THE PROOF IS IN THE PLANNING
2007 has once again been a generally successful year for the UK event industry however many events have taken place in the face of some extremely difficult and challenging circumstance – floods, heat, attempted bombings, increased security measures, armed gangs, disorder and large scale ticket fraud to name but a few.
As we all begin to think about the planning of the coming year’s events we should be reviewing our risk assessments, safety and contingency plans and asking ourselves ‘Are they really fit for purpose?’. All too often these documents are ‘cut and pastes’ of previous years plans and have not evolved to meet today’s needs particularly with regard to terrorism and extreme weather conditions now experienced during the Great British summer.
Starting with the risk assessments, ensure that they are suitably sufficient; do they cover the full range of potential risks which might be present at your event? Once the first drafts are completed are they regularly updated and reviewed? Have the documents been read and understood by those who are expected to implement them? Remember that this is a legal requirement designed to protect all those working at or enjoying your event.
Next review your event safety plan and emergency procedures. Do you have an effective event management structure? Look to see that all safety and welfare issues have a documented contingency which is actionable, ensure all who are expected to implement these plans are fully briefed and understand their roles fully. Do you have the right equipment in sufficient quantity available to support these contingencies? Are your emergency procedures compatible with everyone else’s? By this I mean do your plans complement the first aid provider and stewarding company’s standard operating procedures? Once this has been established consult the other agencies involved to ensure that your plans will dovetail with theirs.
Once you are satisfied that all your plans are ready, why not put them to the test. Approximately a month before your event hold a table top exercise to see if they are really fit for purpose. All your key personnel and the key personnel from the SAG should be invited. There are numerous benefits from holding such an exercise including; everyone’s plans being tested in a safe environment and adapted as necessary, plans are tested and not individuals, it creates an opportunity for all key staff to meet and work together prior to the event, weaknesses can be strengthened before the event and also it will give the SAG some confidence in the organisers ability to professionally manage their event.
Finally to ensure success, make sure quality and comprehensive briefings are delivered and understood by all staff working on your event. Supply maps, information and contact numbers etc for their reference. Rebrief and debrief daily. Remember you will know the plans and procedures intimately but success will depend on the understanding of others.
If you are uncomfortable with any aspect of this subject there are publications and courses available to develop knowledge and understanding in this area. Professional help is also available from a number of consultants across the country.
Matt Stone
Event Safety Consultant
AD Health & Safety
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