Submit an Event Management Plan

Making an Event Plan

The event organiser is responsible for planning how to keep people safe. Your event plan should explain everything that will happen at your event.

As part of your plan, you’ll need to think about:

• a safety policy – this shows who is in charge of safety at the event
• a risk assessment – this looks at what could go wrong and how you’ll manage it
• details about the event – what’s happening, when and where
• a map of the event site
• a site safety plan – how the event space will be kept safe
• a crowd management plan – how you’ll manage large groups of people
• a transport plan – how people will get to and from the event
• a welfare plan – how you’ll look after people’s wellbeing
• an emergency plan – what to do if something goes wrong
• a medical plan – how you’ll deal with injuries or illness
• a communications plan – how you’ll share information during the event

You should send us a first draft of your event plan as soon as possible after or with your application and in any case at least 3 months before the event. The Land Manager must see the final version before we can give you a land permit.

Event plans can look different, but we have a template you could use

Before the event

Newcastle City Council officers may need to visit the event site before it starts. A final check might also take place on the morning of the event.

You must have the following documents ready for inspection and approval by the Land Manager:

• safety certificates
• structural checks
• electrical checks
• lighting level checks

These must all be approved before your event can go ahead.

During the event

Some events may need an event control room or area. This is a space where key staff from different organisations can work together. They will help monitor the event, keep people safe, and respond quickly if something goes wrong.

The event organiser will decide if an event control is needed and where it should be located.

Further information

Government guidance on fire risk assessments for open air events.

Tyne and Wear Fire and Rescue advice on fire risk assessments.

First aid in the community :: North East Ambulance Service

Stewards

The event organiser must make sure there are enough stewards to help keep the event safe and well managed.

Stewards must:

• be properly trained
• know the layout and landscape of the site
• work within a clear management structure

If your event includes activities that need a licence, some stewards may need a Security Industry Authority (SIA) licence. Volunteers who are not paid do not need an SIA licence. 

Newcastle City Council expects stewards to have completed ACT training. 

You must hold a clear briefing session with all stewards before the event.

How many stewards do you need?

The number of stewards depends on the type and size of your event. Your risk assessment will help you decide:

• how many you will need
• what level of training they need
• what qualifications they will need

You should include information on stewarding in your event safety plan. It should show where each steward will be and what they’ll be doing during the event.

More information on stewards can be found at the Sports Grounds Safety Authority webpage.

Accessibility

As the event organiser, you must make sure your event is accessible. The Disability Discrimination Act says that disabled people must have the same rights as everyone else to attend and enjoy events.

More information can be found on the Social Care Institute for Excellence website.

Safety

The event organiser is responsible for planning how to keep people safe.

Electrical safety

Any temporary power supply must be checked and tested by a qualified person. They must give you a certificate to show it meets the correct safety standards.

You must also ask your contractor for PAT certificates (Portable Appliance Testing) before the event.

Counter Terrorism

The latest advice from the National Counter Terrorism Security Office is available on the Proteck UK website.

Food safety

All food and drink must be safe to eat and drink. 

What you need to do will depend on the type of event and the food businesses taking part. The Food Standards Agency has guidance for outdoor and mobile catering. You must make sure all food traders follow this guidance.

It’s strongly recommended that you only allow food businesses with a Food Hygiene Rating of 4 or 5 to trade at your event. This rating should be clearly shown to the public. You can check a business’s rating on the Food Standards Agency website.

Noise Levels

For advice please:​​​​​​

• phone 0191 211 6102 and ask for the noise team
• email us

Performing Rights Society licence

If you plan to play music at your event, you may need a Performing Rights Society (PRS) licence. This applies to both:

• live music – like concerts, recitals or marching bands
• recorded music – like discos, background music or music on TV screens

PRS controls most copyright music in the UK and from around the world. This includes everything from short jingles to full symphonies.

Events that often need a PRS licence include:

• carnivals
• firework displays
• parades
• festivals
• exhibitions

If the land or venue where your event is held does not already have a PRS licence, you must get one yourself.

For more information, visit the Performing Rights Society website.

Use of council land

As a landowner we do not allow a number of activities to take place on our land.

This includes:

• the supply of tobacco products
• the release of sky lanterns or helium balloons

Drone filming

If you want to use a drone at your event visit our Drone Use page to find out how to get permission.

After the event

If needed a debrief meeting should take place as soon as possible after the event.

Everyone involved in the event may be invited to complete a debrief form.