Risk Management Checklist - Festivals & Events Organisation: Event: Location: Date: Ref No INITIAL PLANNING Y/N PLEASE

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1 Have you identified the hazards that the venue may present? 2 Have you identified the hazards that the crowd may present? 3 Have you considered who may be harmed and how? 4 Are the risks adequately controlled? 5 Have you notified your insurance company of your event and the proposed activity(s) 6 Have you put together comprehensive plans to manage/cover all eventualities? Ref COMMUNICATION No 1 How are you going to communicate with your staff, volunteers, emergency services, media and the crowd? 2 How are they going to communicate with each other? 3 Have you decided who is responsible for key coordination tasks in an emergency and other situations, in particular, who speaks to emergency services, other local venues, and other relevant bodies? 4 Has someone been delegated to explain emergency procedures prior to the commencement of the event? 5 Have you checked that all your communication systems work properly?

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6 Have adequate signs (or other measures) been provided to inform people of directions, rules and prohibitions? In particular, is there signage to inform people of disability access to the venue? Ref SETTING No 1 Does the proposed venue provide the space, access and facilities you require? 2 Have you assessed the capacity of the venue? 3 Have you identified any potential problem areas? 4 Are the entrances, exits, stairways, gangways and ramps adequate for your purposes? In particular, is there disability access to the venue? 5 Does the seating enable people to move freely between rows? 6 Have you considered fire safety aspects of the venue? 7 Have you checked that all of the emergency equipment (eg smoke detectors, emergency exists, safety lighting etc) at the venue has been properly maintained? 8 Have you considered the effects of bad weather? 9 Have you checked all electrical equipment for current tagging? 10 Have you checked that all electrical leads and cables have been secured and taped to avoid tripping hazards? Ref CO-ORDINATORS/ASSISTANTS No 1 Have you considered how many assistants you will need at the event? 2 Have you organised volunteers for the event? 3 Have you checked the legal liability you carry for volunteers? Y/N PLEASE DETAIL

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4 Do all staff, and volunteers supervising/working with young people have current Positive Blue Cards? Ensure that provisions are in place to demonstrate evidence of Blue Card status 4 Are all volunteers aware of their role and responsibilities? Ref MANAGING THE CROWD No 1 Have you established a central Crowd Management Point? Have procedures been 2 established for dealing with undesirable behaviour? 3 Have arrangements been made to deal with the possibility of more people turning up than were expected? 4 Is there a ticketing system to ensure that the venue will not be overcrowded or people turned away? 5 Is there a system to count the number of people attending the event to ensure and that all people attending (including volunteers) can be accounted for in an emergency? 6 Have adequate parking arrangements been made for the expected crowd? 7 Has a method of monitoring the crowd been identified? 8 Do you have strategies developed to ensure that crowds queuing do not block entrances, exits or pedestrian flows? 9 Has provision been made for the attendance of people with a disability? 10 Have people from culturally and linguistically diverse backgrounds been catered for? Ref EMERGENCY SERVICES, No PLANNING AND PROCEDURES

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1 Do you and your volunteers know what to do in an emergency? 2 Have you identified what constitutes an emergency? 3 Have you organised an efficient emergency response, including exit routes, summoning emergency services? 4 Have plans for dealing with emergencies been drawn up prior to the event? 5 Have you consulted with other bodies who may be involved in an emergency situation? 6 Have procedures been established to deal with different types of emergencies? 7 Are checklists containing the contact details of emergency services along with information about the venue, (eg. the exact street address) kept near all phones? 8 Are the communications within the venue adequate to provide staff with the necessary information in the event of an emergency? 9 Have arrangements been made for giving clear and precise instructions to the public? 10 Have safe assembly areas been arranged (for different types of emergencies, ie bomb & fire) 11 Have adequate first aid facilities been arranged? 12 Are the medical facilities available easily identifiable to the public? 13 Will there be suitable vehicles to transport spectators to the on-site medical facility? Will ambulances be positioned on 14 site? Ref OTHER CONSIDERATIONS No

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1 If the event is to last more than a few hours, have adequate arrangements been made for the provision of food and drink? 2 If you organisation is responsible for the provision of food - have any necessary permits been acquired, and a Health and Safety Policy for food preparation been formulated and communicated to staff? 3 Have steps been taken to ensure that the policy will be enforced? 4 Will any urns to be used for tea/coffee preparation be firmly secured? 5 Have arrangements been made for the adequate disposal of litter? 6 Have you considered the needs of any independent stall holders at the venue? 7 Have you checked that all subcontractors have public liability insurance? 8 Have you taken into account the importance of media liaison to the success of your event? Ref FINANCIAL MANAGEMENT No 1 Have you nominated one person to be responsible for management of the funds? 2 Do you have accounting processes established for management of invoices and receipts for the project? Disclaimer: While all care has been taken in preparing the Risk Management Checklist for Festivals and Events, the Ipswich City Council accepts no responsibility for the completeness of the checklist or for decisions or actions taken as a result of any information or statement expressed or implied in the Risk Management Checklist.

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