From Wimbledon to The Ashes and Silverstone, the British Summer is joyously jammed with large-scale showpiece events. Ensuring the safety of spectators and participants can be a mammoth task, requiring months of planning and a small army of security staff and stewards.
Such events are legendary, but summer is also a time for more modest gatherings. Many workplaces will be holding get-togethers, either for their staff or for the public. These are a great way to reward hard work, but they also come with their own risks.
Whether your event is public or private, it’s important to prioritise safety. There’s a lot to think about, so we’ve compiled a handy checklist. By following these steps, you can make sure your summer event goes off without a hitch.
How can I plan a safe event?
Most workplace events are straightforward. A small outdoor gathering is unlikely to be a high-risk affair, but you still have a responsibility to keep everyone safe. First of all appoint an appropriate person responsible for all safety matters. It could be yourself, or someone reporting direct to you. There should be a risk assessment beforehand, considering factors such as:
- Where is the event taking place?
- How many people are attending?
- How long will the event last?
- What activities are planned?
- Will any vulnerable people be attending?
- How will people be travelling to and from the event?
The answers to these questions can help you identify the most likely risks. These will depend on the event, but common hazards include: environmental dangers such as lakes and rivers, tripping or slipping hazards, allergic reactions or insect bites, injuries caused by the consumption of alcohol, dehydration and sunburn.
Next, consider ways to reduce these risks. With a few simple precautions, you can drastically lower the chances of injury:
- Move outdoor events away from water and other environmental hazards
- Provide sunscreen and insect repellent
- Use a drink ticket system to limit alcohol consumption
- Provide plenty of food and water
- Make sure the event ends in time for employees to catch public transport
- Provide taxi numbers to deter drink driving
Setting expectations is also important. Talk to your employees beforehand about drinking responsibly, for example.
Once the event is underway, you’re more than entitled to enjoy yourself. However, you should still be mindful of everyone’s comfort and safety. Check in with employees from time to time, and be ready to administer first aid or call an ambulance if an injury occurs. Remember that any serious accidents or injuries still need to be recorded under RIDDOR.
What about public events?
Events involving the general public require more formal planning. As well as considering the dangers mentioned earlier, you’ll need to consider the following factors:
- Is there enough room for crowds to circulate freely?
- Are there any “choke points” where overcrowding could occur, e.g. at entrances and exits?
- Is there access for wheelchairs and prams?
- Are there any areas where cars are likely to encounter pedestrians?
- How far away are the nearest A&E hospital and fire station?
Once again, the answers to these questions should inform your approach to event safety.
If the venue is too small for the expected crowd, it might be better to move it somewhere larger or limit numbers. If cars and pedestrians are sharing a space, consider using signs or cones to separate them.
There’s no need for your event to be next to a hospital or fire station, but familiarise yourself with their locations and the estimated arrival time of emergency services.
Do I need insurance for my event?
Many event organisers choose to take out public liability insurance. This covers you for compensation claims made by members of the public who suffer injuries while in attendance. Public liability insurance is not compulsory but, for large-scale events, it is a sensible precaution.
We’ve barely scratched the surface here. Event safety is a complex business, and it can change minute by minute. If you’d like professional support in hosting a safe work event, don’t hesitate to give us a call.
