Top Mistakes to Avoid When You Create an Event Safety Plan UK Professionals Warn Against

Event safety is more than just ticking boxes. Whether it’s a music festival, a corporate conference, or a community fair, the safety plan you prepare can either protect lives or leave critical gaps that end in chaos. If you are tasked with creating an event safety plan in the UK, there’s no room for error.

And yet, event organisers across the country continue to make the same avoidable mistakes, ones that risk compromising compliance, safety, and the event's reputation. The good news? These mistakes are entirely preventable if you know what to look out for and use the right tools from the beginning.

Let’s walk through the most common mistakes UK professionals warn against when building your event safety plan, and how platforms like SafetyDocs can help you fix them before they cost you.

Not Starting Early Enough

Planning at the last minute is a sure way to compromise safety. Many organisers underestimate the time required to map out risks, coordinate with vendors, and gather all necessary documents. If you're in a rush, it becomes easy to overlook critical details.

Why this matters:

• Emergency services need time to review and approve.

• Your team may miss key risks or dependencies.

• Vendors may not be briefed on your safety requirements.

Pro Tip: Start your event safety planning as early as you confirm your venue. Utilise templates from SafetyDocs to expedite document preparation without compromising quality.

Using Static Word Docs or PDFs

It’s still common practice for teams to build their safety plans in Word or PDF formats. But these static documents quickly become outdated. They’re passed around through email threads or buried in shared drives, and there’s no way to guarantee everyone’s looking at the most current version.

Why this fails:

• No version control.

• Updates don’t sync across documents.

• There is a high chance of using outdated information during a live event.

Smart Fix: Utilise a digital platform like SafetyDocs, which enables live syncing across all documents. Whether it’s an emergency contact update or a change in venue layout, one edit reflects everywhere instantly.

Ignoring Martyn’s Law Requirements

With the upcoming enforcement of Martyn’s Law, many organisers still operate under outdated assumptions. The law introduces stricter responsibilities for venues and event managers, including mandatory risk assessments and protocols for responding to terrorism.

What’s at risk:

• Fines for non-compliance.

• Delays in event approvals.

• Gaps in attendee protection.

What to do: Stay ahead of legislation by aligning your safety plan with Martyn’s Law from the start. SafetyDocs templates have been updated to reflect these requirements, making compliance significantly easier.

Overlooking Small-Scale Event Requirements

A common belief is that small events don’t require formal safety planning. However, even private events, such as weddings, funerals, or community gatherings, are now subject to scrutiny. UK authorities expect organisers to demonstrate preparedness, regardless of headcount.

Real consequences:

• Lack of crowd control.

• No access to first aid.

• No accountability in emergencies.

Better approach: Use SafetyDocs even for low-attendance events. Their risk templates scale to any event size, giving you protection without unnecessary complexity.

Missing Key Safety Components in Your File

An incomplete safety file is as dangerous as no file at all. Many organisers forget to include basic yet essential elements such as communication plans, evacuation routes, or contractor responsibilities.

Essential elements often forgotten:

• First responder contact list.

• Weather contingency planning.

• Security personnel schedules.

• On-site equipment risks.

• Accessibility protocols for vulnerable guests.

Solution: Leverage SafetyDocs’ 13-piece event safety file, which ensures every area is covered. The mobile app even allows quick access to these details during a live incident.

Using Generic Risk Assessments

Copy-pasting from last year’s file? That’s one of the riskiest shortcuts an organiser can take. Every event has its location, audience type, vendors, and environmental variables. Generic documents won’t protect you.

Why it’s a problem:

• Misses site-specific hazards.

• Assumes old protocols still apply.

• Makes you vulnerable during inspections.

Action step: Customise each file using SafetyDocs’ 65+ event-specific risk templates. Whether it’s a food festival or an outdoor concert, there’s a tailored template to guide you.

Failing to Test the Plan in Real Time

Plans that look good on paper can fall apart during an actual event. Too often, teams never simulate their procedures or walk through what would happen in an emergency.

What this leads to:

• Staff are unsure of their roles.

• Panic during evacuations.

• Delays in medical response.

Best practice: Once your safety plan is live, use SafetyDocs’ mobile platform to run a pre-event briefing with your team. Everyone can access the same version, check their tasks, and be fully prepared.

Lack of Access Control

In a traditional setup, documents get emailed or shared with multiple vendors and team members. However, without proper access control, sensitive information may fall into the wrong hands, or worse, not reach the intended recipients.

Possible issues:

• Contractors see irrelevant or outdated details.

• Volunteers don’t receive sufficient briefing in time.

• Guests accidentally access internal documents.

More innovative way: With SafetyDocs, you assign role-based permissions so each person sees exactly what they need, no more, no less.

Overcomplicating the Documentation

You don’t win safety points by using industry jargon or lengthy documents no one reads. A 100-page safety file might impress on paper, but fails in real life if staff can’t quickly find what matters.

Avoid these pitfalls:

• Too much text with no visual aids.

• No summary checklists or quick references.

• No digital navigation.

What helps: With SafetyDocs, your file becomes searchable, mobile-optimised, and easy to navigate. Key buttons and hyperlinks make emergency protocols accessible within seconds.

Relying on Cloud Platforms Not Built for Live Safety Use

Tools like Dropbox or Google Drive are great for storage, but they’re not built for live safety coordination. These platforms don’t offer real-time updates, structured safety file systems, or mobile-friendly design specific to on-site needs.

Common struggles include:

• Multiple “final” versions floating around.

• Slow document retrieval during emergencies.

• Poor offline access.

Upgrade now: With Filesafe by SafetyDocs, your documents stay secure, encrypted, and accessible online or offline, even in low connectivity areas such as outdoor venues.

Failing to Sync Multiple Plans Into One Master File

Significant events usually require several plans, risk assessments, traffic management, and security briefings. However, if you update these individually, you’ll likely introduce conflicts or miss a significant change.

This creates:

• Confusing instructions for staff.

• Redundant or contradicting content.

• Increased admin workload.

The fix: SafetyDocs allows for master file syncing, where any update made reflects across all linked documents. This keeps your entire team aligned in real-time, eliminating the need for repetitive edits.

Not Having a Contingency Plan for Technology Failure

Even digital systems can have issues. Relying entirely on internet access or assuming your team knows how to use the app without training can backfire.

Prepare for:

• Battery failures.

• Weak connectivity.

• Staff unfamiliarity with mobile tools.

What to do: Conduct app training before event day. With SafetyDocs, your files are accessible even when offline, ensuring no delay in high-pressure moments.

New Section: Preparing for Post-Event Reporting and Feedback

A safe event doesn't end when the last guest leaves. One of the most overlooked steps is documenting what worked, what didn’t, and preparing updated safety plans for future events.

Post-event essentials include:

• Incident logs and response times.

• Feedback from team members.

• Notes on crowd flow or unexpected risks.

Use Case: SafetyDocs enables you to update your plan based on post-event input, securely storing these insights for your next event cycle.

FAQs

1. What is the best way to create an event safety plan that UK event organisers need?

Utilise a digital platform like SafetyDocs, which offers live templates, mobile access, and automatic syncing, to stay compliant and efficient.

2. Do small events also need an event safety plan in the UK?

Yes, even small events, such as weddings or private functions, must have a safety plan to meet legal requirements and ensure guest safety.

3. How does SafetyDocs help avoid version control issues?

SafetyDocs keeps all your documents synced in real-time, so your team always accesses the most up-to-date file, eliminating confusion over versions.

4. Is SafetyDocs compliant with Martyn’s Law updates?

Yes, SafetyDocs templates have been updated to reflect the latest requirements for Martyn’s Law, helping organisers stay prepared.

5. Can I access my event safety documents offline with SafetyDocs?

Absolutely. SafetyDocs allows offline access through its mobile app, so your team can retrieve safety information even without an internet connection.

Conclusion

Creating a safe, compliant, and reliable event safety plan in the UK is no longer just about meeting the minimum requirements; it is also about ensuring the highest standards of safety. With updated laws, growing event risks, and increasing attendee expectations, organisers must adopt more innovative tools and strategies.

Avoiding these common mistakes is the first step. But truly future-proofing your events means shifting to a live, mobile-ready platform like SafetyDocs, where every team member stays informed, every file stays updated, and every risk is accounted for.

Ready to Build Your Safety Plan the Right Way?

Book a Discovery Call today or start your free trial with SafetyDocs and explore how digital-first event safety can transform your next event, from planning to execution.