SUMMER 2024 EVENT PLANNING Got a summer event planned? Make sure youre fulfilling your duties in ensuring safety for everyone involved Across the region, individual local authority approaches to Safety Advisory Groups (SAGs) may differ, but their aim is always the same: to encourage and promote high standards of public safety. SAG members consist of representatives from local authorities, the emergency services and other relevant bodies, providing advice and assistance in the planning and management of events. Organising an event can be a daunting task for those with little experience; new organisers often miss many of the basics when creating an event management plan. All events, small or large, should have a plan based on the risk assessment. Where the majority of event organisers fall down is lack of detail. Event plans become statements of intent rather than detailed operational plans Common issues Where the majority of event organisers fall down is lack of detail. Event plans become statements of intent rather than detailed operational plans. Plans will briefly make mention of the arrangements they intend to put in place, but not how they will provide this service. When asked, organisers usually have the detail required, but this is not accurately reflected in the plan. If something unexpected or untoward happens, and the plan does not accurately reflect the arrangements in place, it will be a very difficult position to defend in court or at an inquiry. Always plan for the maximum attendance numbers, as this allows plans to be scaled back; planning only for the minimum which many organisers do creates unmanageable risks if an unexpected incident occurs. Good security and contingency planning is key. With the current focus on Martyns Law, organisers are reminded that a light touch towards security is not the way to go. There are recent reports about events being subject to hostile reconnaissance, which is where individuals or groups gather information for malicious intent. Stewards are often mistakenly used to screen people on entry to an event, looking for individuals under the influence of alcohol or drugs, or managing disorderly conduct or anti-social behaviour. These scenarios are licensable activities. Stewards are basically customer service representatives directing patrons, checking tickets, and providing safety advice. Organisers need to ensure they understand the difference to avoid falling foul of their legal obligations under the Licensing Act 2023. A good events information guide is available from the Securities Industry Association. Ensure all event documentation is consistent, detailed, and not a cut and paste from another event document that does not adequately reflect the risks and needs of the specific event site. Where to find information The Purple Guide is a subscription-based guidance document that is industry best practice. It is written and maintained by the events industry, and an invaluable resource for an organiser. The Health and Safety Executive (HSE) provides good advice. Many SAGs provide comprehensive information online and are happy to offer advice when asked. Credit: Sherry Woolgrove, Emergency Planning Team Leader, Shropshire Council Image: iStock.com / arthobbit For further information, please contact your local Trading Standards Service For up-to-date news stories and information, follow us on Anonymous Hotline 0300 303 2636 Is your sector being undermined by unscrupulous traders operating outside the law? Report them via Trading Standards Anonymous Hotline or online and help level the playing field for honest businesses.