1. Choosing an event site

1.1 Permission to use venue/land for the event

Whether the proposed site is private or public, the event organiser must seek and obtain written permission from the land owner to use the proposed site for the purpose intended.

1.2 Events on council owned land

To undertake an event on council owned land (such as parks or open spaces), the event organiser will need to contact the relevant department to check whether the outdoor space required on the relevant date(s) is available, and obtain written permission to use said land.

It is a pre requisite that all events held on council land go through the Safety Advisory Group (SAG) – more details on this group can be found on our website.

To make an enquiry email

1.3 Suitability of site

Consider the suitability of the site in terms of the event you are proposing and the target audience.

Factors to consider may include:

  • size and nature of the site
  • ground conditions
  • accessibility
  • transport links
  • licensing requirements
  • proximity to a hospital
  • current infrastructure
  • car parking
  • external surroundings
  • potential for complaints/objections etc.

1.4 Accessibility

This is an important part of your planning to ensure that you are not inadvertently excluding anyone from attending.

For example consider:

  • wheelchair users and people with mobility impairments
  • visually impaired people
  • people who are hard of hearing or Deaf
  • people with hidden impairments (e.g. speech)
  • people with learning disabilities
  • people with mental health issues
  • the individual needs of some participants

Things to consider may include:

  • additional training for stewards
  • suitable signage, suitable and marked access routes
  • accessible toilets
  • viewing platforms and viewing areas with disabled access
  • disable parking
  • communication methods - sign language interpreters, captioning, touch tours, audio description

This is by no means an exhaustive list.

There is an additional guide outlining further guidance that you should consider when organising an event that is fully inclusive. View it here.

It is important to communicate the event’s accessibility in promotional materials.

2. Insurance

It is vital that any event has the appropriate insurance in place to indemnify against any civil litigation. The type and level of insurance required depends on the event and the risks involved. 

All third parties (such as caterers, amusement suppliers, entertainers) should furnish to the event organiser (and to us when relevant) proof of insurance prior to commencement of work or activity associated with an event.

All dates associated with insurance documents should be checked to ensure they are valid and cover the date of your event.

If you are using council land or have received any funding from us, you must advise us and the Safety Advisory Group of all activities that you are planning as part of this event at an early a stage possible.

The levels recommended by us are £10m for employers liability and £5m for public liability.

Examples of activities that are classed as hazardous are listed below:

  • any event which exceeds 500 persons
  • contact sports
  • water based activities
  • any event where alcohol is served
  • cookery demonstrations where there is a risk of fire damage or injury to participants
  • mechanical rides/amusement devices/fairgrounds/circuses/motorised vehicles
  • bouncy castles/inflatables/trampolines
  • motorised sports/racing/aircraft and other aerial devices
  • show jumping
  • horse racing
  • donkey derbies or the use of animals
  • bungee jumping
  • parachute jumping
  • abseiling or rock climbing
  • rock or pop concerts
  • fireworks display
  • dances/discos on a commercial basis for the personal benefits of the hirer
Your insurance providers should be advised if you intend to have these activities or similar in advance of the event taking place to ensure that you have the sufficient level of cover in place.

Certain organisations and businesses, such as creches, nurseries, restaurant/coffee shop franchisees, gym operators, may also be required to provide higher levels of insurance also.

3. Site plans/map

It is recommended that all events have a plan of the venue as it will assist with visual planning.

It is expected that all larger events, especially those held outside, should have a site plan available including a full, detailed site map which shows:

  • entry and exit points
  • emergency evacuation access routes
  • event control point
  • welfare point
  • first aid point
  • location of all attractions (rides, caterers, stages etc.)
  • the location of generators / power / water etc.
  • all key distances / measurements
  • the location of fencing / trackway plan if required
  • steward points
  • licensed areas

This will:

  • assist the general management of the event
  • help when directing contractors whilst on site
  • help arrangements for any emergency

Site plans/maps should be shared with relevant agencies including SAG where applicable.

4. Consultation/communications

4.1 Contact with local agencies

Event organisers should make contact with agencies such as council, PSNI, Fire and Ambulance Services to advise of their proposed event and to discuss any potential issues that may arise i.e. conflicting events, road closures/road works, emergency vehicle access etc.

Lisburn & Castlereagh City Council SAG

Phone: 028 9244 7300

Police Service of Northern Ireland

Phone: 028 9260 0987

Northern Ireland Fire and Rescue Service

Phone: 028 9266 4221 (Headquarters)

Northern Ireland Ambulance Service

Phone: 028 9040 0999

4.2 Communicating with local residents/neighbouring properties

Event organisers should communicate event details with local residents and businesses that may be affected during the build-up, delivery or breakdown of the event, particularly if the event has any of the following:

  • noise from PA systems, generators and/or staging, performers
  • high numbers of attendees
  • overnight equipment or a prolonged build break lasting several days
  • full use of a park – such as fencing and/or ticketing the site
  • the need for a traffic management plan/coning order
  • a licensed bar(s) operating past 10pm ‘immediate’ residents are those that neighbour the park or open space and will be directly affected by the event taking place

Communication should be well in advance of the event to avoid any potential issues.

For major events, this process should begin at least six months before the event date.

Communication can be via letters, mail shots or physical visits to residents and businesses.  It should describe the event and provide contact information so those likely to be affected can raise concerns and ask questions etc.

4.3 Promoting/advertising the event

Consider when and how you will promote the event. Think about who the target audience is and determine the best way to get the information to them i.e. mailshots, newsletters, social media, radio, signposts* etc.

*please ensure you have sought the appropriate permissions in relation to placing signage etc.

Be sure to include important information such dates and times, entrance restrictions, ticket sales information, any limitations/exclusions, access information, age restrictions, parking information, public transport information etc.

Advertising should be early enough for people to make arrangements and buy tickets etc. but not so far in advance they forget about it.

We will only promote events organised directly by us.

If you wish to have your event promoted through the Visit Lisburn Castlereagh website, please email details along with any appropriate and relevant images to

Be mindful not to advertise your event so successfully that you and your event team are unable to deal with the number of people in attendance or that you pass the capacity limit of your venue/site causing a safety concern.

5. Roles, responsibility and competency

All persons with a role in the event should be ‘competent’ i.e. be suitably trained, have relevant experienced and have the skills and knowledge necessary, or where necessary be supervised by competent persons.

A list of responsible persons along with their role and contact details should be provided in the event management plan.

5.1 Event organiser

This individual is responsible for:

  • overall safety of everyone involved or anyone that may be affected by the event
  • co-ordinating the relative roles of all those involved in the delivery of the event
  • providing an event plan, which explains the programme and main features of the event and precautions in place to ensure its complete safety

5.2 Safety officer

The Safety Officer is the competent person who understands the principles of risk assessment.

Their role is to view the proposed event from purely a safety aspect and ensure control measures identified as part of the risk assessment are suitable and are being complied with throughout the event.

5.3 Contractors, sub-contractors, vendors and self-employed workers

Anyone that has been hired to carry out work or provide services that is not an employee, organiser or owner.

They have a duty to ensure that anyone who is affected by their work is not exposed to risk.

They must liaise and cooperate with the event organiser/safety officer and other contractors on site.

They must:

  • produce their own risk assessment for the event
  • provide adequate information, instruction and training to their employees carry out their work safely
  • have correct levels of insurance in place

5.4 Other staff and volunteers

Most of the community events organised within our area are staffed by volunteers and without these volunteers, events would not be the success they are.

To allow volunteers to feel empowered in assisting you with your event, they must be:

  • properly selected, trained, instructed and supervised as necessary
  • provided with a means of communication i.e. radio
  • briefed and clear on their roles and responsibilities
  • trained in emergency procedures

As an event organiser you should be assured that anyone involved with your event can answer a range of queries (such as the location of the toilets, first aid, lost children point etc.) and that any volunteer can confidently deal with issues that arise (such as there is correct supervision of children when inflatables are used or implementing a queueing system during busy periods).

Volunteers in the role of steward should be engaged with the event and know how to highlight potential problems at an early stage and therefore if your volunteers are on their phones or speaking with friends instead of overseeing the role they have been allocated, you or a supervisor need to be confident in switching volunteers in roles. This will minimise the risk to you as event organiser and also ensure that a lasting, positive impression of your event has been left with your customers.

Read additional free guidance relating to volunteers at events on the links below.

Guide for organisers of voluntary and community events

Event safety for volunteers

6. Safeguarding - lost children and vulnerable adults

During the event there is the potential for children and vulnerable adults to become separated from their parents or responsible adult.

Prepare a policy, which identifies arrangements for the safe care of lost children and vulnerable adults until they are reunited with their parent/guardian.

There should be a designated collection point, supervised at all times with fully briefed workers.

Such a point should NOT be signposted as the lost child point as this could attract predators.

Anyone directly dealing with children must be ACCESS NI checked, and this may be subject to police checks.

Ensure lost children are not left in the sole care of a single worker.

In some circumstances it may be necessary to make an announcement over the PA system. Take care to ensure announcements do not refer to children specifically or give personal details, descriptions or names.

If a child is reluctant to go with a parent or collecting adult seek a second opinion from the police.

A signature from the parent/guardian and proof of identity should also be obtained. Once a child has been reunited with their parent or guardian, inform stewards and police immediately if they have been involved and keep a record of all incidences.

7. Fire safety

The Northern Ireland Fire and Rescue Service (NIFRS) can give advice on fire safety matters. Additional guidance regarding generator use at an event can be found detailed under ‘infrastructure amenities’.

7.1 Fire risk assessment

A suitable and sufficient assessment of the risks of fire at the event must be carried out. The assessment must take account of temporary structures such as tents and marquees.

Further guidance can be found at:
NI Fire & Rescue Service

Fire safety law and guidance

Fire risk assessment at open air events and venues

7.2 Fire fighting equipment

The fire risk assessment should help determine the type, number and location of fire extinguishers/blankets to be provided at the event.

Ensure stewards know where the equipment is and how to use it and be told not to attempt to fight major fires.

The fire service recommends you keep your fire risk assessment separate from your general risk assessment.


  • how and where is a fire most likely to start?
  • can the risk be eliminated or reduced?
  • detection measures
  • raising the alarm
  • evacuation procedures
  • firefighting equipment – what and where
  • training of stewards and event personnel in the event of a fire
  • procedures are in place for calling the fire brigade – who? when?
  • maintenance of emergency routes and access

The NIFRS is responsible for enforcing fire regulations and legislation.

9. Stewarding and security arrangements

Event organisers should consider:

  • how the public attending will be managed
  • how working areas or backstage areas, will be secured
  • how an incident will be controlled
  • how many security staff will be required (considering location, weather conditions, timings, types of entertainment, audience profile etc.)
  • where security staff will be located
  • what hours security staff will be employed

Most events, although not all, will require some professional security. The main purpose of security and stewarding is crowd control and it will be your risk assessment that will identify what your security requirements will be. It is the event organiser’s responsibility to ensure there are enough stewards to cover the size of the event.

Stewards must be competent and trained to the required level for the task at hand.  They must be adequately briefed by organisers/safety officers as to their roles and responsibilities on the day.

More information can be found at

10. Communication during the event

10.1 Communicating with attendees during the event

It is essential that organisers, stewards and other staff are able to communicate effectively between each other and with attendees particularly for example in the event of an evacuation.

Methods of communicating information to relevant persons must take into account effective communication with deaf and hearing-impaired people who will need to be informed of the emergency by sign language or written instruction.

Communication systems such as radios, mobile phones and public address systems are useful during an event. Mobile phones are considered unreliable for major events; so two-way radios will be expected as a requirement.

In addition, major events will require an event control point, from where all event operations and production can be centrally controlled.

An event communications plan should be produced which will detail all systems, protocols, contacts and channels.

10.2 Media handling

Where the event may attract media attention, senior members of the team should be ready and prepared to give statements about the event.

Where social media is used to promote the event a member of the team should be dedicated to updating messages/posts on the run up to and throughout the event.

Details of promoting event can be found in the ‘Promoting/Advertising the Event’ section.

11. First aid provision

The level of first aid cover should be based on your risk assessment, and following consultation with the ambulance service and any relevant chosen first aid provider for the event.

Consider the following in order to evaluate the cover required at your event:

  • location
  • event activities
  • audience demographic
  • duration of event
  • weather

Some events require the presence of an ambulance on site, this must be considered as part of the risk assessment process and a suitable contract put in place prior to the event.

You must ensure that the organisation you choose is competent, well trained and able to meet the demands of the event for example, well known organisations such as the British Red Cross and St John’s Ambulance.

Please be aware that a first aid at work certificate is not adequate for providing cover at a public event.

If your event is likely to attract a younger audience, your first aid providers will also need to be trained in paediatrics.

It is best practice to employ a professional provider of first aid cover who will have all the necessary training and insurances in place.

Best practice states you should have a dedicated, clearly signposted first aid point at your event. This should not be doubled up as a welfare point, and staff should be dedicated to the role.

You will also need to consider emergency services access in and out of your event, as outlined further in the traffic management section.

12. Traffic management and transport plan

A detailed, illustrated traffic management plan is an essential part of the Event Management Plan and should include the following details:

Access and egress

  • entrance and exit routes to/from the site
  • emergency exits (including details of signage and lighting)
  • ground protection (if there is a likelihood of poor weather)
  • any provisions to minimise congestion on surrounding roads


  • car parks
  • entrance and exit routes
  • signage
  • stewards
  • pedestrian walkways
  • lighting (if the event will take place in dusk or darkness)
  • ground protection (if there is a likelihood of poor weather)
  • any suspensions of existing parking bays

Beware of fields that may get boggy if it rains - you may need a tractor to help vehicles on and off the site and a road sweeper to clean any mud off the road.

Road closures

  • road closure locations
  • diversionary routes
  • barriers
  • signage
  • stewards
  • access for emergency vehicles

Public transport
How the event will impact on local services and details of consultation with local providers.

13. Crowd management

When dealing with large numbers of people at events or limited numbers of people permitted on a site or in a specific area, it is important to consider how the crowd will behave and whether or not the crowd will need to be managed.

For example activities such as fire performances or a parade of vehicles, would need to be segregated from members of the public, preferably using barriers, or queuing systems may need managed so that they don’t obstruct traffic routes etc.

13.1 Entrance/exit points

Consider how the public, vendors and contractors will enter and exit the site. If the event has complex entrance/exit arrangements e.g. separate entrances for ticket or cash sales, pre-sold entrance points or is an enclosed area please add more detail to this section.

Maps or diagrams may be useful if it is difficult to describe.

13.2 Management of attendee numbers

Details regarding how the number of attendees at the event are to be limited, monitored and/or controlled must be considered e.g. ticketed event, monitored entrances and exits, staggered entrance/exit times etc.

Managing entry

If the site is fenced off or there is an admission fee for the event, consider:

  • how you will secure the site
  • how you will accept payment / exchange tickets
  • how you will monitor numbers and ticket sales
  • if a queuing system will be required
  • if a pass out system will be required
  • how you will securely manage your cash
  • what your terms and conditions of entry are (these should be displayed on the tickets where possible, as well as at the entrance to your event)
  • whether you require any admissions policies, for example, age restrictions or search policies

13.3 Fencing/barriers

Decide if you need to provide barriers around attractions, displays and equipment to protect the public and/or to prevent unauthorised interference. Any fencing or barriers used must be capable of withstanding the load placed on it, therefore single rope barriers may not be sufficient.

Consider where barriers are to be used including their type and location.  It would be useful to detail where barriers are to be used on a site plan.

It may be useful to consider how the queues to use attractions or food vans will be managed. This may be managed by staff or role lines as a way to minimise conflicts between customers.

13.4 Signage

Clear and adequate signage is important when managing crowds and especially when managing the flow of the crowd in an emergency situation.

Signs outlining where the entry and exit points are, car parking/public transport location, toilets and first aid provision should be visible to the crowd as well as easily identifiable on any maps provided.

Consider how anyone with a disability will be able to view this information.

Please note it is not recommended that the area for lost children is signposted but it is vital that all staff, including volunteers, are aware of where to send children and families in these incidences.

14. Emergency procedures

As part of the event planning process it is important to consider what you would do in the event of a health and safety related incident or emergency.

Incidents that could require an emergency plan include:

  • severe weather conditions
  • equipment failure
  • loss of services and utilities
  • overcrowding
  • fire
  • bomb threats

An emergency plan will depend on the nature of the event, its location and the numbers attending but the general risk assessment will help develop an emergency plan, which should be discussed with emergency services before the event takes place. 

As a basic requirement it should include details on how to:

  • alert and mobilize resources (e.g. emergency services)
  • communicate with staff, volunteers, stewards, security personnel and attendees
  • contain the situation and remove people from danger
  • stop the event
  • treat casualties
  • deal with the non-injured
  • liaise with the emergency services
  • manage public information (e.g. media)
  • identification of holding areas for performers, workers and the audience
  • identification of emergency routes and access for the emergency services
  • people with special needs

All staff and volunteers must be briefed on emergency procedures. 

Emergency vehicles access/routes 
Site maps/plans should detail any dedicated emergency vehicle access routes and rendezvous points or any public routes or locations that may be used for emergency vehicles. These must be kept clear of obstructions at all times.

Handover procedures
Arrangements/procedures for the hand-over of control of aspects of the event to relevant agencies in the event of an emergency should be outlined in the EMP.

15. Extreme weather

Severe weather warnings are issued by the Met Office and can be found on their website:

Extreme weather may require specific actions to be taken to prevent injury or damage.

In considering extreme weather, be prepared, where appropriate, for sun and heat, as well as rain, wind etc. and remember that heat health impacts can occur very quickly in heatwave conditions.

16. Temporary structures

Temporary structures can be anything from marquees and grandstands to stages and podiums. You should choose an experienced and competent supplier, requesting the appropriate safety documentation from the company providing the equipment.

This should include:

  • risk assessment
  • method statement
  • current public liability insurance
  • company health and safety policy
  • certificate of work completion/sign-off

All structures should be:

  • capable of withstanding wind forces and bad weather conditions
  • erected by competent persons

16.1 Marquees

Marquees should be:

  • situated at least six metres apart, have adequate emergency lighting and escape routes
  • inherently or durably flame-retardant (certificate of compliance may be required)
  • regularly checked for supporting poles, frames, guys, stakes and anchoring prior to the contractor leaving the site

All temporary structures must adhere to The National Outdoor Events Association Code of Practice for Outdoor Events and the institution of structural guidance.  The company erecting the marquees on council property must check the area for any obstacles (such as cables etc.) before inputting stakes.

As part of the event management plan, you should have the following information available:

  • details of any temporary structures that will be at the event, e.g. marquees, stages, lighting columns
  • loading calculations, for instance for safety barriers
  • details of the contractors who will be assembling and disassembling the structures
  • confirmation that the structures will not be used until a certificate of compliance has been provided by the contractors

Please detail any temporary structures that will be used at the event e.g. grandstands, stages and marquees.

You should provide details of how the safety of such structures is ensured through their appropriate design/materials, correct siting/positioning and procedures for their safe erection/dismantling.

Written certification must be obtained by you from the company providing the structure stating that it is safe in the location it has been placed.

17. Funfairs and inflatables

If you are planning to include amusements such as fairground rides, bouncy castles etc. you need to ensure they are approved for commercial use and that operators have the appropriate level of public liability insurance in place.

17.1 Bouncy castle safety

When a bouncy castle is inflated and before use, safety checks should be carried out by the business, which include the following:

  • when using it outside, all the anchor points must be used, with metal ground stakes at least 380 mm long and 16 mm wide, with a rounded top. They should have a welded metal 'O' or 'D' ring fitted to the end
  • all inflatables must have at least 6 anchor points. The operator manual will tell you how many there should be – make sure they are all still in place and have not been removed
  • if ground stakes cannot be used because of the surface (e.g. tarmac) then use ballast weighing at least 163 kg with suitable fixings to attach the guy ropes. The inflatable should be tightly secured to the ground so that the wind cannot get under it and lift it up
  • if an inflatable is being used indoors, the operator's manual will tell you what anchorage is needed to maintain the shape of the device and prevent overturn
  • no inflatable should be used in winds above 24mph, which is Force 5 on the Beaufort Scale (small trees in leaf begin to sway)
  • some inflatables may have a lower maximum wind speed for operation. Always check the manufacturer's operating manual to confirm the maximum wind speed for the safe operation of the inflatable
  • use an anemometer to measure the wind speed at regular intervals. If one of these is not available, the inflatable should not be operated
  • there are no holes or rips
  • all other equipment is safe, including the blower

Safe use and supervision

The operator should follow the instructions, including making sure:

  • users are always supervised
  • the number of users does not exceed the limit given in the instructions
  • people can get on and off safely, with mats at the entrance
  • they regularly check anchor points are still secure
  • they use an anemometer to measure wind conditions at regular intervals 
  • it's safely deflated if the weather becomes unsuitable

Please review the manufacturer’s guidance for your inflatable bouncy castle and ensure all safety requirements are implemented and are maintained. This should be included in your risk assessment or the risk assessment of the contractor providing the equipment.

Guidance on safety of inflatable devices is available at

Guidance on the safety of fairground rides is available at  

17.2 Fun day activities

When organising community or family fun days, you should consider the risks to using certain equipment for examples trampolines, bucking broncos, zorbing etc.

Any inclusion of such activities should be detailed in your Event Management Plan and risk assessment with details of necessary safety documentation and increased insurance cover.

If your event will take place on council property or has received council funding, you should advise our officers of your intention to include these and seek further advice before committing to any contract.

18. Food provision and safety

Any professional caterers must be registered with the council and have received training in food hygiene; this applies even if food is being given away for free.


19. Noise control

A noise management plan should be produced for any event where there is a risk of noise nuisance i.e. live or amplified music, large crowds, machinery, funfairs, PA equipment etc.

The noise management plan should identify all potential sources of noise nuisance, detail steps that will be taken to minimise the risk of nuisance and how complaints received before, during and after the event will be addressed.

In general, noise beyond 11pm must not be audible beyond the site boundary.

Consult with all affected neighbours if noise cannot be contained and agree times and measures to mitigate noise nuisance.

If your event is a concert, appoint qualified noise consultants with experience of limiting off site noise, who can both minimise the offsite impact and demonstrate that you are meeting your licence conditions.

20. Animals

There are various animal welfare rules and risks associated with the use of animals. Competent contractors should be used and should be able to provide a thorough risk assessment for the event.

E Coli risk

All animals have E Coli in their gut and this is commonly transferred to yards fences etc.

E Coli infection can be fatal especially to young children. The provision of adequate hand washing facilities is very important to maintain safety.

If your event involves petting of farm animals consult and apply the relevant guidance and ensure that there is sufficient hand washing facilities available for visitors to use after handling any animals.

Pets or fish as prizes

There is a concern that the welfare of pets offered as prizes are poorly protected. It is best to avoid this, but if not, you must ensure by law that arrangements are in place to ensure that no pet is issued to anyone under 16 without responsible adult present.

Support animals (such as guide dogs) will require access to events which should be included as part of the planning process.

When arranging events that are pet friendly, organisers must ensure they have adequate facilities for this (bags and bins for animal waste, watering points on warm days etc.)

Please ensure advertised as part of the event so that those attending will be aware of in advance that animals will be present.

The event organiser will also need to ensure they have sought permission from the venue/site owner in advance.

Event organisers of animal friendly events held on council grounds or have received funding from us should advise the Safety Advisory Group.

21. Fireworks and sky lanterns

Northern Ireland Fire & Rescue Service does not endorse the use of Chinese sky lanterns and would discourage their use. The floating lanterns contain a naked flame which represents a significant fire risk to life and property when they come down to earth.

The law says you must not set off or throw fireworks (including sparklers) in the street or other public places and must not set off fireworks between 11pm and 7am. The exceptions are:

  • Bonfire Night, when the cut off is midnight
  • New Year’s Eve, Diwali and Chinese New Year, when the cut off is 1am

If you plan on running an event involving fireworks, take into account the information about firework safety from our website on this link

More information on licensing can be found on this link.

22. Infrastructure amenities

22.1 Electricity and use of generators

Ideally your event should use a mains electricity supply if possible, however depending on the site, generators may be required.

Where generators are required, they must be diesel, must be suitable for the required load and must be installed and maintained by a competent person.

Keep the generator guarded with a barrier and store fuel away from structures and any combustible materials. Bear in mind, they can also be noisy so consideration will have to be made within your noise management plan by keeping them away from nearby properties or providing effective sound insulation.

All electrical installations must be installed and maintained by a competent person.

All electrical appliances should be in good working order and positioned safely with electrical cables kept away from the public so far as possible.

All portable equipment must have current Portable Appliance Test Certificate (PAT).

The electrical system must have an electrical ‘trip’ such as a residual current device (RCD) that will switch off the supply if there is a fault – these devices save lives.

Indicate the source(s) of power to be used at the event – connection to a fixed installation or generators. The name of the person competent to carry out electric installation work should be named.

Reference should be made of how the equipment will be weatherproofed, isolated from the public and trip hazards prevented.

Outdoor events must use residual current breakers and, if possible, step the power supply down to 110 volts.

22.2 Provision of water

The provision of free drinking water is important at all events, and water tanks/hydrants may be required.

The organiser must ensure that the water is of a drinkable quality.

22.3 Provision of toilets

Assess expected numbers and determine the number of toilets required in addition to any fixed toilet facilities at the site.

When planning toilet provision, consideration should be given to the location, access, duration of the event and type of facilities; including the provision for hand-washing facilities, maintenance, cleaning, lighting and signage.

As a general rule you should provide at least one toilet per 150 people attending, although this will depend on the type of event (see the table below to give more specific guidelines).

Particular attention should be given to accommodating the needs of disabled people. Accessible unisex facilities should be made available on level ground without steps.

It is also beneficial to have a nominated person or team to supervise the toilets and carry out any necessary cleaning or replenishment.

Events with a gate opening time of 6 hours or more
Females: 1 toilet per 100 plus disabled toilet facility
Males: 1 toilet per 500 + 1 urinal per 150 males plus disabled toilet facility
Events with a gate opening time of less than 6 hours                             
1 toilet per 120 females
1 toilet per 600 males + 1 urinal per 175 males plus disabled toilet facility


22.4 Lighting

Consider time of day the event will run - will it be dark during set up, or during the event or towards the end?

Is there a need for additional lighting around entrances, walkways, carparks etc?

If the event needs lighting, priority should be given to first aid points, toilet areas, pedestrian routes, car parks, information points, access and egress.

22.5 Management of waste/litter collection/clean-up

You will need to provide suitable waste receptacles and ensure arrangements are in place to clear up any litter around the event site. Arrangements must also be made for the removal of waste from the event site immediately after the event. We operate a commercial waste and recycling service. Alternative waste and recycling companies can be found in local directories and via the internet.

Any waste contractor or carrier used must:

  • be registered with the Environment Agency – and be able to provide proof of this. If they can't do this, seek an alternative contractor who can
  • bring the waste to a proper site (it is the responsibility of the event organiser to ensure this is the case)