Health and safety

Event Management Plan (EMP)

The key to a good event is a strong event management plan. This should be a detailed, accurate and comprehensive document which sets out exactly what will happen at the event, the procedures in place to manage it safely, and what will be done to deal with expected or unexpected situations and emergencies.

When applying for a location in Southwark, the supporting information required with your application will make up the major content of your EMP.

An event liaison/planning group consisting of key council officers, blue light services and event organisers may be required by the council to discuss all aspects of the planned event.

Risk assessment

Any event, big or small, should be risk assessed thoroughly in order to identify potential problems in advance and develop actions to reduce or remove the potential problems. Organisers must undertake risk assessments for all activities, equipment and the event site overall.

The main purpose of a risk assessment is to:

• identify hazards, the risk they pose and who is at risk from them
• assess the severity and likelihood of the risk
• control the risk by preventing the risk occurring, removing the original hazard or by putting measures in place to protect the people or things at risk

There are many formats which can be used to complete a risk assessment and you can choose whichever suits you best. Most people find that using a matrix/grid structure helps them to work through the assessment. Examples of risk assessment matrix are available from the events team.

Many suppliers can provide you with specific risk assessments for the use and handling of their products.

Safety Advisory Group (SAG)

Organisers of events in Southwark may be required to attend one or more meetings of the Safety Advisory Group. This group includes representatives from the police, fire brigade, ambulance service, transport authority, and local authority teams such as licensing, environmental health, community safety, parks and events.

Acceptance of an application to hold an event in Southwark will depend on the advice given by members of the SAG, so it is important to provide detailed, accurate and up to date information to this group so they're able to advise properly.

Children and vulnerable adults

The protection of vulnerable people at events is vital. Whether they are performing, taking part in workshops or simply attending as audience members, it is important that children and vulnerable adults are protected from harm. Event organisers should have in place an appropriate vulnerable people protection policy to outline what will be done throughout the planning and running of the event to ensure nothing happens to put children or vulnerable adults in danger or at risk of harm or abuse.

Children may get lost or parents and guardians may lose children and so a 'lost child' procedure must be in place that identifies arrangements for the safe care of children until they are reunited with their parent or guardian. An example lost person's procedure is available from Southwark's events team.

Page last updated: 04 August 2023