Event Management Plan Template and

Guidance Notes

Event Name

Event Location

Event Date

Organisation

Document last updated

If you have any questions about this template, please contact

Ian Steed on isteed@cornwall.gov.uk
Please submit your event management plan with your event application form.
*Please note that this document is a guide only*

Introduction
This template provides guidance notes for event organisers and will help you develop a
detailed event management plan.
To use the template, save a new version and complete the sections in blue that apply to
your event. Not all sections will apply to all events you will need to decide which are
relevant to your event. Once you have completed the template, you can delete the
guidance text.
Our online event guidance includes information that will be useful when preparing your
event management plan. Please take time to read this. You may also find the Health
and Safety Executives The Event Safety Guide helpful, as it provides guidance on
security, major incident planning, first aid, electrical safety, event communication, lost
children, sanitary facilities and more.
You will need to provide risk assessments and public liability insurance from ALL activity
and equipment providers if your event:

Is being organised by Cornwall Council

Is in partnership with Cornwall Council
Takes place on Cornwall Council property, or
Takes place on the public highway

You should submit your event management plan at least 3 months before your event
to allow time for things like licences to be issued, building inspections to take place and
road closures to be organised. The more notice you can give, the better. As a general
rule:

For events with up to 1,000 people, you need to give 3 months notice.
For events with 1,000 5,000 people, you need to give 6 months notice.
For events with over 5,000 people, you need to give 12 months notice.

When you submit your event management plan, we will tell you if you need to attend an
Events Advisory Group meeting to discuss the event and answer any questions that the
emergency services or the Council may have.

Event management
Event overview
Provide a brief summary (one or two paragraphs) of what your event will involve.

Licence and application checklist

Use the checklist below to record the licences and permissions you have applied for.

Checklist

Yes

No

N/A

Temporary Event Notice (TEN)

Road Closure Application
Permission/Licence to use Council owned
Land provide details)
Any other licensing requirements (provide
details) consents and licences
Have you checked if your event requires
planning permission? (provide details)

Key event management contacts

Complete the following table with the names, roles, responsibilities and contact details of
the key people involved in organising your event. Add more lines if necessary.
The event manager has overall responsibility for all aspects of the event. Depending on
the nature and scale of the event, other people will have key tasks and responsibilities
allocated to them but will report to the event manager.
Name

Role

Responsibility

Contact Details

Event Manager

Overall responsibility

Production

All event
infrastructure,
ordering, delivery
timings etc

Volunteer Coordinator

Volunteer recruitment,
training and event day

management

Steward Coordinator

Recruitment, training
and event day
management

Health and Safety

Officer

Risk assessments,
legal compliance, fire
points, site
inspections, first aid
provision

Welfare

Toilets and wash

facilities

Waste Management

Organisation of waste
clearance and
recycling

Key event contacts other

Complete the table below with details of any other key contacts for your event. Add more
lines if necessary.
This section is for your use, not the Councils, and will help with your event planning and
management on the day. You should include details of everyone who will be involved
with your event, such as suppliers, stallholders and emergency contacts.

Suppliers (marquees, catering etc)

Organisation

Contact

Service

Contact details

Notes

Email and mobile

Authorities (fire, police, first aid etc)

Organisation

Contact

Service

Contact details

Notes

On call

Email and mobile

Attractions, artists and entertainment

Organisation

Contact

Service

Contact details

Notes

Email and mobile

Staffing
It is easy to underestimate how many staff will be required to plan and successfully run
your event. Consider how many stewards, car park attendants etc you will need to
manage things safely.
Please list the other staff who will be needed to help run your event, in addition to the
key event management contacts listed above.

Organisational structure
Create a simple organisational structure below.
The organisational structure will help everyone involved with your event to understand
who is responsible for what. It is also an essential part of your emergency response
planning. If there is an incident, your staff and the emergency services will need to know
who is in charge.
The example below is a very simple structure. Make sure your organisational structure
shows the levels of command and how things will be communicated up and down these
levels.

Emergency services Police, Fire, Ambulance, Coastguard

Event manager
Security
manager

Safety manager

Production
manager

Artist
manager

Volunteer
manager

Security staff

Production staff

Stage
manager

Volunteers

Stewards

Crew

Stage crew

Programme Schedule
Complete the event schedules below.
You should list everything that needs to be done before, during and after your event.
This will help ensure you complete tasks on time and that things arent forgotten.
The schedules below each show an example of a typical task.
Schedule XXXXXX event prior to event day
Date

Task

Start

Finish

Resources/
who

Notes

In Hand

Complete

Pick-up
event
signage
from sign
writer

10am

12 noon

Van + Bill
and Ben

Take
cheque for
payment

X Van
booked

Schedule XXXXXX event event day

Task

Start

Finish

Resources/
who

Notes

In Hand

Stall holders arrive

on site

7am

9am

Stalls
coordinator
- Sam

All vehicles
off site by
9.30 and
no further
vehicle
movements

X stalls
coordinator
briefed

Complete

Schedule XXXXXX event post event

Date

Task

Start

Finish

Resources/
who

Notes

In Hand

Return
generator

9am

10am

Van + Tom

Make sure
cables go
back

Complete

Timetable
Use the table below as a template for your events timetable.
If your event will have activities taking place at different times and locations across the
event site, you will need to programme your activities.
For example you may have a stage, arena area and walkabout entertainment. You could
programme an arena act to start shortly after a stage act has finished to provide
entertainment elsewhere while the changeover for the next stage act takes place.
For smaller outdoor events breaking your timetable into periods of between 5 and 15
minutes usually works well. If your event includes on stage entertainment, you may need
a separate stage run sheet broken down into periods of one minute.

Stage and arena programme for XXXXX event

Time

Stage
programme

12:00

Opening

Arena
programme

Face
painter

Dog show

Street
parade

Music
stage

other

Face
painter

12:05
12:10
12:15

Changeover

Cooking
demo

12:20

Street
parade
Dog show

12:25
12:30

Dance
performance

1st band
xxxxxxx

12:35
12:40
12:45
12:50
12:55
13:00

Health and safety

Your responsibility for health and safety at your event
Even if you are a community organisation with no employees, you still have a
responsibility under the Health and Safety at Work Act 1974 to ensure that your event
and any contractors are operating legally and safely.
The sections below will help ensure you take all reasonable steps to ensure your event is
safe and meets health and safety laws and guidelines.

Risk assessments and management

Please provide a copy of your completed risk assessment.
Risk assessments cover all health, safety and planning aspects of your event. You should
develop your risk assessment early on, monitor it constantly and adjust it as necessary.
The first step is to develop a risk register, which identifies the risks for your event. Each
risk listed in the register will need to be included in the risk assessment. You must
include the risk of fire.

Risk assessments contractors

Your contractors could include a fun fair ride, face painter or walkabout performer. As the
event organiser you are responsible for anything you contract in.
Please list all contractors associated with your event. You will need copies of their risk
assessments.

Security
Most events require some professional security or stewarding to help with crowd control.
Your risk assessment must include your security requirements, which will depend on
things like your event location, date, operating times, target audience, planned
attendance numbers, fenced or open site etc.
Security at events must be SIA (Security Industry Authority) registered.
Include your security plan here.

Stewarding
Like your security requirements, the number of stewards you need will depend on your
risk assessment, event location, date, operating times, target audience, planned
attendance numbers, fenced or open site etc.

Stewards require training and briefings so they are fully aware of their duties and
responsibilities.
You must develop a communications plan for all staff, including stewards, so they
understand how they should share information or report incidents during the event.
Include your stewarding plan here.

Emergency procedures
You must document your procedures for fire, site evacuation, communicating with your
audience in an emergency, contacting the emergency services, who will make decisions,
etc. Include definitions, i.e. when an incident become major and is handed over to the
police. You will need to share your emergency procedures with your event staff,
contractors, volunteers and the emergency services.
Please document the emergency procedures you will have in place for your event.

First aid and medical cover

The Health and Safety Executives The Event Safety Guide provides a template to help
establish your first aid, medical and ambulance requirements.
Please list the first aid and medical cover you will have at your event.

Electricity
All electrical installations, even temporary ones, must comply with the Electricity at Work
Regulations 1989. Any event that has electrical supply included must have a competent
electrician sign off the installation before the event starts.
If you are including electrical supply as part of your event, please provide details here.

Fire safety at your event

You must include the risk of fire in your event risk assessment. You must show that you
have:

Identified the fire hazards, i.e. sources of ignition, fuel and oxygen
Identified people at risk within and surrounding your site and those at highest risk
Evaluated the risk of a fire occurring and evaluate the risk to people should a fire occur
Remove or reduce fire hazards and removed or reduced the risks to people
Considered detection and warning, fire fighting, escape routes, signs and notices,
lighting, maintenance

Recorded significant findings and action taken

Prepared an emergency plan

 Informed and instructed relevant people and provided training

Reviewed and revised your assessment where necessary
Useful resources for fire safety planning include Fire Safety Risk Assessment open air
events and venues and Guide to Fire Precautions in Existing Places of Entertainment and
Like Premises.
Please document how you have addressed the key areas of the fire risk assessment
process listed above:

Inflatable play equipment

You will need approval for any bouncy castles, rides or fun fairs at your event.
Before approval is granted for inflatable play equipment, you will need to make sure:
The operator can provide a copy of the current PIPA test certificate for the equipment.

The operator carries out the daily checks on the equipment as required by EIS7
You know when the equipment was last fully inspected
You get full instructions on its SAFE operation
The equipment is clearly marked with limitations of use (maximum user height etc.)
Are you a member of a relevant association (AIMODS, NAIH or BIHA)?

More guidance is available on the PIPA Inflatable Play Inspection Scheme website.
Please include here any inflatable play equipment you intend to have at your event.

Fun Fairs
Before approval is granted for rides or fun fairs you will need to make sure:

Any stand-alone ride or rides that are part of a fun fair are part of the ADIPS
(Amusement Device Inspection Procedures Scheme) scheme.

The operator provides you with a copy of their In Service Annual Inspection papers and
you provide a copy of these to us with your event management plan.

The operator confirms in writing that they operate under the HSG175 Fairgrounds and
Amusement Parks Guidance on Safe Practice.

Please include here any rides or fun fairs you intend to have at your event.

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Temporary structures
For a small event, temporary structures may be market stalls and a marquee. Larger
events and festivals may include stages, grandstands, lighting towers, gantries, site
offices etc.
The approval process will depend on the scale and structure types. If the structures will
be in place for a long time, you may need planning permission. Larger temporary
structures need to be signed off by independent engineers before they can be used.
As a minimum:

All suppliers will need to supply you with a copy of their public liability and employee
insurance certificates.

All suppliers will need to provide you with relevant risk assessments and method
statements for the product they are supplying for your event.

Suppliers must provide a signed hand over inspection once the structure is completed
to say that it is safe and ready for use.

You need to consider all other health and safety aspects relating to any temporary
structure.
More information can be found in Temporary Demountable Structures Guidance on
Procurement, Design and Use.
Please provide a detailed list of all temporary structures you plan to bring onto your
event site. Include the procedures you will follow to ensure all structures are supplied by
a competent contractor.

Animals at events
You must obtain consent from us in writing before bringing animals on site for exhibition,
performance or entertainment. We may prohibit the use of animals that pose a danger
to the public.
You must provide copies of all relevant licences and registration documents for each
animal with your event application plan.
You are responsible for the welfare of the animals under the Animal Welfare Act 2006.
This includes the animals transport, housing, food and how they are displayed to the
public.
Please provide a detailed list of all animals you plan to bring onto your event site.
Include copies of all relevant licences and registration documents for each animal.

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Communications
There are three main areas of communication for your event:

Letting residents and businesses in the surrounding area know about your event
plans before the event, the earlier the better.

Internal communications on the day of the event.

Communicating with your audience on the day.

Event communications surrounding residents

Please document how you will let surrounding residents and businesses know about your
event plans here.

Event day communications internal

You must have a clear communications plan in place and ensure everyone is familiar with
the plan. You also need to make sure that you have the communications equipment you
need on the day. This could include radios, mobile phones, staff to run errands and
messages and a public address system.

Ensure you list phone contact details and radio channel details if radios are being used
in the Key event management contacts section.

Ensure that everyone working on your event is aware of your Organisational structure
and knows who to contact if they need to report an incident or pass on information.

Ensure your communications plan ties up with your emergency response plan.

Please document your plans for your event day communication for event staff and
emergency services, both on site and off site, here.

Event day communications audience

This could include flyers, site plans, signage, public address system, stage schedules,
MCs and information points.
Please document your plans for communication with your audience on the day here.

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Lost children
You must have a lost children policy and all event staff and volunteers must be familiar
with it.

Include arrangements for the safe care of children until such time that they can be
reunited with their parent or guardian

Provide a clearly advertised point for information on lost children

Always ensure there are at least two adults that have the appropriate Criminal Records
Bureau (CRB) checks in place looking after any lost children. Children should not be
left with just one adult.

All incidents need be logged and all details are recorded.

Parents and guardians should provide ID and a description of the lost child before they
are allowed to collect the child.

Contact the police if the child is reluctant to go with the parent or guardian.
Please document your lost children policy and procedures here.

Licensing
Temporary Events Notice (TEN)
If you are planning an event where there will be entertainment, alcohol for sale, or hot
food or drink for sale after 11pm, you probably need to submit a Temporary Event Notice
(TEN).
If your event will include any licensable activity, please provide details here.

Insurance
All event organisers must hold public liability insurance to the value of 5 million. You
must also ensure that your contractors hold public liability insurance and any other
appropriate insurance, i.e. product liability, employee insurance. You should keep copies
of your contractors insurance policies.
Please confirm that you hold public liability insurance to the minimum value of 5 million
and include a copy of the policy with your event plan.

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Provision of food
Document details of any catering and or food you plan to provide at your event here. You
should also list details of any catering concessions in the Key event contacts other
section.

Site considerations
Site plan
Please include a copy of you site plan with this document.
You must submit a site plan for your event; the more accurate and detailed the plan, the
better.
Your site plan should include:
Placement of all temporary structures

All other site infrastructure

Position of attractions

Car parks and position of site in context to

the road

Any fencing or barriers

Generator or power sources

Power supply runs (cables)

Entry and exit points

Emergency exits and assembly points

First aid points

Information point

Lost children point

Vehicle entry points

Any event dcor, i.e. flags, banners etc

You may want two versions of the site plan, one for event participants on the day and
another for your management team. An accurate site plan will help you direct people to
the correct part of the site when they arrive to set up. A site plan will also help you plan
how people will enter the site and move around it.

Spectators and viewing areas

Please include information about capacities of your site, if known, and the types of areas
the public will have access to.

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Media
Provide contact details for your media spokespeople and for those who will decide
whether to grant permission to take pictures etc at the event.

Toilets
You must provide adequate toilets facilities for your event attendees, staff and
contractors. You will also need disabled facilities plus separate sanitary facilities for
caterers.
The HSE guidelines for toilets numbers are provided below.

For events with a gate opening time of 6

hours or more
Female
1 toilet per 100
females

Male
1 toilet per 500
males and 1 urinal
per 150 males

For events with a gate opening time of less

than 6 hours duration
Female
1 toilet per 120
females

Male
1 toilet per 600
males and 1 urinal
per 175 males

Please outline your planned toilet provisions for your event based on your expected
numbers and gender split here.

Vehicles on site
You will need clearly marked emergency vehicle entrance and exit routes on your site
plan and as part of your emergency planning. If these entrances and exits will be
shared with other traffic, you will need a procedure for the safe entry and exit of
emergency vehicles.

Which vehicles will need to access the site for your event?
Which vehicles will need to remain on-site throughout your event and which will need
to be off-site before the event opens?
Are there any vehicles that will need to move on the site during your event?
Please outline your vehicle policy for your event site here.

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Traffic, transport and parking

Smaller community events will have limited impact on traffic and parking, however you
should still consider this when planning your event. Larger events can have a big impact
on local traffic and transport and will require extensive risk assessments and detailed
plans dealing specifically with traffic and transport.
How will your target audience travel to your event?

Consider the various transport links around the event site and how these can be
promoted to your audience as a way to get to your event.

Are you proposing any road closures? You will need to give at least three months
notice, and the more notice, the better.
Outline any traffic, transport or parking plans for your event here.

Environmental considerations
Waste management
It is essential that your event has a waste management plan in place and that it is
carried out.

How will you keep the site clear of waste? Will this be done by stewards or volunteers?
How you will manage waste during and after your event, including details of bins,
skips, recycling and litter picking?

Document your waste management plans for your event here.

Recycling
It is essential that your event has a recycling plan in place and that it is carried out. For
small community events, this could be as simple as labelling some bins to encourage
people to separate their waste into plastic bottles, paper, etc and then taking these to the
appropriate recycling centres.
Larger events will need to show that they have a recycling strategy or are employing a
professional recycling organisational to manage recycling on the day.

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 Make sure your concessions and food suppliers have appropriate policies and
procedures in place for providing biodegradable containers and systems for the
disposing of dirty water, cooking oil etc

Think through how you will encourage people to separate their waste. Contaminated
recyclables may have to be sent to landfill.
How will you keep the site clear of waste? Will this be done by stewards or volunteers?
Document your recycling plans for your event here.

Noise
If your event has the potential to cause noise nuisance to nearby residents, your plans
will have to be approved by the noise pollution team. The things most likely to cause
noise nuisance include live music stages, fun fairs and public address systems.
Think about noise nuisance when you choose your event location.

Larger events that have a music stage will always have to employ a professional sound
engineer and must agree sound levels with our noise pollution team.

Provide nearby residents with an event day contact in case they need to make a noise
complaint.

Please list the elements of your event that could cause noise nuisance and document the
plans you have in place to minimise it.

Weather
Severe weather and event cancellation

Consider any weather conditions which may lead your event being cancelled and how
you will manage this.
How will you let people know if the event has to be cancelled?

Do you need insurance coverage for cancellation reasons such as thunderstorms, water
logged ground etc?

Is there any flood risk, e.g. field liable to flood and create difficulty for traffic leaving?
How will you handle this, e.g. provision of 4x4 vehicle assistance, agreement with land
owner concerning damage to the ground, possible mud on roads etc?
How will your event management team decide if weather conditions are too risky for
your event to go ahead?

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Please document your severe weather and event cancellation policy and procedures here.

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