Basic Event Plan (Template)
Event Name
Event Organiser
Date of Event
Plan Version
Plan date
Please note that when you submit a draft Basic Event Safety Plan it will be
shared with consultees including Police Scotland and Council Services.
Plan Author……………………………………………… Page 1 of 14
Version 2.0 03/05/16
Contents
Distribution List Page
1 Event Summary & Key Timings Page
2 Planning Assumptions Page
3 Site Plan Page
4 Health & Safety Policy Page
5 Crowd Management Page
6 Traffic Management Page
7 Fire Arrangements Page
8 Temporary Structures & Lighting Page
9 Waste Management Page
10 Welfare Arrangements Page
11 Security Page
12 Lost Children Page
13 Suspect Packages Page
14 Contingency Arrangements Page
15 Insurance Page
Appendices
1 Risk Assessment Page
2 Contact List Page
Please note that when you submit a draft Basic Event Safety Plan it will be shared with
consultees including Police Scotland and Council Services.
Plan Author……………………………………………… Page 2 of 14
Version 2.0 03/05/16
Distribution List
Organisation Name
Please note that when you submit a draft Basic Event Safety Plan it will be shared with
consultees including Police Scotland and Council Services.
Plan Author……………………………………………… Page 3 of 14
Version 2.0 03/05/16
1 Event Summary
INSERT:
Date, time, location of event
Who is organising the event
Event description and overview of the activities which will be carried out
Entry Cost
Expected attendance, demographics, (eg families, young people, etc)
Any limits placed on the event by licensing
Key Timings:
Please note that when you submit a draft Basic Event Safety Plan it will be shared with
consultees including Police Scotland and Council Services.
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2 Planning Assumptions
For example:
Spectators are likely to be predominately adult, family groups or
older unaccompanied children.
Spectators will dress appropriately for the weather on the day.
Spectators are unlikely to be under the influence of alcohol or drugs.
Commercial facilities are available for the purchase of refreshments.
Existing public and private toilet provision will be sufficient due to the
short duration of the event.
Car parking is available at a number of locations in near proximity to the
event area.
Barriers will be used to provide a “corridor” separating participants from
the public.
Please note that when you submit a draft Basic Event Safety Plan it will be shared with
consultees including Police Scotland and Council Services.
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3 Site Plan
Depending on the size of the event there may be just one or several
of these plans e.g.
An overall site plan, showing the locations
of o barriers,
o fencing,
o access / egress points,
o Rendezvous Points
o First Aid Points,
o Command and Control locations,
o Park & Ride bus stops,
o Lost Children’s Point,
o Meeting Point,
o Toilets; disabled facilities; baby changing, etc
o glass / can exchange points etc, etc
Plan showing the different Zones the event has been split into
Plan showing the spectator area
Plan showing stewarding positions
Plan showing road closures, restrictions etc
Please note that when you submit a draft Basic Event Safety Plan it will be
shared with consultees including Police Scotland and Council Services.
Plan Author……………………………………………… Page 6 of 14
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4 Health & Safety Policy
For example:
The Event Organiser is responsible for ensuring, so far as is
reasonably practicable, the health and safety of all employees,
contractors and members of the public and for the creation and
maintenance of a positive health and safety culture at the Event. The
Event Organiser will ensure that risks are assessed and that an Event
safety plan is created. In particular the Event Organiser will ensure that
any contractors engaged to provide services or contribute to the Event will
have a written health and safety policy, have carried out risk assessments
relative to the Event and have completed a method statement.
Risk Assessments for the event can be found in Appendix 1.
5 Crowd Management
For example:
Routes which pedestrians/spectators will be encouraged to use and viewing
areas.
6 Traffic Management
For example:
Details of road closures and timings
(Trunk road closure requests may take 6-8 weeks to process)
Revocations and timings
One way systems
Parking restrictions and timings
Include relevant plans
7 Fire Arrangements
For example:
No temporary structures will be put in place.
The event will take place during daylight hours.
Please note that when you submit a draft Basic Event Safety Plan it will be shared with
consultees including Police Scotland and Council Services.
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8 Temporary Structures & Lighting
Use only qualified technicians and electricians and provide details
9 Waste Management
For example:
No specific waste management activities are foreseen.
10 Welfare Arrangements
For example:
Toilet facilities (public and private) are available in the vicinity of the event.
First aid /medical provision.
11 Security
For example:
No specific security issues have been identified.
No monies will be collected at the event.
12 Lost Children
For example:
Identify where lost children will be held and how
announcements will be made
NoPreffire rablyriskhasat leastbeen onidentifiedperson. disclosure
vetted
Detail procedure to identify and log child details and adult claiming child
If in doubt seek Police assistance
Please note that when you submit a draft Basic Event Safety Plan it will be shared with
consultees including Police Scotland and Council Services.
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13 Suspect Packages
For example:
Suspect packages reported to organisers will be cordoned off and Police
advice sought.
14 Contingency Arrangements
For example:
Should the event require to be cancelled or curtailed the organisers
will communicate this to the public in attendance.
Command and Control Arrangements
Communication between organisers/with emergency services.
Emergency arrangements (eg Road Traffic Accident, Flooding).
15 Insurance
For example:
Detail insurance cover for event (copy of certificate).
Please note that when you submit a draft Basic Event Safety Plan it will be shared with
consultees including Police Scotland and Council Services.
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Appendix 1
Risk Assessment
RISK ASSESSMENT COVER SHEET
Event
Date
Venue
Scope of Arena
Organise
RA Undertaken by
Date RA Undertaken
Overall Event Risk Assessment
Specific hazards have been identified by members of the organising group.
Where a situation arises which is not identified in this section the organising
group will take the decisions and instigate actions as appropriate.
In the event of a situation arising which requires the instigation of Incident
Management Procedures for any or all of the organisations involved they will
follow their own agreed procedures.
NOTE: Steps have been taken throughout the planning stage of this event to
mitigate the effects of these hazards and continuous monitoring up to and
during the event will reduce or eliminate the potential for problems arising as a
result of these hazards.
Scope of Risk Assessment:
For example:
Traffic Management
Crowd Management
Event area hazards
Please note that when you submit a draft Basic Event Safety Plan it will be shared with
consultees including Police Scotland and Council Services.
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Key Activities / Visitor Profile
For example:
Cycling in groups on public roads/cycle paths.
Mixed family groups, adults and unaccompanied older children.
Mixed family groups, adults and unaccompanied older children.
Risk Assessment matrix
Probability Severity Calculation of Risk Action Level
(P) (S) (R)
4 - Very likely 4 – Multi LOW – no action
Probability
3 - Likely death/injury required
2 – Unlikely 3 – Single death 4 4. L 8. H 12. H 16. H
1 – Very Unlikely 2 –Specified Injury MED – justify/review
3 3. L 6. M 9. H 12. H
1 – Minor/First Aid for each event day
2 2. L 4. L 6. M 8. H
HIGH – immediate
1 1. L 2. L 3. L 4. L
action/further
Severity 1 2 3 4 controls needed
Specified Injuries
fracture, other than to fingers, thumbs and toes;
amputation;
dislocation of the shoulder, hip, knee or spine;
loss of sight (temporary or permanent);
chemical or hot metal burn to the eye or any penetrating injury to the
eye;
injury resulting from an electric shock or electrical burn leading to
unconsciousness, or requiring resuscitation or admittance to
hospital for more than 24 hours;
any other injury leading to hypothermia, heat-induced illness or
unconsciousness, or requiring resuscitation, or requiring admittance to
hospital for more than 24 hours;
unconsciousness caused by asphyxia or exposure to a
harmful substance or biological agent;
acute illness requiring medical treatment, or loss of consciousness
arising from absorption of any substance by inhalation, ingestion
or through the skin;
acute illness requiring medical treatment where there is reason to
believe that this resulted from exposure.
Please note that when you submit a draft Basic Event Safety Plan it will be shared with
consultees including Police Scotland and Council Services.
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Hazard Consequences Who is at risk P S R Controls P S R Action
Level
Slips and trips Injury Public 4 2 8 Event area is public space and 3 1 3 Low
Employees H roadway L
Volunteers Marshalls
Participants
Collisions and Injury, fatality Public 4 3 12 Crowd/vehicle segregation 2 2 4 Low
impacts Employees H Marshalls L
Volunteers
Participants
Fall from heights Injury, fatality Public 2 3 6 No activity taking place at height 1 2 2 Low
M Limited street furniture at height L
Marshalls
Ill health Illness Public 2 2 4 Local medical provision 1 2 2 Low
Employees L Marshalls L
Volunteers Short event duration
Participants
Crowds/public Overcrowding Public 3 3 9 Marshalls 2 3 6 Med
Employees H Designated viewing areas M
Volunteers
Participants
Manual Handling Injury Employees 2 2 4 Manual handling restricted to laying 1 2 2 Low
L out of barriers by trained staff L
Adverse Weather Illness/Injury Public 3 2 6 Short event duration 3 1 3 Low
Employees M Adequate shelter in commercial L
Volunteers premises
Participants
Violence/behavioural Injury, fatality Public 3 1 3 Police presence 1 1 1 Low
issues Employees L Marshals L
Volunteers
Participants
Please note that when you submit a draft Basic Event Safety Plan it will be shared with consultees including Police Scotland and Council Services.
Plan Author……………………………………………… Page 12 of 14
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Hazard Consequences Who is at risk P S R Controls P S R Action
Level
Access/egress Long Queues Public 4 3 12 Slow crowd build up 2 1 2 Low
Overcrowding Employees H Large viewing area L
Emergency Volunteers Barriers in place
Vehicle Access Participants Numerous entrances/exits
constraints Marshals
Traffic Management Injury, fatality Public 4 4 16 Road closure 1 4 4 Low
Employees H Barriers in place to create large L
Volunteers viewing area segregated from traffic
Participants Marshalls
Urban area speed limits
One Way System
Please note that when you submit a draft Basic Event Safety Plan it will be shared with consultees including Police Scotland and Council Services.
Plan Author……………………………………………… Page 13 of 14
Version 2.0 03/05/16
Appendix 2
Contact List
This will contain details of names and numbers of those to be contacted
during an emergency
Name Organisation Contact Details
Please note that when you submit a draft Basic Event Safety Plan it will be
shared with consultees including Police Scotland and Council Services.
Plan Author……………………………………………… Page 14 of 14
