event-safety-plan

Event Safety Plan

Safety documentation gets written twice: once to satisfy the venue's paperwork request, and once — rarely — so that it would actually help if something happened. This writes the second kind. Hazards specific to this event rather than a generic list, controls that are assigned to a named person, and emergency procedures short enough to be followed by someone frightened.

What This Skill Produces

• A risk assessment — hazards specific to this event, with controls, owners, and residual risk
• Crowd and capacity — the capacity figure, its basis, and how flow and density are managed
• Emergency procedures — evacuation, medical, fire, weather, and the stop-the-event decision
• Medical and welfare provision — what level, on what basis, and where it is positioned
• Roles and competence — who holds each safety role and what qualifies them
• The communications plan — how the message reaches staff, suppliers, and attendees when something goes wrong

Required Inputs

Ask for these if not provided:

• The event — type, date, venue, expected and maximum attendance, indoor or outdoor, timings
• The audience — age profile, whether alcohol is served, mobility and accessibility needs, whether children attend
• The activities — anything raising risk: temporary structures, pyrotechnics, vehicles, water, height, cooking, crowds standing
• The venue's own arrangements — existing evacuation plan, capacity certificate, house safety staff, and what they require from you
• The regulatory position — licensing conditions, local authority requirements, and any statutory duty that applies to you

Framework: Specific Hazards, Named Owners, Procedures People Can Follow

1. Assess this event, not events in general. A downloaded template with 'slips, trips and falls' is evidence of nothing. The hazards that matter come from these activities, this venue, this audience.
2. Every control gets a named owner and a check time. A control nobody owns is a sentence in a document.
3. Establish capacity and its basis. Not a number you were told — the basis: exit capacity, floor area, or the venue's certificate. Then decide how you count people.
4. Write the emergency procedure for a frightened person. Short, numbered, plain. Who calls, what they say, where people go, who confirms it is clear.
5. Define the stop-the-event trigger and decider in advance. Weather, crowd density, an incident — one named person, decided before the day.
6. Match medical provision to a stated basis. Attendance, audience profile, alcohol, and activity, with the reasoning recorded.
7. Brief it. An unbriefed plan protects nobody; record who was briefed and when.

Output Format

Event safety plan: [event] · [date] · [venue] · v[n]

Event: [type, date, times, indoor/outdoor] · Attendance: expected [n], maximum [n] · Audience: [profile, alcohol, children, accessibility needs]

Capacity: [figure] · Basis: [exit capacity / floor area / venue certificate] · Counting method: [how numbers are tracked] · Action at capacity: [what happens]

Risk assessment

| Hazard | Who is at risk | Control | Owner | Checked at | Residual |

|---|---|---|---|---|---|

Emergency procedures

• Evacuation: trigger [what] → [who announces, wording] → routes [where] → assembly [where] → roll call [who] → all-clear [who]
• Medical: [who is called, where they are, how they are reached, access route for an ambulance]
• Fire: [detection, alarm, who is responsible, equipment location]
• Adverse weather: [thresholds — wind speed, rain, heat — and the action at each]
• Stop the event: trigger [what] · decider [named person] · how it is communicated

Medical & welfare: provision [level] · basis: [attendance, profile, activity] · location [where] · welfare [water, quiet space, lost persons, vulnerable attendees]

Roles & competence

| Role | Name | Competence/qualification | Contact |

|---|---|---|---|

Communications: staff [method] · suppliers [method] · attendees [method] · failure fallback: [what if radios fail]

Briefed: [who, when] · Documents shared with: [venue, authority, suppliers]

> Not a substitute for competent safety advice. Many events are subject to statutory duties, licensing conditions, and capacity limits, and some require a qualified safety adviser, structural sign-off, or a specific medical provision standard. Confirm requirements with the venue and the relevant authority, and obtain professional advice where the event involves crowds, temporary structures, or licensed activity.

Quality Checks

• [ ] Hazards are specific to this event's activities, venue and audience
• [ ] Every control has a named owner and a time it is checked
• [ ] The capacity figure states its basis and how people are counted
• [ ] Emergency procedures are short, numbered, and name who does what
• [ ] The stop-the-event trigger and decider are agreed in advance
• [ ] Medical provision states the basis it was decided on
• [ ] The plan has been briefed and the briefing recorded

Anti-Patterns

• A downloaded generic risk assessment. Satisfies a filing requirement and nothing else.
• Controls with no owner. Nobody checks them, and the document says they were checked.
• A capacity number with no basis. Indefensible to a licensing officer and dangerous on the day.
• Emergency procedures written in prose. Nobody reads a paragraph during an evacuation.
• No pre-agreed stop trigger. The decision then gets made late, by whoever feels able to.
• Medical provision by guesswork. It needs a stated basis.
• Writing the plan and not briefing it. The most common failure, and the most complete one.

Example Trigger Phrases

• "Write a risk assessment for our outdoor event"
• "The venue is asking for an event safety plan"
• "What emergency procedures do we need for a 500-person conference?"
• "How do I work out how much medical cover we need?"
• "Write an evacuation procedure for our event"