The Section has been involved in the production and distribution to the public an information leaflet, 'Planning An Event?', aimed at event organisers.

With all the effort and responsibilities involved in organising an event, there is always that terrifying question, is there anything that I have missed?  At a time when there seems to be more and more requirements, the task of organising an event seems more and more daunting.  Do you need a licence for entertainment or selling alcohol?  Is a road closure required and who will do it - District or County?  How will you deal with the emergency services and what will you do about stewarding?  What health, safety and event management issues are there?  What if an emergency occurs within or near the event?

However, there are some steps that organisers can take to gather guidance or assistance.  You can get the County Council's leaflet 'Planning an Event?'  This guide details the issues involved in putting together an event and is laid out in the style of a check list that event organisers can use to ensure that nothing is overlooked.

These are available from Local Policing Units,District Council Offices, Parish Councils, Libraries, Museums, the County Council's 'One Stops Shops' and, of course the, Emergency Management Section.

So if you are an event organister, please make sure you read this leaflet.  If you know of others who are planning an event, please bring this leaflet to their attention.

Click this link for the leaflet.

Event organisers can now register their event with the Leicestershire Fire &Rescue Service electronically through their web site through the following link

Event forums are established on a district council area basis and bring together the emergency services, district and county services to consider what is required in the interest of public safety and event management.  For larger events specific groups are convened.  

The purpose of the Forum is to assist organisers in running a safe successful event and to co-ordinate with the emergency services and other agencies so that the appropriate measures and support can be put in place

Some events may need contingency plans to be written to provide such as bomb threats, fire or evacuation. Contingency plans follow a risk assessment by the organiser which is an exercise necessary to identify any potential hazards. Thereafter, measures must be introduced to remove or reduce the hazard.

You have a responsibility to develop contingency plans which will guide safe actions and procedures at times of crisis. These need to be considered in conjunction with the Emergency Services well before the event.

Risk Assessments are a systematic examination of a work activity to identify any hazards involved and the likelihood of those hazards causing harm. The RA should cover the following:

Click on the following for a Risks Assessment template.

Noise associated with events can caused significant problems and event organisers are strongly advised to contact their local council's environmental health department if this is likely to be an issue.

In particular, any event that finishes after midnight (and in some areas even earlier) will require exceptional planning to prevent complaints being received and the possible intervention of environmental health officers. Some thought should also be given to the siting of potentially noisy equipment such as generators and compressors.

Fireworks displays are another issue and guidance can be obtained from fire safety officers. Generally, displays should start and finish as early as possible, and in most locations, the use of 'mortar shells' and similar high noise fireworks is not considered appropriate. If the event is to be held on or near a coastline, the Coastguard must be notified.

Catering and public health matters must be considered and the local council's environmental health officers will offer advice about specific requirements. Sanitary arrangements and the disposal of waste should be discussed with environmental health officers

A public entertainment licence is required where any premises are used for the public performance of plays, dancing, music or other similar entertainment, including karaoke and discos. A combination of recorded sound and one or two 'live' performers playing at the same time also requires a public entertainment licence. In certain circumstances, a licence is required under the Local Government Misc Provisions Act 1982 (Replaced by the Licensing Act 2003) for premises which are used for private dancing, music or other similar entertainment which is profit-making.  Outdoor events may also require a public entertainment licence.

The local council issue the licences and may attach a schedule of conditions imposing certain restrictions to ensure that local residents are not unnecessarily disturbed and to protect the health, safety and welfare of those attending the event.  Safety provisions including emergency access routes may also feature.

Further recommended reading for guidance on organising music and similar events is ‘The event safety guide’ (also known as the ‘Purple Guide’), published by the Health & Safety Executive.

This book contains comprehensive guidance for event organisers to help them run their events, and it includes information that will be useful not only for events organisers but also for their contractors and employees, in helping them satisfy the requirements of the Health and Safety at Work, etc. Act 1974 and associated regulations. The Purple Guide also helps event organisers to understand the needs of others concerned with events, such as local authorities and the emergency services, with whom they will need to co-operate in order to run a successful – and safe – event.

Event Tool Kit (869KB - PDF) - Hinckley & Bosworth Borough Council

Event Management - BSI (British Standard Institute), PAS 51:2004