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Guidance

Guidance documents

The documents/links below will help you organise your event safely

The Purple Guide is designed to provide guidance for event organisers, suppliers, local authorities and others involved in the outdoor events industry. 

A simpler Purple Guide Lite for events with up to 500 attendees provides basic guidance for smaller community-type events and also includes an example event management plan template.

Guide to Safety at Sports Grounds (Green Guide) - Sports Grounds Safety Authority Best practice for the design & planning, and the safety management and operation of sports grounds. The free to download Supplementary Guidance 03: Event Safety Management provides a comprehensive overview of the planning and delivery of safe events.

Organising a voluntary event: a 'can do' guide - GOV.UK Cabinet Office guidance to help plan and run successful events with a minimum of red tape and to help find the specific advice for a particular type of event.

HSE guidance on running an event safely - whether you're organising a small gathering or a large-scale event, HSE guidance provides practical advice to help you meet your health and safety obligations by helping you to plan, manage and monitor events effectively:

Templates

Topic specific guidance

Animal health and welfare

The local authorities have a responsibility to ensure the health and welfare of animals.  Event organisers should give careful consideration to the welfare of animals taking part in (or visiting) any event.  The basic duty of care applies in all situations, including while at markets and shows.

Where an event incorporates any display, exhibition or performance that involves any vertebrate animal, the person responsible for that animal is required to be registered under the Performing Animals Act 1925, and should consult with the local authority trading standards team.

Amusements

PIPA is a national scheme dedicated to the safety of inflatable play equipment.  Bouncy castles and other inflatable play equipment is required by law to be inspected every year and should be issued with a PIPA tag and PIPA certificate to demonstrate it meets industry standards.  See www.pipa.org.uk for further information.

All fairground equipment must comply with HSG175 Fairgrounds and amusement parks: Guidance on safe practice - HSE

Bouncy castles and inflatables

Health and Safety Executive - Other play inflatables safety advice has some simple precautions which can help you avoid serious incidents when hiring or operating bouncy castles and inflatables for an event.

Camping

When you have camping at your event, you are likely to get people using disposal barbeques.  Not used under correct conditions they can cause a build-up of carbon monoxide.

Advice is available from Derbyshire Fire & Rescue Service about BBQ fire safety and the dangers of carbon monoxide.  It is potentially fatal and even low-levels of the poison can cause lasting damage to your health. You can’t see it, taste it or smell it but carbon monoxide can kill quickly without warning.

Lethal levels of carbon monoxide can quickly build up in enclosed or poorly ventilated areas so when using disposable/portable barbecues:

  • Never take a portable/disposable barbecue into an enclosed space, like a tent or caravan, for cooking or heating purposes. If cooking in an enclosed space use a gas light or stove instead.
  • Don’t bring the barbecue inside the tent or caravan to cool down. It can still be active and give off carbon monoxide.
Carbon monoxide aware poster

Communications

Communication systems such as radios, mobile phones and public address systems are useful during an event.  For small events a portable loud-hailer may be sufficient.

Contingency planning

You may need to consider what could go wrong on the day and draw up a contingency plan to deal with each emergency or contingency, eg severe weather could lead to your event being cancelled; how would you communicate this to the public?

Fire safety

Equipment for putting out small fires should be provided throughout the site (eg fire extinguishers, fire blankets).

A separate fire risk assessment is required for all events, either in buildings or the open air, in line with the Regulatory Reform (Fire Safety) Order 2005.

Derbyshire Fire & Rescue Service: Fire safety advice for events

Event Safety Guidance – National Fire Chiefs Council

  • Traders Fire Risk Assessment
  • Temporary Structures Fire Risk Assessment
  • Food Concessions Fire Risk Assessment
  • Event Organisers Checklist
  • Semi-Permanent Tented Structures Providing Sleeping Accommodation

Fire safety risk assessment: 5-step checklist- GOV.UK 

Fire safety risk assessment: open-air events and venues - GOV.UK

Fire safety risk assessment: large places of assembly - GOV.UK

Fire safety risk assessment: small and medium places of assembly - GOV.UK

Fireworks & bonfires

Explosives Industry Group Guidance (EIG): replaces HSE Guides HSG123 & HSG124

First aid

First aid provision needs to be suitable for the number of people expected to attend and for the type of event.

A first aider is a person who holds a current certificate in first-aid competency from any of the three voluntary agencies: St John Ambulance, British Red Cross or St Andrews Ambulance Association (or other recognised bodies or organisations).

NB: The holding of a Health and Safety at Work or three-day First Aid at Work certificate does not necessarily qualify a person as competent to administer first aid to the public at events.

Food, drink and water provision

Event organisers must ensure that food preparation is undertaken in hygienic conditions and complies with the relevant legislation.  The name and address of all caterers should be passed on to your local authority’s environmental health team to check that they are registered as a food business in advance of the event.

Food outlets will require a supply of fresh water and a waste water disposal facility to be sited near to their outlets.

Consider making free drinking water available on site, particularly in the summer months. 

Hot weather

Heat health guidance for mass gatherings has been produced by the UK Health Security Agency and provides public health principles to support planning for your event during periods of hot weather, and how to reduce the impact of it.

Members of the public attending events are encouraged to review the 'beat the heat' resources. Event organisers are encouraged to promote these resources to attendees.

Information and welfare

Disabled spectators and participants should be considered during the planning of your event.

You should have a procedure in place for lost/found children and vulnerable persons, which all staff and volunteers are familiar with.

Insurance

The organisers could be held legally liable for the costs arising from any injuries or damage which may occur during the event.  You can insure this risk by taking out a public liability insurance policy.

If using contractors, check that they have their own public liability insurance and ask to see a copy of their policy.

You should also consider whether you may need cancellation insurance.

Licensing

The Licensing Act 2003 states that any regulated entertainment and/or alcohol sales must be licensed through either a premises licence or temporary events notice.  If you are organising an event it is a good idea to contact your local authority’s licensing team to discuss your event and the planned activities in order to establish whether or not licenses are required.

Further information can be found in the Premises licence guidance - GOV.UK

See Useful Contacts for details of licencing teams

Marquees and temporary structures

Marquees and temporary structures, including stages and lighting columns etc, should be capable of withstanding wind forces and bad weather conditions.  They should be erected by competent persons, and subcontractors must supply certificates of compliance.  

See the Health and Safety Executive topic on Temporary demountable structures (TDS)

Noise

Consideration should be given to any element of the event that involves noise that is likely to be audible at any other properties in the vicinity.  In order to minimise noise disturbance careful consideration should be given to the positioning of speakers and stages and the duration and finish times for the event.

Public health / Infectious diseases

Infectious diseases such as measles and meningitis spread quickly in crowded spaces, and measles cases are on the rise across England.

Vaccinations:  We would ask you to encourage all staff/volunteers to check they have had two doses of the MMR vaccination and to contact their GP to arrange any missed doses. The MMR vaccination is available at any age and is free.

Information about the MMR vaccine can be found here: MMR (measles, mumps and rubella) vaccine - NHS. 

The MenACWY vaccine offers the best protection against four kinds of meningococcal disease. Anyone under 25 years old can contact their GP to catch up if they missed this. 

Signs and symptoms:  Ensure staff/volunteers are aware of the signs and symptoms of measles and meningitis and septicaemia. 

Information posters to be displayed at your event including signs and symptoms of meningitis can be obtained by emailing [email protected].

Information for staff during the event:  Measles is spread quickly and easily amongst unvaccinated people. Staff should be aware of the signs and symptoms of measles.  Anyone with a suspected measles infection should be isolated as quickly as possible and advised to leave the event. They should not travel on public transport.  If they require medical attention the healthcare setting must be telephoned first so that the correct processes to avoid further transmission can be put in place. Ask a friend to collect personal belongings to avoid them going back into the event environment.

Meningitis can present with similar symptoms to a hangover but can be very serious if not treated quickly. It is important that both friends/family members and staff are aware of the signs and when to seek help. 

Risk assessment

A risk assessment is an assessment of the risk involved in a particular activity.  This assessment will allow you to make a decision about what steps, if any, are necessary to reduce that risk.

As an event organiser, you have a responsibility to both the public and employees/volunteers to ensure that your event is run in as safe and appropriate manner as possible, and a risk assessment ensures that you have thought through the safety implications and taken all possible steps to reduce risks, where appropriate.

Safety barriers

Decide if you need to provide barriers around attractions, displays or equipment to protect the public and/or to prevent unauthorised interference (eg barbeques, moving machinery, generators and arena activities).

Site preparation and facilities

The site should be big enough for all the activities planned, with plenty of space for the public to move around.  All exit routes should be kept clear of obstruction at all times.

Adequate signage around the event is essential, including toilets, first aid post, lost children, etc.

An event control is recommended from where all event operations and production can be controlled.  This should be staffed for the duration of the event and provided with a telephone.

Where electricity or gas is to be used, detailed arrangements must be made to ensure the facilities are safe.  All wiring, switchgear and generators should be installed in a safe manner by a suitably competent electrician who should provide a written certificate to demonstrate compliance.  The safety standard should be at least that of the current IEE Wiring Regulations.  Gas systems should conform to, and operators have regard to, the LPG Association’s Codes of Practice.

Stewards and security

Enough stewards to cater for the site, size, and nature of the event must be provided and fully briefed on their roles and responsibilities, including crowd control and emergency arrangements.  Written instructions, site plans and checklists should be provided to them.

It is important that stewards can be easily identified by the public and that they can communicate with each other, their supervisor and the event controller.

Street parties

Your guide to organising a street party - GOV.UK sets out what you need to think about and how to go about organising one.

Toilets

Make sure there are enough toilets for the number of people expected to attend, including people with disabilities.

Traffic management and road closures

Event organisers will need to consider the impact the event will have on the road network.  They may need to prepare a traffic management plan, consulting with the relevant highway authority and Police.

Adequate car parking provision must be made to avoid congestion on surrounding roads.  All car parking arrangements should be staffed by designated car parking stewards and have sufficient signage.

Closing a public highway can be a complex legal matter and event organisers should contact the relevant local authority for further information.

Waste management

The event organiser will need to provide waste receptacles and ensure arrangements are in place to clear up any refuse blown or strewn around the site, as well as any refuse generated throughout the day.  Arrangements must also be made for the removal of waste from the event site immediately after the event.

Water pollution

The Environment Agency (EA) has a guidance document for event organisers Preventing Pollution which gives advice on waste management, water management and flooding.

Last updated: 2 Apr 2026, 5:50 p.m.