Before the event

On this event planning timeline you'll find activities you need to do:

One year before the event

Here's what to consider a year before your event takes place.

Roles and responsibilities

  • identify someone to be the lead on the event (main event organiser)
  • identify a group of people that will help to plan and deliver the event (event team)
  • identify someone to lead on the health and safety elements of the event (Safety Officer)
  • share out job roles and responsibilities taking into account competency and time

Agree an outline event plan

  • why are you holding the event?
  • what are the main aims?
  • what is the event concept?
  • venue, insurance, licensing, permissions, dates, timings
  • assess numbers of people likely to attend the event
  • consider the budget you will need to put the event on
  • start developing your event risk assessment

Investigate suitability of the venue

Assess:

  • size
  • facilities
  • accessibility

Consider impact on traffic

Will your event impact:

  • traffic in local area
  • parking
  • public transport
  • road closures or diversions
  • emergency services

Previous experience

If this is a repeat event, review last year’s plans and consider any changes that need to be made. Do any issues need addressing? Would you do anything differently?

9 to 6 months before the event

It might seem a long way off, but 9 to 6 months before the event takes place you should already be considering how you're going to insure the event, risks and bookings.

Investigate insurance cover

You should consider:

  • Public liability (most local authorities need a minimum of £5 million)
  • Employers liability
  • Cancellation cover
  • Equipment

Other things to consider

  • Think about medical cover for your event and recruit an organisation
  • Prepare Event Management Plan and Site Plan
  • Consider contractors and equipment that are required for your event - it could be helpful to provisionally book any contractors and equipment for your event

Start writing your event risk assessment

Seek guidance from your local authority and health and safety professionals and break the assessment down into components of your event.

Look into any event licences that are required

A temporary events notice (TEN) may be required for licensable activities such as: live/amplified entertainment, sale of alcohol, late night refreshment

Confirm Highways Requirements

  • Apply for road closures, parking restrictions, permission to place temporary signs in the highway. Minimum notice periods may apply. In most cases 12 weeks’ notice is required for a road closure.
  • Agree all access, exit and public transport arrangements. 

Confirm bookings

Confirm any bookings for:

  • artists
  • entertainers
  • stallholders
  • equipment hire, for example temporary toilets
  • security

Communication

You should also consider how you will advertise your event and whether planning permission is required. How you advertise your event may have an  impact on attendance and you should include details in your event management plan.

You need to tell Medway Council's Dangerous Structures team if you'll be constructing large stages, marquees or props.

3 months before the event

3 months before the event takes place you should have submitted  your Event Management Plan, Risk Assessment and Site Plan to your local authority. This is the minimum time required for organisations to review the paperwork and put things in place.

You should also:

  • check progress of licence applications
  • recruit stewards/marshals as necessary
  • develop stewards/marshals handbook as necessary
  • confirm the key roles and responsibilities of the team and circulate this information
  • pay land hire fee and deposit fee to Local authority if applicable
  • check the insurance, method statements, and risk assessments of any contractors as necessary
  • review and submit to SAG your Event Management Plan, Site Plan, Risk Assessment, Medical Plan, Traffic Management Plan, and other plans that are necessary
  • check progress of licence applications

One week before the event

The week before the event, you should make sure that road closure notices are in place:

  • if road closures are under the Town Police Clause legislation, put up the official road closure notices (issued by local authority)
  • if road closure is issued under Medway Council Highways & Transportation legislation, then they will send you a notice

Before the event takes place, you should:

  • check the site - It is down to you to make sure that everything is set up properly and there are no hazards to the public. 
  • establish Event Control
  • ensure you have team member(s) on site to manage the site build
  • ensure you have security to monitor any equipment overnight
  • erect any temporary structures and position concessions on your event site
  • hold a briefing for your event team