Event health and safety - topics
Key topics for event organisers are signposted here. Please read the topic areas that apply to your event, from both lists, along with the general guidance on events page.
The first topics covered, ‘2024/25…’, reflect guidance from the Health and Safety Executive and are topic areas of national concern. The ‘Other topic areas’ reflect health and safety areas often found to be locally inadequate.
Please note the topic links below take you to external sites or service providers. These links have been useful to others in the past. Cheltenham Borough Council holds no responsibility for their content and does not provide them as a business endorsement or recommendation. Please let us know if links are broken or you have a suggestion.
2024/25 - Topic areas
Animal attractions
Infection and disease can be passed easily from animals to humans so controls are needed. Events involving animals should expect an officer visit to establish compliance. Event organisers also need to ensure all animal welfare needs are met.
- Preventing ill health from animal contact at visitor attractions code of practice including assess the risks from E.coli and Cryptosporidium infections
- Performing animals – licence requirements and application
- RSPCA - animal welfare concerns
- Cheltenham Borough Council's animal welfare charter
Crowd management
Safety and a good customer experience is dependent on crowd management. Crowd safety consultants are available. Please do an internet search, if required. Where large crowds are expected then attendance at the Safety Advisory Group is advised.
- Clear roles and responsibilities need to be set for crowd management and you must work with others and plan for all stages of your event
- Emergency Response Plan (ERP) and show stop procedure
Electrical safety
Electrocution happens fast and can be deadly. Greater risks are present in hospitality including the outdoor event environment. Ensure everyone is safe.
- Electrical safety for entertainers
- Event electrical safety
- HSE full electrical safe working practices guidance
- Electricity in public places
Fireworks
A high risk, dangerous and polluting activity. Organisers must ensure the safety of the display. They should also clearly communicate the event details to any animal owners nearby to help ensure animal welfare.
- HSE on organising firework displays
- Trading Standards 2018 fireworks safety campaign is relevant for small events, including safety guidance in poster form
- Remember firework displays are not permitted on council land as outlined in our animal welfare charter
Gas including LPG and solid fuel safety
Explosions and fires frequently occur from poor gas storage and handling of cylinders or canisters, in mobile or temporary units. Event organisers must ensure liquified petroleum gas (LPG) is always handled and stored correctly on their site.
Incomplete combustion (including from solid fuel as well as gas) creates Carbon Monoxide and risks asphyxiation, illness, and death. Ensure effective combustion to minimise risk. Officers may visit event catering to establish gas safety.
- Gas safety in mobile catering units National Caterers Association
- HSE Domestic gas, gas supply and LPG information
- Understanding gas cylinders and cartridge requirements and their safe use from UKLPG
- HSE - Gas safety in catering and hospitality information sheet
- A specific mobile catering gas safety checklist and safe methods form part of the excellent ‘Safer Workplace Better Business Pack’
- Carbon monoxide poisoning from solid fuel appliances - HSE
Violence at work
Suitable security measures and procedures need to be in place for your event. This will include protecting lone and night workers.
- Guidance for employers
- Loan working
- Live Life Safe - Anti-harassment charity
Waste and entrapment
Commercial bins can be used as shelter. Deaths have occurred as a result.
Other topic areas
Adverse weather plan
An adverse weather plan should cover the response required for various weather dependent scenarios.
Sufficient wind anchorage is required for all small structures (e.g. gazebo, inflatables) and large ones. Such structures should be protected from general weather conditions and anchored down in-line with manufactures requirements.
A handheld anemometer for assessment of local weather conditions is normally required where structures are present.
Attractions
Organisers need to be happy with the safety of the attractions the offer.
- Bouncy Castles/Inflatables HSE. Hiring or buying means the same responsibility. Ensure play inflatables meet recognised health and safety standards and are correctly set up including effective anchorage. If located outside checks for wind speed with an anemometer are expected. Inspection/checks should take place on the set up and an annual inspection is required. The annual inspection maybe undertaken by PIPA . Inflatables should be built to BS EN 14960 standards.
- Fairground rides HSE guidance to be followed.
First Aid
Different sizes and types of events have different risks. Assess your requirements and know your RIDDOR is right.
- RIDDOR reporting. Note the details for when reporting is required for any member of the public taken direct to hospital from an event site
- Notify the South Western Ambulance Service of your event. Follow the guidance on medical cover they direct you too and consider:
- Event medical services risk calculator from RTC Medical Solutions
- Getting the right level of cover for your event from St John Ambulance
Responsibility for health and safety
Who is ultimately responsible for Health and Safety and who has delegated responsibility for the different areas of the event? This should be clearly understood and stated. See more in under our general guidance for event safety.
Security
Often required for larger events but could be needed for many reasons. Look to the detail of your needs and plan.
- Barriers and fencing
- Marshals/security - Security Industry Authority (SIA) Security at Events Guidance and Private Security Industry Act 2001
Structures
The risks of collapse and overturning must be addressed for all structures, at all stages of set-up, use and take-down.
- HSE worked example for building a small scale structure at an event
- Temporary Demountable Structures (TDS) HSE - Gazebo, marquee, stage and seating safety advice
- MUTA best practice guidance - Safe use and operation of temporary demountable fabric structures
- Stage and event set ups under the Construction (Design and Management) Regulations 2015 see HSE CDM roles and duties and HSE live events information
Terrorism
Prepare your event and your employees and volunteers:
- Obtain advice and guidance from Protect UK
- Study the e-learning 'Action Counters Terrorism' course
- Keep up-to-date with Martyn’s Law. Read the GOV.UK news story for information on Martyn's Law
Welfare
Matters for both your customers/ attendees and your staff / volunteers. Ensure adequate and suitable toilets and wash hand facilities