Advice and guidance for event organisers - Pre-event

It is important when organising an event to ensure it has a clear purpose and achievable outcomes, this will enable clear planning and ensure decisions made and risk management plans align with the event. It will also assist in determining the type of bookings, permissions, and licenses needed.

At this stage, once you have defined the purpose of the event, determining the capacity and suitable location of the event is crucial, to guarantee the event is safe and compliant with regulations. Effective crowd management is essential for delivering safe and enjoyable events and event organisers must get agreement from landowners before an event and consult with the parish council to get their view. If holding an event in a venue, (privately or council owned), it is also important to pre-check if there is any specific requirements.

Useful links:

• Organising a voluntary event: a 'can do' guide - GOV.UK
• Top tips for holding a public event in your community
• Your guide to organising a street party - GOV.UK

There are some key things to consider and processes you should follow such as:

• crowd management
• location and accessibility
• capacity and layout
• hiring trained staff and safety personnel
• emergency and contingency planning
• road closures
• licenses and permissions
• health and sustainability