Run a Safe Event

Event Support5 Top Tips to run a safe event

Are you an event organizer trying to navigate your way through your events compliance and ensure that everything runs smoothly? Fear not, here are 5 top tips to get you started.

1) Firstly, never assume that an event can ever be safe. In a way, the title of this blog piece should be “5 Top Tips to Run A Safe Event and be the safest event possible”. When we think something is safe, that is when things will go wrong because we have lulled into a false sense of security by risk assessments, policies, and procedures.

Risk assessments are designed to reduce the level of risk as much as possible but there will always be ‘residual risk’. This is the risk that still exists after control measures have been implemented. So, never go into an event thinking that nothing can happen, prepare for the unexpected and this takes into our next point, planning. These will help you run a safe event.

2) In the diving world, there is a saying: “Plan the dive, dive the plan”. Nothing will put you in a better position than thorough and meticulous planning. Once you have a plan in place then do everything you can to stick to it. Understandably, this is not always possible, but have the courage to recognise that something has or is becoming unsafe.

Get trained people who are experts in this field such as security or medical staff, more on this later. One key learning point is don’t fall for companies trying to save money on dual staffing. We have seen often security acting as first aiders or medical staff with the same people. what happens when they are both needed and you only have limited staff. Medics need to stay medics and security stay security. Try thinking if you have to defend the decision, was it the best option?

3) Implement your risk assessments, policies, and procedures. We regularly encounter businesses that have great risk assessments but sadly, all they these documents have just become good at collecting dust in a drawer or on a shelf. Risk assessments mean nothing if they are not being implemented on the ground. How do you do this? Communication, communication, communication!

4) Ensure that your team knows what their roles are and what those positions entail. Ensure that there are clear lines of communication and that everyone is 100% clear on what the event plan is. This includes risk assessments! If you are having planning meetings, then put safety at the heart of it. If you need assistance or feel out of your depth, then contact a health and safety consultant with suitable experience in event planning.

5) Don’t cut corners. Hindsight is a lovely thing, but foresight is worth it’s weight in gold. It is easy to say, “it will never happen”. We have heard that many times before and to be honest, thankfully, it rarely does. But what happens when that one in a million chance becomes a tragic reality? There is no shortage of professional security and medical companies out there. Don’t always go for the cheapest option, there is often a good reason why something is cheap, we’ll let you work that one out.

There is plenty of advice and guidance from the HSE website. Or take a look at our Health & Safety Consultancy Service

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