Essential Event Safety File Checklist UK (800+)

If you're organising a large-scale event in the UK with over 800 attendees, preparing a comprehensive Event Safety File isn't just best practice; it's essential for compliance, public safety, and peace of mind. Whether you're planning a music festival, outdoor fair, sporting event, or large community gathering, your Event Safety File should act as a single source of truth for how you will manage health, safety, and emergency response.

Here’s what you need to include to ensure your event meets UK safety standards and passes local authority or SAG (Safety Advisory Group) review.

Event Management Overview

Start by outlining the scope of your event. Include the type of event, dates, expected attendance, and exact location. A clear site plan is vital, showing entrances, exits, facilities, emergency access, and barrier lines. Your Event Management Plan should identify key personnel such as the event director, safety officer, stewarding lead, emergency liaison contacts, and contractor supervisors.

Each individual must have clearly defined responsibilities. The event organiser retains ultimate responsibility for safety, even when tasks are delegated. Make sure all staff understand their roles and are briefed accordingly. As your event evolves, keep this plan updated to reflect any changes in layout, operations, or staffing.

Health & Safety Policy and Arrangements

Every large event must have a written health and safety policy proportionate to its scale and complexity. This should describe how risks will be managed on-site and detail who is responsible for safety implementation. Demonstrate that you are using competent, qualified staff and that there is proper coordination between different contractors and teams.

Training records and briefings, particularly around counter-terrorism (e.g., ACT Awareness Training), should be stored in the safety file. Induction records for staff and contractors help demonstrate a robust commitment to on-site safety.

Risk Assessments

Under the Management of Health and Safety at Work Regulations 1999, events with five or more employees must carry out written risk assessments. These assessments should cover every phase of the event: build-up, the live event, and breakdown.

You’ll need to assess general risks like slips, trips, weather conditions, electrical faults, fire, and crowd dynamics. Then move on to specific hazards such as stage structures, fireworks, fairground rides, water features, and noise levels. Crowd safety deserves special attention. Consider how people move through the space, any potential crush points, and how capacity is controlled.

All identified risks must have documented control measures. Assessments should be reviewed and updated whenever plans change.

Contractor Documentation

Every contractor working on your site must submit Risk Assessments and Method Statements (RAMS) before arriving. Whether it’s staging, sound and lighting rigs, catering, or generators, you must collect relevant certificates and compliance evidence.

This includes engineering checks for temporary structures, electrical testing records, gas safety certificates, PAT test results, food hygiene ratings, and permits for high-risk activities like fireworks or street trading. These documents must be filed and accessible within your Event Safety File.

Emergency Planning

A detailed Emergency Response Plan should be tailored to your event’s scale and risk profile. It must address scenarios like fire, medical emergencies, severe weather, structural failure, and terrorism threats.

Define emergency roles, establish clear communication lines, and specify your control point, usually a central control room. Include information on evacuation routes, muster points, ambulance access, and how emergency services will be contacted. Practice “show-stop” procedures and keep records of all safety drills and post-event debriefs. UK regulations clearly state that event organisers must be able to respond effectively to emergencies.

Medical and First Aid Cover

Outline the number of first aiders or medics based on your expected crowd and event type. Identify their locations, operating hours, and how medical response will be coordinated. Ensure there are marked first aid points, and that medical cover is available throughout the full duration of the event, including during build and breakdown.

Establish contact with local NHS services or ambulance crews and prepare for worst-case scenarios with off-site hospital access plans. Every incident or accident must be logged properly.

Crowd Management and Security

Large events require a solid Crowd Management Plan. This should describe stewarding arrangements, the number of trained SIA staff, their patrol zones, and how you'll manage peak crowd flow during arrival and dispersal. Pay close attention to pinch points like gates, attractions, or performance areas.

Use barriers or queuing systems to reduce congestion, and liaise with police or local highways teams about road closures or traffic control. Be sure to consider active security measures too: ticket checks, bag searches, CCTV coverage, and hostile vehicle mitigation strategies should all be addressed.

Communications Plan

Efficient communication is critical in any emergency. Detail how on-site teams will stay in touch using two-way radios, mobile backups, and public address systems. Include a full list of emergency contact numbers for your control room, safety officers, local emergency services, hospitals, and utility providers.

Also include protocols for public announcements, media liaison, and even social media messaging if applicable. Everyone should know who to alert and how when incidents occur.

Fire Safety

A fire risk assessment is mandatory under the Fire Safety Order 2005 for applicable structures. Identify risks, mitigation measures, and emergency escape routes. Keep extinguishers, hydrants, and fire marshals marked and accessible. Coordinate in advance with the local Fire and Rescue Service to ensure they are informed of your plans and can conduct inspections if needed.

Welfare and Sanitation

Provide adequate toilets based on crowd numbers, including accessible facilities for disabled attendees. Drinking water stations, shaded rest zones, and provisions for hot or cold weather should be readily available. Ensure that all food vendors are licensed and have passed hygiene inspections.

You should also have a clear waste management strategy, including the number and placement of bins, cleaning teams, and how you plan to handle post-event clean-up.

Legal Permits and Insurance

Ensure you’ve secured all necessary permissions. This might include a Premises Licence or Temporary Event Notice for alcohol, music, or extended hours, as well as permissions for street trading, fireworks, lasers, or drone displays. Keep copies of your licence summary and any conditions it carries.

Your insurance policy should provide a minimum of £5–10 million in Public Liability cover, as well as Employers’ Liability and specialist cover if needed (such as for pyrotechnics or water-based activities). File all certificates with your Event Safety File.

Traffic and Transport Planning

Detail your traffic management arrangements, including road closures, signage, parking, and designated drop-off zones. Work with local authorities to secure Temporary Traffic Orders if required, and make sure all signage is marked. Ensure emergency vehicles and disabled guests have appropriate access routes.

Meeting Martyn’s Law Requirements

Events that attract over 800 people are expected to comply with the upcoming Protect Duty (Martyn’s Law). You must conduct a terrorism vulnerability assessment and implement proportionate security measures.

This might include bag searches, ticket checks, protective barriers, crowd monitoring, and training for all staff in spotting suspicious behaviour. You should also designate a senior responsible officer and prepare to notify the Security Industry Authority as necessary. Use trusted sources like ProtectUK and the ACT Awareness training to guide your approach.

Keeping Records and Finalising the Safety File

All documentation, from your Event Management Plan and risk assessments to training logs, licences, and post-event reports, should be compiled into a single Event Safety File. This file will be reviewed by your local authority or Safety Advisory Group and must reflect the full scale of your planning.

Keep records of daily briefings, contractor meetings, incident logs, and lessons learned after the event. These notes will help improve future event planning and show your commitment to continuous improvement.

Conclusion

Preparing an Event Safety File isn’t just a formality; it’s your legal duty and a vital part of protecting the public, your team, and your reputation. Whether you’re a seasoned event organiser or planning your first large-scale gathering, attention to detail in your safety documentation can make all the difference.

For guidance, always refer to trusted sources like the Health and Safety Executive (HSE), Events Industry Forum’s Purple Guide, Cambridge.gov.uk, and the latest ProtectUK resources.

Stay safe, stay organised, and make your event one to remember for all the right reasons.