Roles and Responsibilities


Event Organiser must organise venue that does not put employees, contractors, visiting entertainers and members of the general public at risk.


Organiser & Team must:

  • Research type of visitor expected
  • Access previous health and safety information regarding safety record
  • Conduct risk assessment
  • Inspect venue
  • Liaise with external organisations – i.e. Police, Fire & Ambulance Services



    • Accesses risk
    • Decides on level of first aid
    • Appoints Duty Manager
    • Conducts pre-meeting with:  Duty Manager



H&S Adviser

Duty Manager:

  •         Accidents
  •         Emergencies
  •         Complaints



Aim: to ensure, so far as is reasonably practicable, the safety of those attending the event.


Objectives -  identify:

  • Roles, duties and responsibilities
  • Lines of communication and control
  • Where resources can be obtained
  • Areas for which contingency arrangements would need to be addressed
  • And advise organisations who may be required to implement external procedures or responses.


Major Incident


  • Fires & explosions
  • Bomb threats
  • Collapse of structure




  • Organiser
  • Duty Manager
  • Other Officials


Event and Design Layout


  • Road Closures
  • Signage
  • Advertising
  • Event Control (siting and restrictions)
  • Restricted Areas
  • Arrangements for disabled people
  • First Aid Cover
  • Insurance
  • Fire Precautions
  • Lost Children


Management of the Event


  •         CROWD CONTROL: Who will be responsible; number of stewards; organiser presence.
  •         STEWARDING / SECURITY: Fully briefed regarding their responsibilities and designated areas. Means of Identification.
  •         COMMUNICATIONS: Arrangements for communications internally and the emergency services.
  •         TRAFFIC MANAGEMENT: Movement of vehicles on site and restrictions
  •         MAJOR INCIDENTS PROCEDURES: Who does what; Scripted Messages; Emergency Services Access/Egress Routes; Incident Control Post


Risks, some examples:

Stalls Collapse
Manual Handling
Bunting Working at Heights
Manual Handling
Vehicle Movement on Site Collision with pedestrians/visitors  
Staging systems and temporary structures Collapse of a stage
Power to the stalls
  • Electric
  • LPG
  • Generators
Electrical Shock
Trip, Slip, Falls
Crowd Control
Over-crowding around Radio Station
Dealing with Aggression
Traffic Management Collision with pedestrians/visitors  
Waste Management Public Health
Slip, Trip, Fall



The Event Organiser must provide information to contractors, participants, professionals hired for the event of any know risks & hazards which may impact upon them (e.g. ground conditions, sunken pipes & weight limitations, etc.)  Prohibited Activities must also be identified and communicated to all concerned (i.e. non-drinking, use of petrol generators etc.)


Contractors, professionals & participants must provide to the Event Organiser their risk assessments and information relating to:

  1. Their activities
  2. Equipment in use
  3. Controls in situ
  4. Hazard Analysis Critical Control Point (HACCP), if appropriate (prep & sale of food).



Liability Insurance


Where Wolverhampton City Council (WCC) (that is any of the Service Groups) is deemed the Event Organiser, the event will be covered by the councils’ Public Liability cover of £50 million.


Community Public Associations known to WCC are also covered by the councils Public Liability Insurance (if in doubt contact Risk Management Section on X 4567).


Professionals and providers of a service (such as artists, contractors, food vans etc,) must have their own Public Liability Insurance, minimum of £5 million, and provide copies to the Event Organiser.

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