vehicles will need to access the site for your event?
Which vehicles will need to remain on-site throughout your event and which will need to be off- site before the event opens?
Are there any vehicles that will need to move on the site during your event?
Please outline your vehicle policy for your event site here.
Smaller community events will have limited impact on traffic and parking, however you should still consider this when planning your event. Larger events can have a big impact on local traffic and transport and will require extensive risk assessments and detailed plans dealing specifically with traffic and transport.
How will your target audience travel to your event?
Consider 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.
Are you proposing anyroad closures? You 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.
It is essential that your event has a recycling plan in place and that it is carried out. For small community events, this could be as simple as labelling some bins to encourage people to separate their waste into plastic bottles, paper, etc and then taking these to the appropriate recycling centres.
Larger events will need to show that they have a recycling strategy or are employing a professional recycling organisational to manage recycling on the day.
Make sure your concessions and food suppliers have appropriate policies and procedures in place for providing biodegradable containers and systems for the disposing of dirty water, cooking oil etc
Think through how you will encourage people to separate their waste. Contaminated recyclables may have to be sent to landfill.
How will you keep the site clear of waste? Will this be done by stewards or volunteers?
Document your recycling plans for your event here.
Consider any weather conditions which may lead your event being cancelled and how you will manage this.
How will you let people know if the event has to be cancelled?
Do you need insurance coverage for cancellation reasons such as thunderstorms, water logged ground etc?
Is there any flood risk, e.g. field liable to flood and create difficulty for traffic leaving? How will you handle this, e.g. provision of 4x4 vehicle assistance, agreement with land owner concerning damage to the ground, possible mud on roads etc?
How will your event management team decide if weather conditions are too risky for your event to go ahead?
Please document your severe weather and event cancellation policy and procedures here.