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  • Summer 2026 Edition • Concerts • Festivals • Fairs • Community Events

Event Safety FAQ

The essential questions every outdoor event organiser needs answered — with guidance drawn from authoritative UK event safety standards

Planning an outdoor event this summer? Whether you're organising a village fete, a food festival, a music concert, or a large-scale multi-day festival, there are safety requirements you must meet. This FAQ draws answers directly from the UK event safety standards and authoritative industry guidance to help you navigate the process.

The questions below reflect the most common concerns raised by event organisers in Safety Advisory Group meetings, on social media, in council consultations, and across industry forums.

Save yourself hours of paperwork

Visit safetydocs.org for ready-made safety document templates that align with UK event safety standards. Also ask your venue whether they use the SafetyDocs integrated portal for document submission — it streamlines the entire process for both organisers and venues, making compliance faster and easier.

Contents

1. Planning, Risk Assessment & Documentation

What documents do I need to complete for my outdoor event?

At a minimum, you will need to prepare:

  • An Event Safety Plan / Event Management Plan — the central document covering all aspects of your event's safety management
  • A comprehensive Risk Assessment — legally required under the Management of Health and Safety at Work Regulations 1999, this must be a systematic assessment of risks to employees, volunteers and the public
  • A site plan showing layout, access/egress points, emergency routes, and key infrastructure
  • An Emergency / Contingency Plan covering how you will respond to incidents
  • A Medical Plan based on a medical needs assessment specific to your event
  • A Communications Plan detailing how you'll coordinate between teams

Depending on your event, you may also need: a Traffic Management Plan, Noise Management Plan, Fire Risk Assessment, Counter-Terrorism assessment, Safeguarding Policy, and Crowd Management Plan. The scale and detail should be proportionate to the size and risk level of your event.

Source: UK Event Safety Standards — Planning, Management & Risk Assessments; Contingency & Emergency Planning

Tip: SafetyDocs.org provides ready-made templates for all of these documents, aligned to UK event safety standards. Ask your venue if they use the SafetyDocs integrated portal — you can submit everything in one place.

Every employer involved in an event — including the organiser — is legally required to carry out a "suitable and sufficient" assessment of the risks to the health and safety of employees and others, including the audience. UK event safety guidance outlines a systematic approach:

  • Identify the hazards — walk the site, review the activities planned, and consider who might be harmed
  • Assess the risks — evaluate the likelihood and severity of each hazard
  • Implement control measures — eliminate risks where possible; where not, reduce, isolate or control them
  • Assign responsibility — identify the person responsible for each control measure
  • Record and review — document everything and revisit as conditions change

If you employ five or more people, you must record the significant findings in writing. Even for smaller events, written records are strongly advised.

Source: UK Event Safety Standards — Planning, Management & Risk Assessments; Health & Safety Principles

Tip: SafetyDocs.org offers structured risk assessment templates that guide you through this process step by step, ensuring nothing is missed.

The amount of planning time depends on the size, type and duration of the event. UK event safety guidance states that for large events, "experience shows that a year beforehand is not too early to start." Even for smaller community events, you should begin safety planning several months in advance to allow time for:

  • Liaison with local authorities, emergency services and the Safety Advisory Group
  • Licensing applications (TENs require minimum 10 working days' notice; premises licence applications take longer)
  • Temporary Traffic Regulation Orders (8 weeks minimum, 13 weeks recommended)
  • Water supply connections (12 weeks' notice for new connections)
  • Booking competent contractors and medical providers

Source: UK Event Safety Standards — Planning, Management & Risk Assessments; Transport Management; Water Provision

UK event safety guidance advises that you should "provide or seek out competent health and safety advice." Competence means having sufficient training, experience and knowledge. For small, low-risk community events, a well-prepared organiser using authoritative guidance may be sufficient. For larger or higher-risk events, you should engage competent professionals — particularly for areas like crowd management, structural engineering, electrical installations (which require BS 7909 compliance), and medical provision.

The key legal test is whether the person doing the risk assessment is "competent" — assessing general event risk is different from assessing security risk, for example, and UK event safety guidance states "it is essential that the person carrying out this task is competent."

Source: UK Event Safety Standards — Planning, Management & Risk Assessments; Health & Safety Principles; Counter Terrorism

Tip: Even if you're managing safety yourself, SafetyDocs.org templates provide a professional framework that helps ensure compliance and gives you confidence your documentation meets the expected standard.

An Event Management Plan (EMP) is the overarching document that brings together all aspects of your event's safety management. According to UK event safety guidance, it should cover:

  • Event description — type, location, audience profile, numbers, duration, timing
  • Organisational structure and responsibilities
  • Site/venue design and layout
  • Risk assessments and control measures
  • Medical, fire safety, and contingency/emergency plans
  • Crowd management using the DIM-ICE model (Design, Information, Management during Ingress, Circulation, Egress)
  • Communications arrangements
  • Catering, sanitation, waste, and welfare provisions
  • Transport and access plans

The EMP should have version control and be shared with all relevant stakeholders including contractors, emergency services, and the Safety Advisory Group.

Source: UK Event Safety Standards — Planning, Management & Risk Assessments; Crowd Management

2. Licensing & Legal Requirements

Do I need a licence to hold an outdoor event?

It depends on what activities your event involves. Under the Licensing Act 2003, you need authorisation if your event includes any of these "licensable activities":

  • The sale or supply of alcohol
  • The provision of regulated entertainment (live or recorded music, performance of dance, plays, films, indoor sporting events, boxing/wrestling)
  • The provision of late-night refreshment (hot food/drink sold between 11pm and 5am)

Note that the Live Music Act 2012 provides exemptions for unamplified live music and amplified live music in certain circumstances (e.g., in licensed premises with audiences under 500 between 8am–11pm).

Source: UK Event Safety Standards — Licensing

A TEN is a simplified notification that allows licensable activities at a temporary event. Key limits from UK event safety guidance:

  • Maximum 499 people at any one time (including staff)
  • Each premises can have a TEN used up to 15 times per year
  • Maximum of 21 days per year total for TENs at one premises
  • A personal licence holder can give up to 50 TENs per year; a non-licence holder up to 5 per year
  • You must give at least 10 clear working days' notice (a “standard” TEN) or at least 5 working days for a "late" TEN

If your event exceeds 499 attendees or the other TEN limits, you will need a full Premises Licence application, which takes significantly longer.

Source: UK Event Safety Standards — Licensing

The key legislation includes:

  • Health and Safety at Work etc Act 1974 — your overarching duty to ensure health, safety and welfare. Maximum penalty: 2 years imprisonment and/or unlimited fine
  • Management of Health and Safety at Work Regulations 1999 — requiring risk assessments
  • Regulatory Reform (Fire Safety) Order 2005 — fire risk assessment duties
  • Licensing Act 2003 — for alcohol, entertainment and late-night refreshment
  • CDM Regulations 2015 — if your event involves construction work (including temporary structures)
  • Environmental Protection Act 1990 — waste management duties
  • Food Safety and Hygiene Regulations — for any food provision
  • Noise at Work Regulations 2005 — protecting workers from noise exposure

Source: UK Event Safety Standards — Health & Safety Principles; Licensing; Fire Safety; Noise

Yes. Under the Licensing Act 2003, if you hold a Premises Licence that authorises the sale of alcohol, you must have a Designated Premises Supervisor (DPS) who holds a Personal Licence. The DPS is the named individual responsible for the day-to-day management of the premises in respect of alcohol sales. For TENs under 500 people, the requirements are less stringent, but a Personal Licence holder giving the TEN is recommended.

Source: UK Event Safety Standards — Licensing

3. Safety Advisory Groups (SAGs)

What is a Safety Advisory Group and do I have to attend?

A Safety Advisory Group (SAG) is a multi-agency body typically convened by the local authority. It brings together the police, fire and rescue service, ambulance service, environmental health, highways, licensing, and other relevant bodies to review event safety plans.

While SAG recommendations are not legally mandatory in themselves, they carry significant weight. UK event safety guidance notes that SAGs provide a coordinated forum for scrutinising event plans and offering expert advice. Ignoring SAG recommendations could leave you exposed if something goes wrong. Many local authorities will expect you to engage with the SAG process for any event of significant size.

Source: UK Event Safety Standards — Safety Advisory Groups

SAGs will typically request your Event Management Plan, risk assessments, site plan, emergency/contingency plan, medical plan, crowd management plan, and details of your management structure. They may also ask for your noise management plan, traffic management plan, and evidence of competency for key contractors. Submit these documents well in advance of the SAG meeting to allow adequate review time.

Source: UK Event Safety Standards — Safety Advisory Groups; Planning, Management & Risk Assessments

Tip: If your venue uses the SafetyDocs integrated portal, you can submit all your documentation directly through one system — the SAG members and venue can then review everything in a single, organised location. Ask your venue if they're using SafetyDocs.

4. Fire Safety

What fire safety provisions do I need for my outdoor event?

Under the Regulatory Reform (Fire Safety) Order 2005, you must carry out a fire risk assessment. UK event safety guidance sets out key requirements:

  • Fire separation — minimum 6-metre separation between structures
  • Fire breaks — every 24 metres between groups of structures
  • Escape time targets — 2–3 minutes from marquees, 5–10 minutes from open-air structures
  • Rapid response vehicles — for events of 3,000–50,000+ attendees, with 2 trained firefighters per vehicle
  • Firefighting equipment — appropriate extinguishers in all structures, catering areas, and near LPG storage
  • Clear escape routes signed and illuminated

Source: UK Event Safety Standards — Fire Safety

Yes. Marquees and tents present particular fire risks. UK event safety guidance requires that tent and marquee fabric meets appropriate fire-retardancy standards. Escape time from marquees is targeted at 2–3 minutes. You must ensure adequate exits (the number and width calculated based on capacity), clear signage, and that nothing obstructs escape routes. All temporary structures in the catering area must have appropriate firefighting equipment, and LPG cylinders must be stored upright with the relief valve at the top, at least 1 metre from ignition sources and 2 metres from drains.

Source: UK Event Safety Standards — Fire Safety; Safe Use of LPG; Temporary Demountable Structures

5. Medical & First Aid Provision

What level of medical cover do I need at my event?

The UK event safety standards identifies five tiers of medical complexity. The level of cover should be determined by a specific medical needs assessment, not simply by headcount. Factors include:

  • Nature and duration of the event
  • Numbers attending and age profile
  • Activities on site and site conditions
  • Whether alcohol or drugs are likely factors
  • Whether camping is involved
  • Temperature and humidity

Tier 1 (smallest events, under ~500, low risk): may not require a healthcare professional on site — basic first aid may suffice. Tiers 2–5 require progressively more capable medical teams, vehicles, and facilities.

The aim should be to manage casualties on site as far as it is safe and appropriate, minimising the impact on the local NHS.

Source: UK Event Safety Standards — Medical

The UK event safety standards warns that "medical providers vary in capability and experience" and that organisers should "exercise due diligence in selecting one that is competent and reliable." You should:

  • Verify that staff are suitably qualified — be wary of designations that are not protected titles
  • Ensure the provider carries out a full needs assessment and produces a medical plan
  • Agree staffing levels and skill mix in advance
  • Ensure medical vehicles are clean, reliable, fit for purpose, and properly equipped
  • Consider early engagement with the local NHS Ambulance Service

Source: UK Event Safety Standards — Medical

6. Crowd Management & Stewarding

How do I manage crowd safety at my event?

The UK event safety standards uses the DIM-ICE model as the foundation for crowd management: Design, Information and Management applied across Ingress, Circulation and Egress. Key points:

  • Design your site layout to naturally manage crowd flow — avoid pinch points and dead ends
  • Information — keep the crowd informed through signage, PA systems, screens, and stewards
  • Management — active monitoring and intervention through trained stewards and event control

The RAMP assessment methodology should be applied to all events. Exit flow rates specified are 66 people per metre per minute on stepped surfaces and 82 per metre per minute on level surfaces — use these to calculate required exit widths.

Source: UK Event Safety Standards — Crowd Management; Venue & Site Design

Steward numbers depend on your event's specific risk assessment — there is no single formula. UK event safety guidance emphasises that stewards must be competent for the tasks they are assigned. Considerations include the type of event, audience profile, site layout, and the activities taking place.

Stewards should be briefed on emergency procedures, crowd management, and their specific responsibilities. For licensed venues and events, Security Industry Authority (SIA) licensed personnel may be required for certain door supervision and security roles.

Source: UK Event Safety Standards — Crowd Management; Dealing with Crime & Disorder

UK event safety guidance specifies several standard barrier types depending on purpose:

  • Low-height barriers: 1.1m × 2.5m — for general crowd guidance
  • Mesh-panel fencing: 2m × 3.5m with diagonal bracing — for perimeter security
  • Hoarding: 2m × 2m — for screening and site definition
  • Steel-panel fencing: 3m × 2.4m — for high-security applications

Barriers should be fit for purpose, properly secured, and regularly inspected. Front-of-stage barriers have specific engineering requirements to withstand crowd loading forces.

Source: UK Event Safety Standards — Barriers & Fencing

7. Food Safety & Catering

What food hygiene requirements apply to traders at my event?

UK event safety guidance states that "catering at outdoor events is a high-risk activity." All food traders must:

  • Be registered with the Environmental Health Department local to their home base
  • Have an appropriate Food Hygiene Rating
  • Have a documented Food Safety Management System
  • Comply with Regulation (EC) 852/2004 and the relevant national food safety regulations
  • Have a nominated Responsible Person at each food unit
  • Hold at least £5 million in public liability insurance

As the organiser, you are responsible for ensuring that the food traders you use are competent, operate safely and comply with the law. You should check their registration, hygiene rating, and insurance before the event.

Source: UK Event Safety Standards — Catering at Events

A licence is not required to operate as a mobile food trader per se, but additional licensing is needed if:

  • Alcohol is sold — individual traders need a TEN or to be covered by the event's Premises Licence. Food traders selling alcohol still require a Personal Licence.
  • Hot food/drink is sold between 11pm and 5am — a Premises Licence or TEN covering "late-night refreshment" is required.

Traders should display a copy of their TEN where it can easily be seen and checked by the licensing authority and event organiser.

Source: UK Event Safety Standards — Catering at Events; Licensing

UK event safety guidance recommends that event organisers:

  • Ask for proof of food business registration (e.g., registration confirmation letter or inspection report)
  • Check their Food Hygiene Rating
  • Verify public liability insurance (minimum £5 million)
  • Confirm all power sources including LPG and equipment are currently certified as safe (Gas Safety Certificate CP42 for LPG, annual inspection)
  • Ensure all units have appropriate firefighting equipment
  • Hold contact details and business details for all traders to share with Environmental Health if requested

Share relevant sections of your Event Management Plan with food traders, including site-specific conditions and emergency contact details.

Source: UK Event Safety Standards — Catering at Events; Safe Use of LPG

Tip: The SafetyDocs integrated portal allows venues and organisers to collect and verify trader documentation in one centralised system — ask your venue if they're using it.

8. Temporary Structures & Electrical

What safety checks are needed for stages, marquees and temporary structures?

The CDM Regulations 2015 apply to temporary structures at events. UK event safety guidance requires:

  • Stability assessment mandatory for ground loading and wind loading
  • Pull tests recommended for ground anchoring
  • Independent design verification required
  • Lightning protection assessment (levels L1–L4)
  • Anemometer wind monitoring recommended for larger structures
  • Structures must be erected and dismantled by competent persons

For inflatable play equipment, it must comply with BS EN 14960, be registered under the PIPA scheme, and have secure anchoring with wind monitoring.

Source: UK Event Safety Standards — Temporary Demountable Structures; Amusements

All electrical installations at events must comply with BS 7909. Key requirements from UK event safety guidance:

  • A Senior Person Responsible for electrical safety must be appointed
  • Cable routing: 6 metres height clearance for vehicle routes, 3.5 metres for pedestrian areas
  • Emergency lighting must have an independent power source
  • Exit signs: minimum 20 lux average, 5 lux minimum
  • All electrical installations must be inspected and tested by a competent person before the event opens

Source: UK Event Safety Standards — Electrical & Lighting

LPG is widely used for catering at events but carries significant risks. UK event safety guidance specifies:

  • Equipment must have CE/UKCA/UKNI conformity marking and a flame failure device
  • Annual Gas Safety Certificate (CP42) inspection required
  • Cylinders must be stored upright with the relief valve at the top
  • Minimum 1 metre from ignition sources, 2 metres from drains
  • Metallic over-braided or PVC hoses with crimped ends
  • Bulk storage (400–1000kg) requires 3-metre separation
  • Bulk cylinder storage in a 1.8-metre height lockable cage
  • Only Gas Safe registered engineers should work on gas installations

Source: UK Event Safety Standards — Safe Use of LPG

9. Sanitation, Water & Welfare

How many toilets do I need for my event?

The UK event safety standards provides specific ratios. For events under 6 hours:

  • 1 female toilet per 100 attendees
  • 1 male toilet per 500 attendees
  • 1 urinal per 150 male attendees
  • 1 accessible toilet per 50 disabled attendees

The UK event safety standards provides specific ratios. For eventsFor events over 6 hours or where alcohol is served: under 6 hours:

  • 1 female toilet per 75 attendees
  • 1 male toilet per 400 attendees
  • 1 urinal per 100 male attendees
  • 1 accessible toilet per 40 disabled attendees

Note: if internal hand basins are fitted within female toilets, increase the female toilet provision by 25% (because hand-washing inside the cubicle slows throughput).

Source: UK Event Safety Standards — Sanitation

The UK event safety standards references the Water Supply (Water Quality) Regulations 2016. Key requirements:

  • 12 weeks' notice required for new water supply connections
  • All equipment must have WRAS approval certification
  • Chlorination per BS 8551:2015
  • Maximum 7-day storage for water
  • UKAS laboratory testing required
  • Backflow prevention devices are mandatory

Free drinking water must be available at licensed premises where alcohol is sold.

Source: UK Event Safety Standards — Water Provision

UK event safety guidance requires that worker welfare be properly considered. Key provisions include:

  • Rest breaks: 20-minute uninterrupted break if working more than 6 hours
  • Daily rest: 11 consecutive hours minimum between shifts
  • A fatigue risk assessment and management plan
  • A site personnel registry with next-of-kin and health conditions
  • Competence checks for all employment types
  • Adequate shelter, drinking water, and sanitary facilities for staff

Volunteers require adequate supervision with a dedicated volunteer supervisor, and DBS checks where needed. Expense reimbursement is acceptable but cash equivalents should be avoided.

Source: UK Event Safety Standards — Worker Welfare; Volunteers

10. Noise & Environmental Impact

What are the noise limits for outdoor events?

The UK event safety standards distinguishes between worker protection and audience exposure:

Worker noise exposure (Noise at Work Regulations):

  • Lower action value: 80 dB(A)
  • Upper action value: 85 dB(A)
  • Exposure limit: 87 dB(A)

Audience levels:

  • Maximum Leq: 107 dB(A)
  • Peak: 140 dB(C)

There must be a minimum 3-metre separation from loudspeakers exceeding 1kW. Hearing protection zones are required where exposure exceeds the upper action value.

Environmental noise limits affecting nearby residents will typically be set by the local authority through licensing conditions.

Source: UK Event Safety Standards — Noise

Under the Environmental Protection Act 1990 (Section 34) and the Health and Safety at Work Act 1974, you have a duty of care for waste produced at your event. UK event safety guidance requires:

  • Waste contractors must be licensed
  • Compliance with the Waste Duty of Care Code of Practice
  • The Environment Agency (or devolved equivalent) has enforcement powers
  • You should plan for collection, segregation, and disposal of waste

Source: UK Event Safety Standards — Waste Management; Sustainability

11. Security & Counter-Terrorism

Do I need to consider terrorism as a risk for my event?

Yes. The UK event safety standards is clear: "Event organisers have an obligation under the Health and Safety at Work etc Act 1974 to provide a safe place for their employees to work and for the visitors to their attractions and events. Consideration of the risk posed by terrorists must form part of that."

Terrorism threats should form part of your event security risk assessment. However, note that "assessing general event risk is different to assessing security risk" — ensure the person doing this is competent. Contact your local Counter Terrorism Security Advisor (CTSA) for free advice, and engage with the police CT Security Coordinator (CT SecCo) early in your planning.

Source: UK Event Safety Standards — Counter Terrorism

Martyn's Law (the Terrorism (Protection of Premises) Act) is intended to introduce a "Protect Duty" requiring those responsible for certain publicly accessible locations — including event venues — to take proportionate steps to protect the public from terrorism. As of today, the official requirements under Martyn's Law are not yet in force. However, this does not mean you should wait. The threat from terrorism is real and present, and UK event safety guidance is clear that event organisers already have an obligation under the Health and Safety at Work Act 1974 to consider the risk posed by terrorists.

Do not wait for legislation to catch up — start planning now. Regardless of where Martyn's Law stands, you should already be:

  • Conducting a terrorism risk assessment as part of your overall security planning
  • Considering the risk of hostile vehicles and implementing proportionate mitigation measures
  • Implementing proportionate protective security measures such as search operations and access control
  • Training staff to be mindful of suspicious behaviour and unattended items
  • Having plans in place for evacuation, invacuation, and lockdown
  • Engaging early with your local Counter Terrorism Security Advisor (CTSA) — their advice is free

The UK event safety standards's Counter Terrorism chapter, compiled with support from the National Counter Terrorism Security Office (NaCTSO), provides detailed guidance on protective security principles including hostile vehicle mitigation, search operations, and coordination with police. When Martyn's Law does come into force, organisers who have already embedded these practices will be well ahead of the curve.

Source: UK Event Safety Standards — Counter Terrorism; Contingency & Emergency Planning

UK event safety guidance recommends several measures:

  • A clear ejection policy for unacceptable behaviour
  • An accreditation system for all workers with identity confirmation
  • Implementation of the "Ask for Angela" scheme for sexual assault prevention
  • The STOP mnemonic for violence prevention: Say something, Tell someone, Offer support, Provide diversion
  • Liaison with local police — understand the distinction between "core policing" (no charge) and "Special Police Services" (chargeable)

Source: UK Event Safety Standards — Dealing with Crime & Disorder; Working with the Police

12. Safeguarding Children & Vulnerable People

What are the noise limWhat safeguarding measures do I need at a family-friendly event?its for outdoor events?

UK event safety guidance requires robust safeguarding provisions:

  • Enhanced DBS checks required for workers who will have regular contact with children (defined as 3 or more occasions over a 30-day period)
  • Child performance licensing is mandatory for children of compulsory school age performing at your event — minimum 21 days' notice for the application
  • If providing a crèche for more than 4 hours per day for under-8s, you must give 2 weeks' notification
  • Children under 13 require close supervision near animals (due to zoonosis risk)
  • Have a clear lost child policy and designated welfare area

Source: UK Event Safety Standards — Safeguarding Children & Young People; Animals & Welfare

13. Insurance & Liability

What insurance do I need for my event?

The UK event safety standards identifies several essential types of insurance:

  • Public Liability Insurance — minimum £5–10 million (many venues and SAGs will require £10 million)
  • Employers' Liability Insurance — legally required if you have employees
  • Equipment and property coverage

You should also ensure that all contractors, food traders, and other service providers at your event carry their own adequate insurance. UK event safety guidance recommends that food traders hold at least £5 million in public liability insurance.

Source: UK Event Safety Standards — Insurance; Catering at Events

14. Transport & Traffic Management

Do I need a traffic management plan and how do I arrange road closures?

If your event affects public roads, you will likely need a Traffic Management Plan. UK event safety guidance specifies:

  • A Temporary Traffic Regulation Order (TTRO) requires minimum 8 weeks' notice (13 weeks recommended)
  • Plan for vehicle entry/exit rates of 12–20 vehicles per minute
  • Car parking should assume 2.2–3.5 occupancy per vehicle average
  • One-way systems are preferred for traffic flow
  • CSAS Accredited Traffic Officers are authorised for traffic control on public highways

Consider encouraging sustainable transport options — UK event safety guidance identifies travel as typically the largest source of emissions from events.

Source: UK Event Safety Standards — Transport Management; Sustainability; Working with the Police

UK event safety guidance requires careful management of vehicle movements within the event site to protect pedestrians. Key points include segregating vehicles from pedestrians wherever possible, using banksmen/traffic marshals to manage vehicle movements, setting low speed limits on site, and restricting vehicle access during public hours. Emergency vehicle access routes must be maintained at all times.

Source: UK Event Safety Standards — Vehicles; Transport Management

15. Weather & Contingency Planning

What should my emergency and contingency plan cover?

The UK event safety standards uses an Integrated Safety Management (ISM) model covering preparing, responding and recovering. Your contingency plan should address:

  • Incident management — command, control, coordination and communication structures
  • Evacuation and invacuation procedures
  • Escalation processes — how to escalate from an incident to a major incident
  • Severe weather response (high winds, lightning, flooding, extreme heat)
  • Infrastructure failure (power outage, structural collapse)
  • Security incidents including terrorism and crowd disorder
  • Business continuity — arrangements to maintain critical activities

All staff and volunteers must be trained and briefed on emergency procedures. The UK event safety standards strongly recommends tabletop exercises before the event to test your plans.

Source: UK Event Safety Standards — Contingency & Emergency Planning; Communications

Your contingency plan should include specific weather triggers and actions. UK event safety guidance recommends monitoring weather forecasts throughout the planning and delivery phases. For temporary structures, anemometer wind monitoring is recommended — you should have pre-agreed wind speed thresholds at which structures are evacuated or the event is paused. Lightning poses a particular risk at outdoor events, and UK event safety guidance references lightning protection assessment levels L1–L4 for temporary structures.

Have clear decision-making authority established in advance — know who has the authority to suspend, relocate or cancel the event, and at what trigger points.

Source: UK Event Safety Standards — Weather; Temporary Demountable Structures; Contingency & Emergency Planning

16. Accessibility & Inclusion

What do I need to do to make my event accessible?

UK event safety guidance sets out detailed accessibility requirements:

  • Level access is critical throughout the site
  • Counter heights: 800–850mm
  • Wheelchair spaces: minimum 900mm × 1350mm
  • Viewing platforms: 850–1000mm height
  • Ramp gradients: 1:15 minimum
  • Respite/sensory spaces are essential for neurodivergent attendees
  • Changing Places facilities required (standard accessible toilets are not sufficient for all users)
  • Provide audio description, sign language interpretation, captions, and relaxed performances where applicable

Accessibility should be considered from the earliest planning stages, not added as an afterthought.

Source: UK Event Safety Standards — Accessibility; Equality, Diversity and Inclusion

17. Fireworks, Special Effects & Specialist Activities

What safety requirements apply to fireworks displays?

Fireworks are categorised F1–F4, with professional displays typically using F3/F4. UK event safety guidance requires:

  • Professional firers with specialist training
  • A mandatory site visit before the display
  • Safety distances determined by the display company using ShellCalc/EnvCalc/SoundCalc modelling (there are no prescriptive distances — it depends on the specific display)
  • A 30-minute cooling period after the display before approaching the firing area
  • Specific dud procedures for unfired items

Source: UK Event Safety Standards — Fireworks

Yes. The DSEAR 2002 regulations apply, and UK event safety guidance specifies:

  • Strobe lights: maximum 4 flashes per second (to reduce seizure risk)
  • Lasers: Maximum Permissible Exposure limits apply, with a minimum 3-metre separation from the audience
  • Xenon/HMI lamps: operate at 30 bar pressure and 95°C — gauntlets must be worn
  • UV protection is essential for certain lighting effects

Source: UK Event Safety Standards — Special Effects

Yes, but the Animal Welfare Act 2006 applies. UK event safety guidance requires adherence to the Five Freedoms framework: freedom from hunger/thirst, discomfort, pain/injury/disease, ability to express normal behaviour, and freedom from fear/distress. Additional requirements:

  • A veterinary surgeon is typically required
  • Only competent handlers may manage animals
  • Children under 13 require close supervision around animals
  • For camping events, animals must be removed from camping areas 28 days before the event (to prevent zoonotic diseases including E. coli O157 and cryptosporidium)
  • Hand-washing facilities are mandatory where the public has contact with animals

Source: UK Event Safety Standards — Animals & Welfare; Campsites

The CDM Regulations 2015 apply to amusement devices. UK event safety guidance requires:

  • Annual inspection by a competent person
  • ADIPS (Amusement Devices Inspection Procedures Scheme) Declaration of Operational Compliance
  • Inflatable play equipment must comply with BS EN 14960
  • Inflatables should be registered under the PIPA scheme (with a registered inspector)
  • Secure anchoring and anemometer wind monitoring required
  • Operators must demonstrate competence and have appropriate insurance

Source: UK Event Safety Standards — Amusements

Drones (Unmanned Aircraft Systems) at events are subject to strict regulations. UK event safety guidance covers the requirements in detail, including operator registration, pilot competency, restricted airspace considerations, and the need for specific risk assessments for drone operations near crowds. You should engage with the CAA and your local police early in the planning process if drones will be used at or near your event.

Source: UK Event Safety Standards — Unmanned Aircraft Systems (Drones)

Events on or around water carry additional risks. UK event safety guidance specifies:

  • Lifejackets mandatory unless risk-assessed as low
  • Minimum swimming ability required for all on-water participants
  • Lifesaving equipment (throw lines, life rings) must be available
  • Key hazards include cold water shock and Weil's disease (Leptospirosis)
  • A Marine Licence may be required under the Marine and Coastal Access Act 2009

Source: UK Event Safety Standards — Events on or Around Water

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