There are many activities at events with respect to public welfare and environmental protection that must be considered. These include:
Make sure you will have enough medical assistance and ambulances onsite and liaise with your local NHS and ambulance service so they can balance your needs against their local capacity.
Except for small, low-risk events where ambulances may not be required, and at events where they are not onsite, plans should be drawn up in conjunction with the local NHS ambulance service to clarify how patients will be taken to hospital. The Events Industry Forum’s Purple guide includes example first-aid and medical assessments for an audience at an event.
Ensure that adequate sanitary provision is made for the number of people expected to attend your event, including provision for people with disabilities.
Where possible, locate toilets at different points around the venue rather than in just one area to minimise crowding and queuing problems.
Toilets should also be provided with hand washing facilities, including hot water and soap and towels, particularly any facilities that are provided for food handlers.
The following table shows the general guidelines for provision of welfare facilities:
For events with a gate opening time of 6 hours or more
For events with a gate opening time of less than 6 hours duration
1 toilet per 100 females
1 toilet per 500 males, plus 1 urinal per 150 males
1 toilet per 150 females
1 toilet per 600 males, plus 1 urinal per 175 males
If participants or spectators at your event will be drinking alcohol it is important that you consider the potential impacts and risk of this.
Having alcoholic drinks at an event doesn't have to pose health risks as long as precautions are taken. If a person replenishes with water they can reduce the risk of dehydration and heat exhaustion.
Stewards or marshals should be trained to spot signsof heat exhaustion early on. For guidance on the signs see: NHS
To help reduce alcohol-fuelled or drug-related anti-social behaviour think about having:
The Guidelines for the Provision of Temporary Drinking Water Supplies at Events publication is intended for use by organisers of large events such as the Eisteddfod, agricultural shows or carnivals that require a temporary supply from a public or private source or from tankers or bowsers.
It is applicable to all events that require a new connection to the water supply as well as events that connect to an existing supply, e.g. annual events taking place on the same showground.
For further guidance see Private Water Supplies Appendix in the Event Organiser’s Checklist.
Get local caterers on board and source local produce whenever possible.
Event organisers should ensure that all food concessions and other caterers are registered with a Local Authority as a Food Business Operator.
In addition to being registered, it is strongly recommended that organisers should check that all caterers have a food hygiene rating of 3 or above. This can be checked FSA
A list of names, addresses, contact details and details of food hygiene rating of all food concessions (including those giving away food as part of a demonstration) should be provided to the Food Safety Team 21 days prior to the event.
There is limited value in obtaining food hygiene training certificates as they are not a requirement and not all (especially low risk businesses) will have them.
Catering units should be sensibly positioned such as away from children’s activity areas and near to water supplies etc.
Adequate space should be left between catering facilities to prevent any risk of fire spread.
It is also good practice to have separate toilet facilities for food handlers which is provided with hand washing facilities, including hot water and soap and towels. You should also ensure, when appointing food business, that they have their own facilities within their stalls, units, etc., for washing hands, equipment and where necessary, food, including arrangements for the provision/storage of hot water at their food stall that they will be using during the course of the event.
Please see link to Outdoor Catering Checklist and The Nationwide Caterers Association (NCASS). The NCASS is a nationally recognised trade association for mobile catering, outside catering, event and street food catering. In addition to other useful information, their website contains two guides on liquid petroleum gas safety for trailers/ converted vans & marquee/ tent /stall scenarios.
Please contact our Food Safety Team for further information if required at email@example.com or 01437 764551.
The sale of food or goods on the highway will need Street Trading consent. Please contact our Streetcare Team on 01437 765441 or firstname.lastname@example.org
Those planning recreational use of animal pasture (those used for grazing animals) should be aware of the potential risks associated with E.Coli 0157. Children are especially at risk.
Ideally to completely avoid risk of infection by E.Coli 0157 from this source, fields used for grazing or stockholding of animals should not be used for camping, picnicking and play areas.
The risks can be greatly reduced by adopting the following sensible precautions:
Guidance on the recreational use of pasture land
You need to consider if your event needs a lost child station.
All staff at the lost child station should be registered under the Disclosure and Barring Service (DBS).
A register of all lost children/persons should be maintained which includes:
Once a missing person has been reported:
Be respectful of noise sensitive properties in the vicinity and the impact the event could have on them.
Think about the nature and duration of the event.
Ensure that music noise levels are adequately controlled to prevent noise nuisance to residents, particularly the bass component and Public Announcement (PA) systems. It is advisable, to face stages away from residential properties where possible.
Consider speaking to neighbours before the event and provide contact numbers in case of problems.
Further information on noise solutions is available: Public Health
If not properly controlled, obtrusive lighting can cause nuisance for others.
Due to relatively low levels of light pollution Pembrokeshire has spectacular night skies, key partners in Pembrokeshire including the National Park Authority strive to keep our stars shining bright. If your event runs into the evening think about how you can reduce light pollution by lighting what people need to see such as the ground rather letting light spill up into the sky – you are likely to reduce your energy costs and enhance the unique Pembrokeshire ambience of your event.
The Institution of Lighting Professionals – Guidance for the reduction of obtrusive light provides suggestions on how to minimise the problem.
Events will almost always generate some waste mainly food and drink containers and removing this needs to be a key part of your event planning.
Always try to reduce the amount of waste at your event by thinking of refusing, reducing, reusing, recycling, repurposing or rotting the resources you chose to use.
For further guidance on waste management for the event see: WRAP
For further information on waste and recycling please contact the Waste Management Team on 01437 764551 or email@example.com
If your event welcomes dogs it is advised that you ask people to be responsible owners and follow these steps to keep pets and people safe and protect the environment:
If your event either uses waterways like rivers or bodies of water like the sea or inland lakes then it is advised that you ask participants to be aware of biosecurity. If people are bringing their own water craft such as boats or kayaks or other equipment such as fishing rods and bait then care needs to be taken to ensure that both diseases and invasive (non-native) are not spread. Everyone visiting a water body is responsible for helping to avoid the spread of non-native species on their clothes, equipment and everything else that comes into contact with water.
Guidance is available at GB Non-native species secretariat which sets out simple instructions that can help everyone prevent the accidental transfer of non-native species. A number of “Stop the Spread” posters are also downloadable in both Welsh and English languages.
Pembrokeshire is proud to have the highest number of award beaches in Wales.
For information about beaches quality awards and lifeguard information see: Beaches and Water Safety
Any event planned for an award beach should not impact on the criteria (e.g. partial dog bans on blue flag beaches). Award criteria (as well as awarded beaches) can be found at: Keep Tidy Wales
Drone use is growing at a rapid rate in the UK and our skies are some of the busiest anywhere in the world. Some landowners such as the National Trust do not allow the use of drones on their land and so it is always worth checking. To help ensure that drone users in the UK are aware of how to fly their drones safely and legally, without endangering others or disturbing wildlife we advise that you abide by the following: