Essential Safety Checklists for Event Planning

When planning an event, ensuring the safety and well-being of attendees is of paramount importance. By implementing comprehensive safety checklists, event planners can effectively manage risks, respond to emergencies, and create a secure environment.

In this blog post, we will discuss essential safety checklists for event planning that will help you facilitate successful events while prioritising the safety of everyone involved.

Pre-Event Planning and Preparation

Before an event takes place, thorough planning and preparation are vital to minimise potential risks and ensure a smooth operation. The following checklist items should be considered:

Objectives and Risk Assessment:

• To begin, event planners must clearly define the objectives and purpose of the event.
• Conducting a comprehensive risk assessment helps identify potential hazards and develop strategies to mitigate them effectively.

Secure the Venue:

• Ensure that the venue meets safety standards and regulations.
• Verify if the location has adequate fire exits, sufficient lighting, functional security systems, and accessible first aid stations.
• Conduct a thorough inspection to address any potential safety concerns.

Emergency Response Planning

Emergency response planning is crucial for the safety and success of events. It provides a structured framework to anticipate, prepare for, and respond to emergencies, minimising risks, ensuring compliance, and instilling confidence in all those involved. Here are some essential items to include in your event planning checklist:

Emergency Action Plan:

• Create an emergency action plan that outlines specific procedures for various emergency scenarios, including medical emergencies, severe weather events, or security threats.

Documentation:

• Ensure that the emergency response plan is well-documented and easily accessible to all relevant stakeholders.

Training and Education:

• Conduct regular training sessions to educate all individuals involved in the event about the emergency response plan.
• This training should cover key elements of the plan, such as evacuation procedures, communication protocols, medical response, and roles and responsibilities of different personnel.
• Provide opportunities for hands-on practice or simulations to reinforce learning and increase familiarity with the plan.

Signage and Visual Aids:

• Display clear and visible signage throughout the event venue to guide attendees in case of an emergency.
• This includes signs indicating emergency exits, evacuation routes, and emergency assembly areas.
• Use visual aids, such as maps or diagrams, to provide a visual representation of the emergency response plan and make it easier for individuals to understand and follow.

Pre-Event Briefings:

• Prior to the event, organise pre-event briefings to communicate the emergency response plan to all relevant parties.
• This can include a comprehensive overview of the plan, highlighting critical information and addressing any questions or concerns.
• Ensure that attendees have access to copies of the plan or relevant contact information during these briefings.

Amenities and Staff Well-being

In addition to safety considerations, it is important to provide amenities that contribute to the overall comfort and well-being of attendees and staff members. Here are some essential items to include in your event planning checklist:

Toilet Facilities:

Proper restroom facilities are crucial to ensure attendee comfort and hygiene. Consider the following:

• Determine the number of toilets needed based on the expected attendance, following local regulations and guidelines.
• Place toilets strategically throughout the venue, ensuring they are easily accessible and well-lit.
• Regularly clean and maintain the toilets during the event to uphold cleanliness standards.

Baby Rooms or Changing Stations:

If your event caters to families or expects attendees with infants or young children, providing baby rooms or changing stations is essential. Consider the following:

• Designate dedicated areas with appropriate facilities, including diaper-changing tables, comfortable seating, and privacy for nursing mothers.
• Stock these areas with essential supplies such as diapers, wipes, and disposal bins.
• Ensure these areas are easily identifiable and accessible for attendees with young children.

Disabled Persons:

It’s crucial to consider the specific needs and requirements of disabled persons, such as wheelchair accessibility, visual or hearing impairments. Implement comprehensive measures to ensure the inclusion and accessibility of disabled persons throughout the event. Consider the following:

• Provide accessible entrances, pathways, seating areas, restrooms, and designated parking spaces.
• Train event staff on disability awareness, communication, and assistance techniques to effectively support and accommodate disabled attendees.

Fresh Drinking Water Stations:

Proper hydration is vital for the well-being of attendees, especially during outdoor or physically demanding events. Consider the following:

• Install water stations throughout the venue, providing clean and fresh drinking water.
• Clearly mark the locations of water stations and ensure they are easily accessible.
• Regularly monitor and maintain the water stations, refilling them as needed throughout the event.

Staff Rest Areas:

Event staff members work tirelessly behind the scenes to ensure the event runs smoothly. Providing designated rest areas for staff is crucial to their well-being and performance. Consider the following checklist items:

• Designate comfortable and accessible areas for staff members to rest and recharge during breaks.
• Provide seating, shade (if outdoors), and amenities such as water coolers or vending machines for refreshments.
• Communicate the location of staff rest areas to all event staff, ensuring they can easily access these spaces when needed.

Waste Disposal:

Waste disposal is an important function in keeping the venue clean and free of hazards. Consider the following checklist items:

• Additional or alternate waste removal services have been arranged for the event.
• Skip bins have been arranged for the event and are adequately located not to cause a hazard.
• There is an adequate number of recycling and general waste bins have been organised and located as required.

Performer and Equipment Safety

Performer Safety Measures:

It is important to plan for the safety of performers and their crew. Consider the following checklist items:

• Collaborate with performers to address their specific safety requirements.
• Verify the structural integrity of stages and provide secure dressing rooms.
• Implement safety protocols for high-risk performances, such as aerial acts.
• Inspect all equipment used in the event, including sound systems, lighting rigs, and audiovisual setups.
• Ensure equipment is properly installed, maintained, and meets safety standards.

Electrical Safety

Electrical safety is important for the safety and welling being of performers, staff and attendees. Here are some essential items to include in your event planning checklist:

Electrical Safety:

• Portable Residual circuit devices (RCDs) are used where required.
• Ensure that there are no double adapters or piggybacking.
• Ensure that all portable electrical equipment including power leads, and power boards have been inspected and tested and are placed in safe locations.
• Ensure that there is adequate protection for the public from electric shock and any trip hazards.
• Ensure that all leads and plugs are protected from the weather and hazards such as water or other liquids.
• If generators are used, ensure that they are placed in a safe location and are fenced or sectioned off from the public.

Managing Vehicle and Pedestrian Traffic

Ensuring the smooth flow of vehicle and pedestrian traffic is crucial for maintaining safety and minimising potential accidents or congestion. Consider the following checklist items when managing traffic at your event:

Traffic Management Plan:

• Develop a comprehensive traffic management plan that addresses the specific needs and challenges of your event.
• This plan should include designated entry and exit points, traffic flow patterns, and parking arrangements.

Walkways:

• Establish clearly marked pedestrian walkways separate from vehicle traffic.
• Use barricades, cones, or signage to guide attendees and prevent them from straying into areas where vehicles are present.

Parking Facilities:

• Ensure that sufficient parking facilities are available for event attendees.
• Coordinate with local authorities and parking providers to designate parking areas, provide clear signage, and implement efficient traffic flow strategies.

Traffic Control Personnel:

• Employ trained traffic control personnel to manage vehicle and pedestrian traffic effectively.
• They should be equipped with high-visibility clothing and have a clear understanding of traffic management protocols and emergency response procedures.

Emergency Vehicle Access:

• Designate and clearly mark emergency vehicle access routes to allow unobstructed passage in case of emergencies.
• Communicate these routes to event staff, vendors, and relevant authorities.

Crowd Management

Proper crowd management plays a pivotal role in maintaining a safe and enjoyable experience for event attendees. The following checklist items will help you effectively manage crowds:

Capacity and Compliance:

• Calculate the maximum capacity of the venue based on safety regulations. Implement crowd control measures such as barriers, designated entrances and exits, and clearly marked pathways to prevent overcrowding and facilitate orderly movement.

Training and Communication:

• Train event staff members on crowd management techniques, including crowd flow management, identifying and addressing potential hazards, and ensuring effective communication among team members.

Evacuation Plan:

• Develop detailed evacuation plans that include clearly marked emergency exits, assembly points, and evacuation routes.
• Communicate these plans to staff members and ensure they are trained to guide attendees in case of an emergency.

Signage and Communication

Effective signage and communication strategies are crucial for conveying important information to attendees and facilitating a safe and organised event. Consider the following checklist items:

Signage Placement:

• Install clear and visible signage throughout the venue, including emergency exit signs, directional signs, and information boards.
• Ensure that signage is placed at appropriate locations and easily readable from different vantage points.

Emergency Communication:

• Establish reliable methods of emergency communication, such as public address systems, emergency alert systems, and two-way radios.
• Train event staff on how to use these communication tools effectively.

Information Dissemination:

• Provide attendees with relevant event information, including safety guidelines, emergency procedures, and contact numbers.
• Use multiple channels to distribute information, such as event websites, mobile apps, social media platforms, and on-site announcements.

Multilingual Signage and Communication:

• If your event attracts a diverse audience, consider incorporating multilingual signage and communication to ensure all attendees can access important information and understand safety instructions.

First Aid and Medical Services

Having appropriate first aid and medical services on-site is essential for promptly addressing health emergencies and providing necessary medical assistance. Include the following checklist items:

First Aid Stations:

• Set up designated first aid stations equipped with basic medical supplies, such as bandages, antiseptics, and pain relievers.
• Ensure that these stations are easily accessible and staffed by trained medical personnel.

Medical Emergency Response Plan:

• Develop a comprehensive plan for responding to medical emergencies, including procedures for contacting emergency medical services, arranging transportation, and providing immediate assistance until professional help arrives.

Health and Safety Measures:

• Implement health and safety measures based on the specific requirements of your event, such as providing hand sanitising stations, promoting good hygiene practices, and following guidelines for handling food and beverages.

Security and Access Control

Event security is required to ensure the safety of performers, staff and attendees. Here are some essential items to include in your event planning checklist:

Perimeter Security:

• Implement appropriate measures to secure the event perimeter, such as fencing, barriers, or security personnel, to prevent unauthorised access.

Access Control:

• Establish a system for controlling access to the event venue, including ticketing, credential checks, and identification verification.
• Consider using technologies like barcode scanning or RFID wristbands for efficient and secure access control.

Baggage Screening:

• If required or appropriate for the event, arrange for baggage screening at entry points to ensure the safety and security of attendees.
• Coordinate with security personnel or professional screening services to conduct thorough checks.

Fire Safety

Fire safety needs to be a priority to ensure the safety of performers, staff and attendees. Here are some essential items to include in your event planning checklist:

Fire Prevention:

• Identify potential fire hazards within the event space and take necessary precautions, such as maintaining clear exit routes, keeping flammable materials away from ignition sources, and ensuring proper storage and handling of combustible substances.

Fire Suppression Equipment:

• Install and regularly inspect fire suppression equipment, including fire extinguishers, smoke detectors, and sprinkler systems.
• Ensure that event staff are trained in their proper use and that these devices are easily accessible throughout the venue.

Emergency Evacuation Plan:

• Develop a detailed emergency evacuation plan in the event of a fire or other life-threatening situations.
• Ensure that evacuation routes are clearly marked, emergency assembly areas are positioned outside the event venue and staff are familiarised with emergency evacuation procedures.

Liaising with Police and Emergency Services

Collaborating with local law enforcement agencies and emergency services is essential for comprehensive event safety planning. Establishing effective communication and coordination with these entities helps ensure a timely response to emergencies and enhances overall event security. Consider the following checklist items when liaising with police and emergency services:

Establishing Contact:

• Initiate communication with police, fire service, and ambulance.
• Provide event details and seek their input on safety protocols and emergency response procedures.

Event Briefing:

• Conduct a meeting with police and emergency services representatives to discuss event specifics and security measures.
• Share your event’s security plan and incorporate their recommendations.

Vendor Compliance

Vendor compliance needs to be a priority to ensure the safety and well-being of attendees. Here are some essential items to include in your event planning checklist:

Food Safety:

• Ensure that food vendors comply with local health and safety regulations, including proper food handling, storage, and preparation practices.
• Conduct inspections and provide guidelines to vendors to maintain high standards of food safety.

Equipment Safety:

• Verify that vendors’ equipment, such as cooking appliances or amusement rides, meet safety standards and have necessary certifications.
• Regularly inspect the vendor areas to ensure safe operating conditions.

Contractual Agreements:

• Establish clear contractual agreements with vendors that outline safety requirements, liability, and insurance obligations.
• Include provisions for regular safety inspections and adherence to event safety policies.

Utilities Maintenance and Inspections

During the event, conduct regular maintenance checks and inspections to identify and address any potential hazards or issues promptly. Consider the following areas for maintenance:

Utilities and Site Services:

Identify the location of utilities and site services to ensure their proper functioning throughout the event. Consider the following checklist items:

• Locate and clearly mark utility lines, such as electrical, water, and gas lines, to prevent accidental damage during event setup and operations.
• Coordinate with utility providers to ensure uninterrupted services and promptly address any service disruptions or emergencies.
• Ensure proper waste management and garbage disposal systems are in place, including an adequate number of trash bins and regular waste collection.

Inspections and Maintenance:

Prior to the event and during the event inspections are required to be conducted by trained and licensed professionals, and where required maintenance. Consider the following checklist items:

• Inspect stages, platforms, grandstands, and other temporary structures for structural integrity and stability.
• Check electrical systems, lighting, and power sources to ensure proper functioning and minimise the risk of electrical accidents or fires.
• Monitor and maintain restroom facilities, ensuring cleanliness and the availability of necessary supplies.
• Regularly inspect walkways, pathways, and common areas for potential tripping hazards, such as loose cables or uneven surfaces.

Weather Preparedness

Weather conditions can significantly impact the safety of an outdoor event. It’s crucial to have a plan in place to address weather-related risks. Consider the following checklist items:

Weather Monitoring:

• Stay updated on weather forecasts leading up to and during the event. Monitor conditions such as heavy rain, strong winds, lightning, extreme temperatures, or other severe weather events.

Alternate Plans:

• Develop alternate plans in case of adverse weather conditions. This may include having indoor backup venues, rescheduling the event, or implementing additional safety measures.

Temporary Structures and Equipment:

• Ensure that any temporary structures or equipment, such as tents, stages, or signage, are securely installed and able to withstand potential weather challenges.

Permits and Insurance

Obtaining the necessary permits, insurance coverage, licenses, and registrations are essential for legal compliance and mitigating potential risks associated with event planning. Consider the following checklist items:

Permits:

• Identify the specific permits required for your event, such as permits for hosting outdoor events, serving alcohol, setting up temporary structures, or using sound systems.
• Research and understand the application process, fees, and any specific requirements for each permit.
• Submit permit applications well in advance to allow for processing time and address any potential issues.

Insurance Coverage:

• Evaluate your insurance needs and secure appropriate coverage to protect against liability and unforeseen incidents.
• Consult with an insurance professional or broker to determine the types of insurance policies required for your event, such as general liability insurance, event cancellation insurance, or worker’s compensation insurance.
• Review insurance policies carefully to understand coverage limits, exclusions, and any specific requirements or conditions.
• Licensing and Registrations

Licensing and Compliance

Determine if your event requires specific licenses or registrations, such as music licensing, food handling permits, or special permits for activities like fireworks displays or amusement rides. Consider the following checklist items:

• Research the licensing or registration process, including any required documentation, fees, and deadlines.
• Ensure compliance with all relevant regulations and obtain the necessary licenses or registrations before the event.
• Ensure forklifts, cranes, boom lifts, etc. are only operated by licensed operators.

Compliance with Regulations:

• Familiarise yourself with local, state, and federal regulations related to event planning, safety, health, and environmental considerations.
• Ensure that your event and all activities associated with it adhere to these regulations.
• Seek legal advice or consult with regulatory authorities if you have specific questions or concerns.

Specific Event Elements

Certain event elements require special attention due to their inherent risks. Here are some essential items to include in your event planning checklist:

Registered Amusement Devices:

If your event includes registered amusement devices such as rides or attractions, adhere to the following safety guidelines:

• Verify that the amusement devices have valid registrations and are regularly inspected by qualified professionals to ensure compliance with safety standards.
• Clearly display safety instructions, height and weight restrictions, and any other relevant guidelines for riders.
• Provide trained operators who understand the safe operation and emergency procedures of each amusement device.

Dangerous Goods:

If your event involves the use or transport of dangerous goods, it is crucial to follow strict safety protocols:

• Identify and categorise all dangerous goods being used or transported, and ensure compliance with relevant regulations and permits.
• Store and handle dangerous goods in accordance with their specific requirements, such as proper containment, labelling, and separation from incompatible materials.
• Train staff members on the safe handling and storage of dangerous goods, including emergency response procedures in case of spills or leaks.

Fireworks:

Fireworks displays can be a thrilling addition to an event, but their use requires meticulous planning and adherence to safety measures:

• Hire licensed and experienced pyrotechnicians to handle fireworks displays. Ensure they have a thorough understanding of safety protocols and relevant legal requirements.
• Obtain the necessary permits and notify local authorities about the planned fireworks display.
• Establish a safe distance between the fireworks launch site and the audience, ensuring that no flammable materials or structures are in close proximity.
• Implement crowd control measures during the fireworks display to prevent unauthorised access to restricted areas.

Large Marquees Over 6m in Length:

For events that involve large marquees exceeding 6m in length, consider the following safety precautions:

• Verify that the marquee structure complies with relevant building codes, fire safety regulations, and engineering requirements.
• Ensure proper anchoring and stabilisation of the marquee to withstand potential weather conditions, including wind and rain.
• Conduct regular inspections of the marquee’s structural integrity throughout the event, especially if it is exposed to changing weather conditions.

Stages or Grandstands Requiring Scaffolding:

If your event features stages or grandstands that require scaffolding, prioritise the following safety measures:

• Engage professional scaffold contractors who are experienced in assembling, inspecting, and dismantling scaffolding structures.
• Ensure that the scaffolding design meets engineering requirements and adheres to safety standards.
• Conduct regular inspections to identify any potential hazards or signs of deterioration during the event.
• Implement measures to prevent unauthorised access to scaffolding structures and clearly mark restricted areas.

Post-Event Evaluation and Review

Once the event concludes, it’s essential to conduct a thorough evaluation and review of the safety measures implemented. Consider the following checklist items:

Incident Reports:

• Collect and review incident reports to assess any safety issues or emergencies that occurred during the event. Analyse the effectiveness of response procedures and identify areas for improvement.

Feedback from Attendees:

• Gather feedback from event attendees regarding their experience with safety measures. Consider conducting surveys or feedback forms to gather valuable insights for future events.

Review and Update Safety Protocols:

• Based on the evaluation and feedback, review and update safety protocols, emergency response plans, and other relevant documentation to improve future event safety.

Conclusion

Ensuring safety at events is of paramount importance, and thorough planning and preparation are crucial to mitigate potential risks. By conducting venue inspections, implementing crowd management strategies, considering the needs of disabled individuals, and addressing other safety aspects, event organisers can create a secure and enjoyable environment for attendees. By incorporating these safety checklist items into their event planning process, professionals in the event management industry can enhance their preparedness and contribute to the success of safe and memorable events.

Remember to adapt these checklist items to suit the specific needs and requirements of your event, and consult with local authorities and experts when necessary.

Frequency Asked Questions 

DIGI CLIP mobile forms – What Do We Do?

DIGI CLIP mobile forms is an easy-to-use inexpensive digital checklist & inspection app and cloud-based software. DIGI CLIP is used across different industries to capture safety and compliance data and other information to help improve safety, compliance and operational efficiencies.

DIGI CLIP will allow you to remove paper reporting from your business – no more lost, late missing or illegible checklists. The DIGI CLIP mobile app allows images, comments and digital signatures to be added to checklists from a phone or tablet.

DIGI CLIP has a Form Library where you can access all of your checklists, inspections and more ready for use. All checklists and inspections can be edited or updated to meet your risk and operational requirements.

DIGI CLIP also has a safety management module called Safety Tracker. Safety Tracker is our incident and hazard reporting and management software application that adds to DIGI CLIP mobile forms. Incidents and hazards are reported via the DIGI CLIP app or directly on the cloud-based software. Incident and quality Investigations and hazard assessments are completed on templates provided by DIGI CLIP and corrective and closeout actions are tracked by the cloud-based software.

Follow this link if you want to know more about what we do and how we can help or send us a message.

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Useful Resources:

• SafeWork SA – Event Safety
• Health and Safety Executive – Managing an Event

Disclaimer: The information contained in this article is for general informational purposes only. It is not intended to provide legal, financial, or other professional advice, nor is it intended to replace the advice of a qualified professional. The author and publisher disclaim any liability for any direct, indirect, or consequential damages arising from the use of or reliance on the information provided in this article. Readers are advised to seek the advice of a qualified professional for any specific concerns or questions related to their business operations or compliance with relevant regulations.