大象传媒

For any given event location, whether outdoors or indoors, a variety of specific issues may need to be considered. Unless a systematic approach is used, issues can be overlooked easily leading to difficulties further down the line.

What Can Go Wrong?

• Major issues not identified and suitable plans for control not developed
• Event planning tasks start to overwhelm the event team close to the event date
• Event license refused and event cannot take place
• Major or serious incident occurs directly linked to lack of planning

Legal/大象传媒 Requirements 

• There are no specific legal requirements to draw to your attention; you must still apply the control measures that are relevant to your activity.

Control Measures

General Controls

• Talk to others on site, for example the person in charge of the event and agree what work will be carried out and where.
• For some items on the checklist, refer to Events 鈥� General Guidance pages for further information or consult your Safety Adviser if you鈥檙e not sure. Additionally the The Purple Guide to Health, Safety and Welfare at Music and Other Events鈥� (new version released March 2014), is recognised by the Events Industry as the authoritative guidance document. No one should be planning an event without having access to this guidance.
• Agree with all parties concerned the specific tasks they will undertake and put in place monitoring arrangements to check completion.

Outdoor Venue Checklist

• Complete the checklist below; identifying tasks relevant to the event, what needs to be done and who will be undertaking them. 
• This will then feed into your Risk Assessment and your Event Management Plan

Audience Profile

• What is the expected number of people attending the event?
• What is the age range of the audience?
• What is the expected behaviour of the audience (can previous information be sought)?

Suitability of the Venue

• Is the site large enough to cope with the production infrastructure and backstage requirements including hospitality and welfare?
• What is the estimated maximum capacity of people who can attend the event, when all facilities and services have been provided at the site?
• Will the noise generated pose a nuisance to residents or neighbouring venues?

Geographical Location

• Proximity to hospitals and emergency facilities?
• Will the site offer adequate public transport links?
• Are there major roads within the vicinity of the site?

Landscape

• Are there slopes, divots or embankments?
• Is there flammable foliage or woodland in the area?
• Are there any overhead power lines/ cables?
• Will adequate sightlines be provided, (no obstructions in view of the stage)?
• Are there any water features at the site?
• Will the landscape hinder audience control?
• Where does the sun set in relation to where the stage will be sited?
• Can suitable observation points be arranged if required?

Ground Conditions

• Can the ground adequately support the loads of vehicles and stages (are there any concealed pits etc)?

Venue Access/Egress

• Can suitable access be arranged to transport the stage and associated infrastructure to the site?
• Can suitable access be arranged for the production?
• Can suitable access be arranged for artists to gain entry to the stage when there is a public presence?
• Is adequate parking available for the production requirements?
• Is adequate parking available to the public?
• Will access and egress to the site pose difficulties for disabled persons?

Emergency Evacuation

• Are there suitable numbers of exits to the site for the expected number of people?
• Does the site afford the safe means of moving the expected number of people to safe areas in the event of an emergency?

Emergency Service Requirements

• Are there adequate parking arrangements for emergency services vehicles?
• Can satisfactory transport routes be allocated in the site design for emergency vehicles?
• Will fire appliances be able to access all parts of the site and be able to reach within 50 metres of any structure?
• Will the site be sufficient for the number of first aid/ rendezvous points/ information points required for the expected number of people? 

 Utilities

• Does the site provide a suitable power supply.  (If so please request a copy of the inspection certificate for electrical installations?
• Does the site provide suitable drainage for waste?
• Does the site provide a suitable water supply?

 

Division Specific Issues

 

Radio and Music

• 大象传媒 Radio have special guidance on security at some venues such as night clubs. See 大象传媒 Radio Safety and Security guidance at Music OB Events

FAQs/Did You Know?

• The Outdoor Recce Checklist (see below) gives the main areas of consideration to be taken into account, in a word document.

Useful documents

Recommended links

• 大象传媒 Event Safety Guide
• Academy: Staff Briefing for Events
• [大象传媒 network only]
• (Contact 大象传媒 Safety for access)