Organising an event fit for a queen
The Queen’s Platinum Jubilee is expected to bring a weekend of the biggest celebrations the country has ever seen. Many organisations have plans to hold events to mark the 70-year reign and it is estimated that 12 million people in the UK will join street parties to mark the royal occasion. With an extra bank holiday added to the calendar for 2022, there will be a four-day weekend of celebrations, from 2nd to 5th June. If you are one of the many people organising a Platinum Jubilee celebration, you can help to make sure that it is safe and enjoyable for everyone with a little forward planning. Consider:
- Who will attend the event?
- How big is the event?
- Venue and location
- Time of day
- Duration
Whether the event you are holding is big or small, in a stadium or in a street, it is important to plan your event safety and to make sure that any relevant regulations are being followed.
Preparing for a large event
Organisations holding major public events are responsible for the safety of:
- All visitors attending the event
- Employees
- Contractors who are working for you at the event
Employers arranging a private celebration event for their workers are responsible for the safety of non-employees invited, such as partners and family members, as well as staff.
Preparing for a small event
There are fewer event safety regulations for small, private events, but contact the local council if you want to request a road closure to accommodate the event. A street party would generally meet the following criteria:
- Only local residents are invited
- Publicised only to neighbours, not the general public
- Organised by residents rather than professional organisers
Conduct a risk assessment
For public events, it is essential to carry out a risk assessment. This will help you to identify issues that could arise during the event. You can then take action to prevent issues arising where possible, and have plans in place to be prepared for risks that cannot be eliminated.
If an event is smaller scale and only for a private group, a risk assessment is not essential, though an informal risk assessment is still recommended as it can help to identify potential issues. Consider:
- Minimising the risk of accidents – for example, by avoiding trip hazards.
- Keeping the area clean and regularly clearing away rubbish – litter can be a fire hazard.
- Maintaining access for emergency vehicles, or having a plan for rapid removal of items in the street that would obstruct vehicles
- Preparing back-up plans in case of unsuitable weather.
Licences and Permits
If you plan to hold a party that requires a road closure, make sure that you check the deadline for applying for a permit. The deadline may be several weeks before the event is due to take place. Licences are required for public events where alcohol will be sold and where there will be entertainment, such as music. You should also check with your council whether there are any restrictions on the hours when the party can take place.
Insurance
If you are holding a public event, make sure that you have the necessary insurance in place. Public liability insurance is available for as little as one day, so if you don’t usually need cover and don’t already have a policy in place, you can take out insurance just to cover the duration of your event. Public liability insurance is not mandatory for a street party, but it is advisable to arrange this insurance cover anyway.
Signage
Signs will be needed to show where car parking is situated, where first aid assistance can be found, and where escape routes are located.You may also want signs to warn of trip hazards, restrict access to certain areas or direct people to refreshments or toilets Corrugated event signs and metal sign stanchions are ideal for displaying temporary signs at your venue, and are particularly useful outdoors.
Emergencies
You should have a plan for dealing with emergencies, and roles and responsibilities need to be clearly defined. Draw up an evacuation plan, and make it easier and safer for people unfamiliar with the venue to evacuate by marking the escape route with clear signage. Check that evacuation routes are clear of any obstructions and that exits are accessible. Where necessary at a big event, security staff should control exits to protect the venue rather than having gates or other exits locked.
Fire Safety
Fire safety guidelines for outdoor events are, of course, different from those for indoor events. The government’s ‘Fire Safety Risk Assessment Open Air Events and Venues’ gives you full details of how to organise an event at an outdoor venue, in accordance with fire regulations. Whether the event will be outdoor or indoor, employers must carry out a fire safety risk assessment for an event either for employees or customers, in accordance with the Regulatory Reform (Fire Safety) Order 2005.
First Aid
For any public event, you will need at least one nominated first aider. Display signs in prominent positions so that people can quickly see where to go for first aid assistance. A first aid kit should be readily accessible in case of an emergency.
Traffic Flow
Cones and barriers will help you organise the flow of pedestrians and vehicles at entrances, exits and around high traffic areas. Speed bumps can be used to control traffic speed and heavy-duty cable protectors to protect any leads and prevent trip hazards.
Once all the preparations are complete, you will finally be ready to have some fun. Put in the work beforehand and you can deliver a Jubilee celebration fit for a queen.
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