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Guidance on use of council or private land

Preparing an event management plan

Every event large or small, needs an event management plan. It is used as a communication tool, a reference point and a statement of intent. It needs to be brief, factual, accurate, and understandable.

The key features of an event management plan are:

  • introduction -  an overview of the event

  • contacts - a comprehensive list of key event staff and their contact numbers  

  • roles and responsibilities - a detailed role specification

  • event management structure – a description of the management structure including responsibilities and communication channels    

  • a safety policy – your general intention of keeping your event safe and secure for staff, contractors and members of the public

  • safety, security and welfare- the main intention of good event management is ensuring your audience is safe, secure and looked after

  • crowd management – for events that attract large crowds, managing crowds is key, ensuring there are good ingress, circulation areas, egress and evacuation routes

  • site plan – to include location, infrastructure, information on access, circulation and exits, blue (emergency vehicle) routes and evacuation points

  • event spaces – these can be described or drawn, and should include usage and purpose, infrastructure present, staffing and topography

  • timings  - to include event start, timeslots, event announcements and curfews

  • risk assessment – as well as a written document, a risk assessment should also be an ongoing analysis before, during and after the event

  • contingency plan – this is the ‘what if’, section. It should be based on any major risks identified, and include how to communicate with the emergency services, command and control

  An event management plan template (accessible version) is available to guide you in writing your plan.