An event plan is a vital document which outlines all the elements of the event. For example:
- Event safety policy statement which would detail the hierarchical structure of safety responsibility
- Event risk assessment
- Details of the event
- Site safety plan
- Crowd management plan
- Transport management plan
- Welfare plan
- Emergency plan
- Medical plan
- Communications plan
Events plans can take many formats. The council and the Safety Advisory Group would like all event organisers to present a standardised version of their event plan for consideration. In order to do this we ask all event organisers to consider using our recommended Emergency manual outline (pdf, 101 kb) when preparing the first draft.
Examples of completed plans:
It is important that a first draft of the event plan is made available prior to the initial Safety Advisory Group (SAG) meeting. The Land Manager will need to see the final version of the event plan before a land permit can be issued.
Site inspections by Newcastle City Council's Licensing Officers may be necessary leading up to the event with a final check on the morning of the event. Certificates, structural checks, electrical checks, lighting levels must all be made available for checking and approved prior to the event by the Land Manager.
Some events may require an event control, housing key personnel from all relevant agencies, to allow those personnel to monitor and co-ordinate safety and respond as appropriate to any incident which may impact upon safety at the event. The requirement for, and the location of, an event control will be clarified by the event organiser.
The information on this webpage provides advice to those wishing to organise an event on Newcastle City Council Land. However, the information contained on this website can also be used for all events whether they take place on Newcastle City Council Land or on private land. Our advice is intended as a simple step by step guide to running an event but it is not a definitive guide to event safety or management. It is offered without regard to the specific circumstances of individual events and/or the knowledge or experience of the individuals running those events. Event organisers should always seek advice from experienced health and safety and event management professions before proceeding.
Please note: This information has no legal force and is not an authoritative interpretation of the law, which is a matter for the Courts. It is intended to help businesses to understand in general terms, the main features of the legislation. The information is not a substitute for the legislation and you should refer to the text of the legislation for a full statement of legal requirements and obligations. Where appropriate, you should seek your own independent legal advice.
You may also need a specific licence for your event. For more information on the licences that may be applicable, visit licences and permits
For further information, please contact Events Licensing, Public Safety and Regulation, City of Newcastle upon Tyne, Civic Centre, Newcastle upon Tyne, NE1 8QH.
Phone: 0191 2777130