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Planning for an event will involve undertaking a risk assessment. The responsibility for the preparation of the risk assessment lies with the event organiser. 

Risk is the likelihood of realisation and extent of a hazard. In a risk assessment, risk should reflect both the likelihood that harm will occur and its severity. The aim of a risk assessment is to identify those risks, posed by the site of activity, to members of the public, participants and employees and to set out the means by which the risks may be eliminated or minimised.

It will be necessary to visit the site or venue to identify specific hazards. Hazards being anything with the potential to cause harm e.g. a dangerous item or substance, condition, situation or activity. View an example of a risk assessment (pdf, 14 kb).

The following areas will need to be considered in a risk assessment: 

The event:

  • location;
  • time;
  • nature; and
  • duration.

The venue:

  • capacity and crowd movement;
  • site location/design;
  • access/egress including emergency access/egress;
  • evacuation routes;
  • support facilities e.g. power supplies, WCs; and
  • parking or transport.

Persons attending:

  • profile; or
  • Configuration, e.g. segregation.

Crowded Places Guidance 2017

To access the latest guidance published by the National Counter Terrorism Security Office go to Crowded Places Guidance 2017

Site Construction

Attention should be made to any temporary structures used in connection with an event that in the event of failure is likely to harm directly or indirectly members of the public. A competent company must be contracted to supply and erect any temporary structure e.g. marquee or stage. The company must provide the event organiser with a signing off certificate placing the safety of the construction and erection of the structure with the competent contractor and not the event organiser.

Stability calculations must be provided to Newcastle City Council's Building Section for any large tent or marquees greater than 12m in span and framed tents greater than 9m in span. Building Control Officers can be contacted on 0191 2778981.

Temporary structures (pdf, 188 kb)

Electrical installations

On the completion of installation of any temporary power supplies they are to be examined, tested and a certificate issued and signed by a competent and suitably qualified person as complying with the 16th Edition of the IIE Regulations. It is the responsibility of the event organiser to request copies of the PAT certificates from the contractor prior to the event.

More information abour electrical installations (pdf, 11kb)

 Other considerations:

  • noise Control (both people on site and resultant noise pollution);
  • communications;
  • first aid/welfare; and
  • signage.

The following areas should be considered for their impact on any risk assessment:

  • landscape of site;
  • crowd movements;
  • vehicular movements prior, during and after event;
  • trip hazards;
  • damage to hearing;
  • electrical risk;
  • fire;
  • evacuation of site;
  • alcohol sales;
  • special effects; and
  • litter/refuse.

The above list is not exhaustive; it is merely representative of types of potential areas of risk and is intended to stimulate consideration of all aspects that may impact on the event.

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, Regulation & Development, City of Newcastle upon Tyne, Civic Centre, Newcastle upon Tyne, NE1 8QH.
Phone: 0191 2777130
Email: events@newcastle.gov.uk

Page last updated: 
8 June 2017
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