If you are organising a community event, then you should think about the health and safety of those coming to the event. Remember, if you employ any staff or make any charges to those attending then you have a duty to make sure the event is safe.
Before you start
Visit the venue and think about the facilities available and what you are going to do. As a minimum you should consider the points below.
Facilities
It’s important that people enjoy themselves, so think about the following:
- seating - it depends on the type of event and the people coming, but try to have seats for all those who may want to sit down
- toilets - it's recommended that you have at least 1 toilet for every 50 people, but preferably more
- available drinking water - most venues have a kitchen with drinking water, so if people need a drink, you may need cups or glasses
- heaters to use if it is cold
- cooling the room if hot - you may want to open doors or windows to let a draft of air through, but remember if you are playing music you may need to keep all doors and windows closed so you don’t disturb neighbours
Slips and trips
Most accidents are caused by people slipping on floors or tripping over things. Look at the venue to see what you can do to stop this happening:
- avoid having any loose cables trailing - ideally don’t have any cables where people walk, but if it can’t be avoided then tape them securely to the floor -
- check the floor is clean before you start
- if there are any spillages, have something to clean it up, such as a mop and bucket
- check any carpet isn't coming up or whether there any places people may trip - if there are, speak with the venue and try to secure them or use visible tape
- if it rains, check there is a mat in the doorway to help stop water being brought in
First aid
- if anyone is injured, make sure you know what to do
- make sure there is a first aid box stocked with plasters and bandages
- first aid - as a minimum you should have 1 person who can take charge and call an ambulance if needed
- if the event is larger, and particularly if there is a risk of people being hurt, then consider using services such as St John Ambulance or the British Red Cross
Fire safety
- make sure there are fire extinguishers available, and people trained to use them - it’s important to use the correct extinguisher and the extinguisher’s label should tell you what it can be used on - if in doubt, ask
- check for a fire blanket in the kitchen
- think about what you would do if a fire is started - only tackle a fire if you know what you are doing - the best advice is to evacuate the building to a safe place immediately and call the fire brigade
- if you need more advice, contact the fire authority on 0118 945 2888
Electrical equipment
- all electrical equipment provided by the venue should be regularly tested for safety - check to see if there is a sticker on it saying when the last test was done and if not, ask
- do not overload electrical sockets
- keep drinks and other liquids away from electrical items
- if you are having any electrical items outside, make sure the fittings are suitable for outdoor use
- make sure electrical cables are protected from damage
Risk assessment
It’s a good idea to do what is called a risk assessment. If you are using the venue for any kind of business activity then you must do a risk assessment. This includes if you employ anyone or if you take money, even if it's for charity.
A risk assessment sounds complicated but it’s quite simple. There are a couple of basic steps to take:
- think about how people can be hurt - for example, tripping on loose carpet, heaters on the floor with hot surfaces
- think about who might be hurt and how - for example, only people who use the oven or are in the kitchen are at risk of being burnt by it
- think about what you can do to stop being hurt - for example, don’t let children near hot or dangerous equipment, secure any loose carpets
Emergency arrangements
- think about access for emergency vehicles
- consider your plan in case you have to cancel the event at short notice
- clearly define roles and responsibilities and nominate a person or persons in charge of planning and running the event
If you need more advice or information on health and safety matters, or the legislation covering heath and safety, please contact the Public Protection Partnership.
You can also find information at the Health and Safety Executive’s website.