It is recommended all events have an Event Management Plan (EMP), regardless of the size of the event.
You should note larger events will require more detail to include things like a Traffic Management Plan or Emergency Planning Procedures.
The EMP should be seen as the complete guide to your event, outlining arrangements in place and those with responsibilities named and their contact details documented.
It not only provides a clear and easy to follow event plan but if the main event organiser became unavailable, someone else could use this plan to safely and smoothly run your event.
The EMP should outline:
- the nature of the event
- anticipated number of attendees, audience profile
- dates, times of performances
- how crowds will be controlled
- arrangements in place for managing incidents, dealing with accidents, emergency escape, first aid, waste, welfare facilities, stewarding etc.
- contingency planning details should there be a requirement to make changes or cancel in the lead up to the event.
Access an EMP template here.
The following sections include a toolkit and advice to help guide you through what information you need to include on these forms.
Keys points to consider when writing your Event Management Plan includes:
Roles, Responsibility & Competency
All persons with a role in the event should be ‘competent’ i.e. be suitably trained, have relevant experienced and have the skills and knowledge necessary, or where necessary be supervised by competent persons.
A list of responsible persons along with their role and contact details should be provided as part of the Command Structure in the event management plan.
More information on the responsibilities of the event organiser, safety officer, contractors, sub-contractors, vendors, self-employed workers, volunteers and stewards can be found in the Toolkit section.
Use of Contractors
As an event organiser, you may hire an independent contractor to plan, organise and manage aspects of the event. These contractors may in turn, sub contract tasks out to other businesses or individuals.
It is wise to take time to make sure a written agreement exists which spells out the scope of the work, pricing, date and times required, constraints on how and when the contractor works, and any contingency plans.
Along with ensuring the work is undertaken within this framework, this will also help to mitigate against risks of work not being completed on time or to the specification required.
In addition, before hiring a contractor you should also ensure that they have the appropriate insurances and qualifications in place.
ACCESS NI checks for those working with children.
Having a plan for when things go wrong ensures that all members of your team know how to respond and rectify the situation or handover responsibility to emergency services.
Proper planning for things like missing person, bomb threat, fire or reason to delay, move, or cancel the event reduces the risk of uncertainty amongst organisers, allows work to continue running smoothly where possible, prevents panic and maintains the organisers credibility and the reputation of the event.
Event organisers must ensure they have the appropriate level of insurance cover to indemnify them against any civil litigation. The type and level of insurance required depends on the event and the risks involved.
If the event is on council property the event organiser will be required to have public liability insurance to a level appropriate to the event as a pre-requisite of an application.
It is important to use competent contractors with adequate insurance for things such as caterers, amusement suppliers and entertainers.
Depending on the event arrangements employer’s liability as well as property and event cancellation insurance may be required.
More details regarding the level of insurance required can be found in the Events Toolkit section of the website.