Effective crowd management is key to ensuring the safety and success of any event. To help you plan and manage your attendees efficiently you should:

• understand the size of the event and how many will be attending
• understand the demographic and behaviours of your attendees to tailor your crowd management plan accordingly
• implement zoning and designate specific areas for different activities to help control the flow of people and prevent overcrowding in one area
• use clear and visible signs to guide attendees to exits, restrooms and other important areas to help prevent confusion and ensure smooth movement

When evaluating location and accessibility you should:

• determine the event capacity and then choose a location that will safely hold attendees and is easily accessible for all
• consider access issues
• consider proximity to public transportation and ensure there is parking nearby

It's important to evaluate your event venue's capacity and layout such as:

• ensuring the venue can safely and comfortably accommodate all attendees and meet the events logistical needs, making sure to remove any hazards and adapting the layout where necessary
• creating a detailed site plan

There are various types of event security teams, with specialisations ranging from emergency medis and door supervisors to CCTV operators and armed response units.

Depending on the type of event you're running, you may need multiple types of trained staff and safety personnel.

Security requirements

Security would be required, as well as a search policy, when an event may promote the use of recreational drugs such as events that showcase music and alcohol events.

It is suggested 1 for the 50 attendees and then 1 per 100 thereafter, a capacity ten of 499 would 5x SIA.

Any event likely to require SIA can find guidance within the SIA guidance widely available online and the GOV.UK website.

All About Event Security: Requirements, Prices and Checklist

Medical requirements

All events should have a minimum of two first aiders, with no dual role.

Depending on the size, nature and location of the event further medical cover may be required. This can range from doctors, paramedics, ambulances or private medical firms. Please see the step by step guide below.

Step 1: medical plan assessment

When determining the level of medical cover required, you must assess:

• the hazards and risks of the event to spectators
• the hazards and risks of the event (on water, external features)
• the size of the audience and audience profile
• time, size of the event footprint and length of the event
• weather conditions
• travel time and distance to nearest A&E facility
• travel time and distance from the local ambulance station

Step 2: medical resources

Once step 1 is complete. Organisers must determine the level of resource, equipment and personnel required. This could include:

• the size, location and number of permanent or temporary mobile medical treatment facilities (including first aid)
• the location and number of paramedic ambulances
• the location and number of doctors, paramedics and first aid personnel
• triage locations
• locations and number of casualty holding and clearing stations

As part of this stage, it is also important to have the following in place:

• having a chain of command and organisation in structure
• a detailed medical plan, detailing your required medical resources and how you will manage emergencies, ensuring clear access, exits and egress routes (clear and unobstructed path to a safe location)

Guidance for event organisers: North East Ambulance Service

Identify potential risks and develop strategies to mitigate them, this includes planning for emergencies and unexpected situations. As an organiser it is essential for you to develop the following documents:

• events management plan
• site or route plan
• medical plan
• risk assessment
• noise management plan
• fire risk assessment
• electrical risk assessment

Useful links:

• Fire safety risk assessment: open-air events and venues - GOV.UK
• Cumbria Fire & Rescue Service
• Event Management Plan - Step-by-Step Guide - Event Always
• How to create an Event Site Plan - OnePlan Events
• Free Event Risk Assessment Templates - Safety Culture
• Planning for incidents and emergencies - HSE
• Event Contingency Plan: Safeguard Your Success - Eventbrite
• The Purple Guide

If you are holding an event (such as a carnival, street party, marathons, bonfire nights) on a road that require road closures or other traffic management restrictions (like no waiting at any time, one-way restrictions, it is important to consider the legal constraints for having events on roads), you are required to apply for a Temporary Regulation Order.

Events should only hold on a road when there is no suitable alternative - reasons for holding an event on a road will need to be given, prior to the event being agreed by the council.

Licensable activities include:

• selling alcohol
• serving hot food and drinks between 11pm and 5am

You'll also need a license if you provide the following types of entertainment:

• theatrical performance
• showing a film
• indoor sporting event
• boxing or wrestling (indoor or outdoor)
• live music
• recorded music
• dance
• facilities for making music
• dancing facilities

Before applying we recommend reviewing the premises licenses guidance on GOV.UK.

Healthy food

If providing food at events, healthy food options should always be available.

• offer options with lower fat, sugar and salt
• ensure attendees with dietary requirements, food allergies or intolerances are catered for
• ensure food is labelled, including allergy information
• include a variety of fruit and vegetables to help people eat their "5-a-day"
• highlight healthier choices to attendees
• encourage caterers to offer some plant-based options, package-free or minimally packaged food, use seasonal and local produce

Food hygiene

• contracting a business in to cater for the event need to check they're registered on the food hygiene website
• check the food standard agency website to check for good ratings
• if doing your own catering, follow the Food Standards Agency guidance on providing food at community and charity events

Pollution from vehicles

Given the rural nature of Cumberland, it is difficult to minimise pollution from vehicles. However, ensuring venues have easy access to public transport and advertising this as an option for travel will help to promote sustainable travel while also making the event more accessible for all.

Noise pollution

Events where live music or PA systems are used, a noise management plan will need to be conducted to minimise disruption to the public.

See guidance for nuisances on GOV.UK website.

Sewerage and sanitary facilities

Events must provide adequate sanitary provision, made for the proposed capacity of an event in accordance with the recommended guidelines as per the purple guidance. However, please consult with the Events Safety Advisory Group (ESAG) for further clarification on sanitary facility provision at your event.

Toilet provision must be provided by a registered waste disposal business to ensure waste is disposed and managed appropriately. You should consider:

• disabled toilet provision
• managing maintenance of the facilities
• location of facilities
• washing facilities
• disposal of sanitary towels and nappies
• sewage disposal

Waste generation

To help reduce waste at events:

• reuse: move away from single-use disposable items to reusable items such as, reusable cups, race numbers, signage
• reduce: work with suppliers to limit the volume of materials being thrown away - assess portion sizes for food items to reduce the amount thrown away
• recycle: engage with attendees about the waste process and encourage recycling

Biodiversity

Any outdoor event being held in the Lake District can affect the local biodiversity of both animal and plant species which is unique to the region, especially the waterways. We therefore asks that organisers allow for the Cumbria Freshwater Invasive Non-Native Species (CFINNS) Initiative over a lake.

Public right of way

When hosting an event, particularly ones using public rights of way, It is important to consider how you can prevent damage and maintain surface condition. 

Closures

Ensure you have all relevant traffic regulation orders in place if the route requires a temporary closure for the event. There is a ten-week consultation period for these closures.

Advance planning

Engage in detailed planning with all stakeholders to identifying potential issues and creating strategies to address them.

Clear signage

Use clear and visible signage to inform competitors or participants that the public have the right of way when using public rights of way. This helps to manage the event without the need for a temporary closure.

Designated pathways

Any designated pathways set up for the event, using barriers or cones to clearly mark these areas, should not obstruct the use of any public right of way.

Communication

Communicate with the public in advance about the event and any changes to public access. This can be done through local media, social media, and community notices.

Monitoring and adjustment

Continuously monitor the event with competent marshals and be prepared to adjust as needed to maintain public access and safety.