This section contains a selection of useful documents and templates to reference in your event planning. They can be downloaded in the left hand panel.

Event Safety Guide

Provides ‘tried and tested’ advice for organising health and safety at music events, although many chapters may also apply to other outdoor events. Intended to enable organisers, local authorities, emergency services and HSE to work together to improve safety. Devised in consultation with an event industry working group. In addition to broader safety headlines, such as venue and site design, fire procedures and major incident planning, the guidance also provides useful guidance on specifics like transport, barriers, electrics, refreshments, merchandising, amusements, attractions, sanitation, noise, vibration.

Considered ‘the bible’ of events management, and often referred to as ‘The Purple Guide’. Please note that a revised edition of this publication is due to be released in 2012, in advance of the London 2012 Olympic Games.

Risk Assessment Example Template

As an event organiser you are responsible for carrying out a risk assessment for your event, which should be included in your Event Plan. A risk assessment is simply a careful examination of what, in your work, could cause harm to people, so that you can weigh up whether you have taken enough precautions or should do more to prevent harm. For further information, consult the Risk Assessments section and download the HSE Guidance ‘Five steps to risk assessment’.

This HSE leaflet aims to help you assess health and safety risks in
the workplace, which in this context will most often be your event site.
The leaflet aims to assist you in the process of assessing risk, helping you focus on the risks that really matter in your workplace – the ones with the potential to cause real harm.

Common Sense, Common Safety

A 2010 report,  which makes recommendations for improving the way health and safety is applied and tackling the compensation culture.

Fire Safety Risk Assessment – Open Air Events and Venues

An HSE publication focusing on all aspects of Fire Safety.  Specific event types this guide is suitable for include fireworks displays, music concerts and markets.

Temporary Event Notice Form (TEN)

Download the Temporary Event Notice guidance and application form for alcohol and entertainment under the Licensing Act 2003. For events attracting under 499 people at any one time, running for less than 96 hours. For further information on Temporary Event Notices, consult the Types of Licence section.

Premises Licence and associated application forms

A premises licence is granted in relation to a specific venue, which may be indoor or outdoor, to grant permission for licensable activities and regulated entertainment. Premises Licence applications are complex and can take months to finalise. This should be taken into account when planning your event. Advice on timescales should be sought from the local authority you are applying to; however, applications should be made a minimum of 6 months prior to the event date. For further information, consult the Types of Licence section.

Street Collections Permit Application

A Street Collections Permit is required to authorise the collection of money or the sale of goods for charitable purposes in a public place. It is an offence to conduct collections without a permit. In London, Street Collections Permits are issued by the Commissioner of Police. For further information, consult the Types of Licence section.

Audiences London Sample Outdoor Arts Questionnaire and Researching Audiences at Outdoor Events

Measuring and evidencing the impact of an outdoor event can be harder than with other artforms, because of often widespread locations and the fact that many such events are unticketed. Audiences London have produced a new set of guidelines for audience research at outdoor events, designed specifically to support the unprecedented activities and opportunities of 2012.

Action For Access

Arts Council England has produced a guide to Accessibility, which provides comprehensive information on the topic and signposts to further reading.

It has information on a wide range of areas, including: the Disability Discrimination Act, meeting access requirements, employing people with disabilities, communication, language & terminology and customer care.

MUTAMarq Code of Practice

The MUTAmarq Code of Practice, “Safe Use and Operation of Marquees and Temporary Structures”, has been developed to provide best practice guidelines to marquee contractors, event organisers and health and safety professionals enforcement officers on the design, erection and dismantling of marquees and temporary structures. The Code is designed to minimise the risk of injury that temporary structures pose to members of the public, marquee crews and other on-site workers, while helping outdoor events run smoothly. Based on the Institution of Structural Engineers 2007 document “Temporary Demountable Structures”, the Code was launched in 2008 and has the support of the Health and Safety Executive.