FINGAL

EVENT
MANAGEMENT
GUIDE

1
 FINGAL

BALSCADDEN

BALBRIGGAN

NAUL SKERRIES

GARRISTOWN LOUGHSHINNY

LUSK RUSH

ROLESTOWN

DONABATE

SWORDS

MALAHIDE
AIRPORT
ST. MARGARET’S
PORTMARNOCK
SANTRY

BLANCHARDSTOWN
HOWTH
CASTLEKNOCK

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3
 CONTENTS

PAGE
1. BACKGROUND 6

2. INTRODUCTION 6

3. EVENTS 6

3.1. Definition 6

3.2. Roles and Responsibilities 6

3.2.1. Event Controller 7
3.2.2. Safety Officer 7
3.2.3. Chief Steward 7
3.2.4. Medical 8
3.2.5. Event Personnel 8
3.2.6. Volunteers 8
3.2.7. Contractors and Suppliers 8

3.3. Event Details 8

3.3.1. Crowd Profile 8
3.3.2. Location / Venue 9
3.3.3. Fire Safety 9
3.3.4. Temporary Structures 9
3.3.5. Medical Provisions 10
3.3.6. Sanitary Provisions 10
3.3.7. Food 10
3.3.8. Water 10
3.3.9. Waste Management 10
3.3.10. Lighting 10
3.3.11. Generators 11
3.3.12. Noise 11

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 CONTENTS

PAGE
3.4. Stakeholders 11
3.4.1. Internal 11
3.4.2. External 11

3.5. Licenses and Permissions 12

3.6. Legislation 12

3.7. Event Planning 13

3.7.1. Preliminary 13
3.7.2. Communication 13
3.7.3. Deadlines 13

3.8. Post Event 14

3.9. Emergency Plan 14

4. EVENT MANAGEMENT PLAN 15

4.1. Contents 15
4.2. Participants 15
4.3. Risk Assessment 16
4.4. General Hazards at Events 17

5. APPENDICES 18 - 19
5.1. Licenses and Permissions 18 - 19
5.2. Contingency Procedures 20
5.3. Contact Details 21
5.4. Documents 21
5.5. Links / Resources 21

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 1. BACKGROUND All events involve safety elements which must be
addressed in an organised manner. Event organisers
This Guide has been produced by Fingal County have a duty of care to committee members,
Council Events Unit specifically for the purpose of employees, suppliers, contractors, volunteers,
assisting groups and organisations etc. that are attendees and/or participants etc. of the event.
involved with organising events. It aims to cover
many elements of general events however it is non 3. EVENTS
exhaustive and should be used as intended, as a
Guide only. 3.1. Definition
The information in this Guide is provided in an
advisory capacity only and subject to periodic An event can be defined as numerous things,
reviews, with consideration to changes in legislation, depending on the circumstances. Below are some
regulations, and codes of practise etc. Event examples however this list is not exhaustive:
organisers are advised to seek competent advice on • Religious ceremonies (Weddings, funerals,
all arrangements, and all event organisers should communions etc)
solicit competent and specialised advice from • Sporting events
event safety professionals in addressing any safety • Music events
concerns for all aspects of the event. • Outdoor events
NB - It is important to note that all event organisers • Festivals
are responsible for the implementation of safety • Parades
aspects of their event, Fingal County Council cannot • Corporate
be held liable for an event they are not organising, • Community
and/or for the organiser’s failure to implement • Activations
any advice or guidance provided by Fingal County • Promotional activity
Council. • Protests
There may be elements not covered in this Guide An event can be defined as “something that occurs
and it is up to the Event organisers to identify in a certain place at a certain time for a certain
that, hence competent advice and management is duration and for a certain purpose.”
recommended. This Guide is designed to assist those involved in
organising small - medium events, in general terms
2. INTRODUCTION involving from 50-4999 persons. Larger events
may be subject to the Fingal County Council Events
This Guide aims to provide some guidance and Licencing Application process.
consistency to all groups and organisations etc.
organising and/or hosting events in the Fingal area. 3.2. Roles and Responsibilities
It includes:
• an introduction to the main management roles Different events have different personnel,
in an event, organisers, committees or groups and it is important
• details of who is ultimately responsible for the that all involved are adequately competent in their
event (primacy), individual roles and are fully briefed regarding all
• considerations on measures to take to safely elements of the event.
organise an event, Regarding the actual operational element of the
• guidance on producing an Event Management event there are key roles which must be carefully
Plan. selected and appointed.

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It is important to note that these are not honorary ii. obtaining and retaining all training records, all
roles, on the contrary, they have clear legal and certifications, all tests and inspections records;
moral responsibilities, and they are essentially iii. ensuring that the safety details and conditions
accountable for the safe management of the event agreed for the holding of the event are
and the safety of all those involved. It is imperative implemented, and that the site layout and
that the persons appointed to these roles are safety arrangements are in accordance
competent for these roles specifically and if/where with relevant Codes of Practice, regulations
necessary external advice should be sought. It is and specifications and agreements, insofar as
also essential that these persons are adequately they impinge on safety matters;
insured for the role which they carry out. iv. preparing and delivering a structured briefing
Competency is defined as having the appropriate to personnel;
training, experience and knowledge appropriate v. being present during the event to ensure that
to the nature of the work to be undertaken.1 the safety details and conditions agreed for the
holding of the event are applied and adhered
3.2.1. Event Controller to;
vi. managing crowd movement to prevent any
The Event Controller has overall control and crushing or overcrowding;
responsibility of the event on event day, with the vii. responding to and managing any incident/
exception of during an emergency whereby the accident regarding safety matters;
Emergency Controller may assume authority. viii. evaluating the efficiency of the safety
This person should be of suitable competence arrangements;
and authority to manage the overall event and ix. contributing to a post event meeting on the
deal with all stakeholders involved. event.
There may be a committee or group actually
organising all the details of the event however it 3.2.3. Chief Steward / Marshall
is the Event Controller that has ultimate primacy
on all arrangements, and it is imperative that this All events require personnel to ensure the
person has the ability to carry out this role suitably. arrangements are implemented correctly. These
The main duties of the Event Controller include are generally stewards / security / marshals
(this list is non-exhaustive); and/or volunteers, and the person with overall
i. having overall responsibility for the responsibility for this group is generally the Chief
management of the event; Steward / Marshall.
ii. being involved in and contributing to the This person co-ordinates all the personnel and
planning meetings with the relevant authorities ensures adequate supervision and support is in
i.e.: An Garda Siochana, HSE, Local Authority place to allow the personnel to carry out their
etc.; roles adequately. Similar to above it is important
iii. ensuring the provision of adequate personnel that this person has the suitable competency and
for the event; manner to carry out this role effectively.
iv. remaining contactable, in relation to the event, The main duties of the Chief Steward / Marshall
before, during and after the event include (this list is non-exhaustive);
v. contributing to a post event meeting on the i. maintaining a secure and safe environment
event. within the perimeters of the event;
ii. being knowledgeable of safety procedures and
3.2.2. Safety Officer Codes of Practice, ensuring that any breach of
these regulations is brought to a safe
The Safety Officer takes responsibility for all the conclusion;
safety elements of the event and, as such, must be iii. ensuring that all stewards are in position for
competent, qualified and insured to do so, having the opening of the event;
sufficient training, experience and knowledge for iv. monitoring all incidents and responding
the relevant industry. The Safety Officer must accordingly if and when required;
be involved with all arrangements of the event v. in the event of an emergency, ensuring
and advise on how they impact on the overall stewarding personnel are aware how to carry
operation of the event. out role identified within the Emergency
The main duties of the Safety Officer include (this Procedures;
list is non-exhaustive); vi. in the event of a serious accident/incident,
i. compiling the Event Safety Management Plan involving members of the public inform the
to include all pre event arrangements, checks, event controller and take action to resolve the
inspections, certifications, and training records; problem;
all medical arrangements; all personnel plans; vii. undertaking any other relevant duties as
all contingency plans and risk assessments are applicable to their role within the event.
in place;

Safety, Health and Welfare at Work Act 2005

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 Depending on the size of the event it may be emergency procedures, and event organisers
suitable for the Event Controller and Safety Officer have a duty of care to all volunteers the same as
to be the same person however the Chief Steward paid contractors.
should always be a different person due to the
difference in role. 3.2.7. Contractors and Suppliers

3.2.4. Medical Coordinator Any and all contractors and suppliers must
be competent and insured for their selected
The Medical Coordinator is the person assigned to services. All parties must provide the following
organise and manage all the medical arrangements documentation as a minimum in advance of the
for the event including personnel, resources, event;
equipment and vehicles. The Medical Coordinator • Insurance Policy
works closely with the Event Controller and • Safety Policy
Safety Officer, and is responsible for all pre event • Risk Assessment and Method Statement
communications with the HSE and National • Certificates – food safety, structural safety,
Emergency Operations Centre (NEOC) where electrical safety etc.
applicable. It is recommended that again a competent person
All medical plans and arrangements are checks these to ensure they are adequate i.e.;
established in advance depending on the event the event organiser should forward the suppliers
and the crowd profile, and the Medical Coordinator insurance to their own broker to ensure that there
compiles a comprehensive Medical Plan that is adequate cover.
forms part of the Event Management Plan.
The Medical Coordinator must be competent and 3.3. Event Details
insured for this role specifically and must ensure
that all medical staff provided, whether voluntary As discussed above there are various types of
or private are suitably medically qualified for their events and these include;
role. • Green fields – those hosted in what is
normally an outdoor, open venue that
3.2.5. Event Personnel requires a complete build and provision of
services
An essential key element of any event is the • Stadia – those held in what is normally a
personnel involved and the success of an event sports stadia i.e.; concerts
can be dependent on these personnel. • Arena
There is a difference between the event personnel • Water based events
and volunteers and it is important that all involved • Road based events
are aware of their roles and responsibilities, and • Fun days, local fairs, community events,
limitations. commemorations or trade shows etc.
Event organisers must ensure that all event Once it is established what the event will be and
personnel including stewards and security are the key personnel have been identified, each event
fully briefed on the details of the event and the has basic elements which must be considered and
emergency procedures, and are adequately planned for. These include, but are not limited to;
supported and supervised during the event.
For certain roles including stewards and security 3.3.1. Crowd Profile
it is imperative that they are sufficiently trained
and/or licensed (where applicable). This relates to the type of people expected to
attend the event.
3.2.6. Volunteers Consider what type of crowd the event will
attract and what arrangements must be made to
Volunteers are a welcome addition to an event facilitate them.
and can provide an excellent customer service Consider all the potential crowd profile including
resource. minors, adults, disabled persons, wheelchair users,
It is essential to acknowledge however the older people and their individual requirements.
limitations of volunteers and they must not be For example, if it is a family event the focus will
used in roles that require trained and/or licensed be primarily on providing family activities but
personnel such as stewarding and/or security. bear in mind that this type of event may attract
All volunteers must be briefed on the event older people who may have mobility issues and/or
arrangements and procedures, especially babies who require changing and feeding areas.

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2
Safety, Health and Welfare (Construction) Regulations
 There may be some VIP’s attending the event • Emergency signage and lighting – as per the
and necessary arrangements such as security legislation and used to assist person in the use
or hospitality must be put in place in advance. of fire fighting equipment and/or during an
If there are dignitaries attending there are very evacuation.
specific protocol procedures to be adhered to and • Material or items/articles used in or during the
generally it is good practise to communicate with event – should have specific fire ratings (i.e. the
the dignitary’s organisation to clarify the correct material used in marquees) and applicable fire
procedures. The protocol for Fingal’s Mayor is detection or suppression equipment (i.e. fire
included in the appendix. alarm and/or extinguishers)
• Warning procedures – how is the alarm raised
3.3.2. Location / Venue and/or evacuation procedures initiated if there
is a serious fire. This may be using an insitu
The event venue or location must be suitable alarm system, or if outdoors a tannoy or PA
system. The important thing is the message is
for the type of event, the profile of the crowd
able to be relayed quickly and clearly.
and the expected numbers. • Means of escape – if the event or venue has to
If the event is at a venue or area with be evacuated how people get out. These must
restricted space it is advisable to issue tickets be working correctly, kept clear and manned at
for crowd control purposes. The location or all times, and easily identifiable either through
venue must be sufficient to be able to manage signage or personnel.
crowds arriving, circulating and leaving, with • Place of Safety – this is literally somewhere
consideration given to surrounding areas and away from the reason for evacuation where
external stakeholders. people are not in immediate threat or danger.
• Capacity – the capacity of an event or venue
3.3.3. Fire Safety must be adequately calculated in advance, with
regard given to the type of event and venue/
site. This number must be closely monitored
For every event, regardless of size or profile and never be exceeded.
there must be sufficient arrangements in
place regarding fire safety in line with relevant
legislation and Codes of Practice (3.6 below),
these include but are not limited to;
• Fire fighting detection and suppression
equipment – this may be fire extinguishers,
water hoses and/or fire tenders depending on
the size and nature of the event. The users of
such equipment must be trained to do so.

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 There are numerous private first aid / medical
suppliers and it is always best practise to inform
3.3.4. Temporary Demountable Structures the local hospital / clinic of the event. See appendix
for details.
Examples of temporary demountable structures
include but are not limited to marquees, gazebos, 3.3.6. Sanitary provisions
staging, seating, rigging, barriers, fencing, lighting
towers and trusses etc. Consideration must be given to the availability of
If there are temporary demountable structures sanitary provisions, bearing in mind the duration
required these must be supplied and constructed of the event, the activities and the crowd profile. If
by a competent supplier, as per the structure local facilities are planned on being used it is good
drawings, provided with necessary documentation practise to discuss this with the owners of these
and certified for use by an independent structural facilities whether that be local businesses or the
engineer. Local Authority.
If scaffolding is used this must be erected by a
competent person only as per the Construction 3.3.7. Food
Regulations2 and appropriately visibly tagged.
Barriers and fencing are used for example When providing food or allowing food suppliers to
where access is restricted or the crowd have to be trade there are licenses and permissions required,
managed. There are various types of barriers and as discussed in Appendix 1.
fencing, the most common are heras (pronounced The Environmental Health Officer can advise
‘herris’) fencing, crowd control barriers and mojo on all food safety elements; however, the event
barriers. organisers are ultimately responsible for having
Certain provisions such as weight loading and/or the necessary documentation from the suppliers
wind loading etc. must be adhered to at all times pre event.
and it may be necessary that this is monitored In addition to the food safety elements there are
constantly throughout the event using sufficient also safety considerations regarding the type of
measures such as an anemoter that determine food, the cooking methods and the layout of the
the wind speed at any such time. units. There are strict guidelines regarding the use
of gas and adequate space for and between units.
3.3.5. Medical Provisions FCC have produced guidelines regarding the use
of gas.3
In all events there must be consideration for All these installations must be checked and
medical assistance. This may be one basic first aider certified by a competent person such as a gas
or ambulance and paramedic cover, depending on installation engineer / plumber on the day of the
the nature of the event and the crowd profile. event.

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2
Safety, Health and Welfare (Construction) Regulations 3 Guide to Gas Usage at Events - DFB & FCC
3.3.8. Water 3.3.12. Noise

Depending on the nature of the event and crowd Many events involve a degree of noise; this may
profile it may be advisable to supply water to be from music, crowd noise or part of the event
participants and/or the crowd. itself.
For example, if the event is in a warm There are clear guidelines4 on the levels of noise
environment or involves the participants / crowds exposure and the limits allowed. Furthermore,
becoming dehydrated then providing water must if the noise is in a public area then all external
be considered. stakeholders should be informed and all concerns
/ objections managed.
3.3.9. Waste Management There are strict guidelines on noise after certain
times at night in the public domain and An
Consider what waste will the event generate and Garda Siochana will advise for the relative areas.
what are the arrangements to facilitate this. There Generally, this is 22:30hrs.
may be adequate public resources in place or there
may be a requirement for additional provisions 3.4. Stakeholders
from private suppliers. Event organisers should
discuss the requirements with the FCC Environment When planning an event, event organisers must
Dept to ensure adequate arrangements. determine:
Reference should be given to Fingal County • who is involved in the actual organising of
Council’s “Reduce, Reuse, Recycle” policy. All the event – committee, event management
organisers must ensure that due consideration to company, charity etc?
the use of recyclable products and eliminate single • who needs to be considered and informed
use plastic. about the event – land/venue owners, local
If leaflets or hand-outs are involved this may business and residents, local access, local
require permission from the Local Authority. transportation companies etc.?
• who must be involved in the planning and
3.3.10. Lighting operations of the event – internally and
externally?
If the event is at night time, in a poorly lit area or Ensure clear roles are established and
indoors, there must be sufficient lighting to ensure communicated to all involved, and regularly
that the attendees, participants and/or crowds update all planning arrangements as they
have full visibility. This includes access routes, car progress. Continuous communications with each
park and all entrances and exits. other and with others affected by the event are
If the lighting is introduced especially for the important in the overall planning and can prevent
event, there must be sufficient power to operate conflict or misunderstandings on event day.
all appliances, with consideration given to back up There are various stakeholders or members
power, especially in the event of an emergency. involved in the organising of an event, and
Lighting towers must be safely located and these are both internal and external. Internal
secured with access to them restricted using stakeholders are those involved in the overall event
barriers and personnel. itself, whether it is in the planning or the actual
execution of the event. External stakeholders are
3.3.11. Generators those that are either involved with the event and
its operation, are impacted by the event itself and/
At many outdoor events there is a requirement for or the arrangements around it, or bodies that play
stand-alone power source which is provided by a a role in the event but are not part of the actual
generator. organisers.
All generators must be fuelled by diesel only,
must be in sufficient working order and have the 3.4.1. Internal Stakeholders
appropriate service and maintenance records
which the supplier / hire company should supply. The organisers of an event may have no previous
Generators must be supplied by a reputable experience in organising or managing an event,
supplier and any equipment connections and/or and in some cases have no awareness in the actual
installations carried out by a competent electrician. operational side of an event and focus on the
All generators must be adequately earthed once promotion and marketing of the event instead. It
in positions and access to all generators must be is important to establish a hierarchy and designate
restricted using barriers and/or personnel. functional areas and clear roles within them.

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The Noise of Music - Safety, Health and Welfare at Work (General App) Regs 2007 11
 There are different parts to an event and as • Local Fire Department – an official Fire Officer
such every functional area has different priorities. from Dublin Fire Brigade (DFB) can attend any
Depending on the nature of the event, these can event in a professional capacity at any time
generally be divided into the following, but are not and has the authority to close the event if he/
limited to; she feels it is unsafe.
• Safety and Security – crowd movement, safe • Medical / first aid suppliers – any event
environment / venue, structures, medical involving members of the public must have
arrangements, emergency plans etc. at least first aiders present, and depending
• Commercial – sponsorship, media, on the event and persons expected, both
promotions etc. numbers and profile, may require further
• Operational – logistics, equipment, support.
participants etc.
3.5. Licenses and Permissions

Depending on the nature of the event, the

expected numbers of the crowd, the profile of the
crowd and/or the sale of alcohol certain licenses
and permissions are required.
These are issued by the Local Authority and/
or the Department of Justice, Equality and Law
Reform. Full details of the criteria are contained in
All three areas are connected and each impact on Appendix 1.
each other, therefore it is important to regularly Insurance details should be clarified and event
communicate all details and work as one team organiser should consult with their broker to
rather than an individual area. ensure all areas of the event and activities have
adequate cover.
3.4.2. External Stakeholders
3.6. Legislation
External parties that may have an interest in the
event or are entitled to be informed can be classed There are various Legislation, Regulations, Codes
as external stakeholders. It is good practise to of Practise, and good practise that are applicable
at least inform the following parties of the event to events. These include, but are not limited to, the
and in some cases this is mandatory. These may following;
include, but are limited to; i. Fingal County Council By-Laws (where
• Fingal County Council – in some cases the applicable)
Local Authority must grant a license for the ii. Safety, Health and Welfare at Work Act 2005
event and these are discussed below. It is iii. Safety, Health and Welfare at Work (General
imperative to communicate with FCC at the App) Regs 2007-2016
earliest opportunity to ensure all correct iv. Safety, Health and Welfare at Work
procedures are adhered to and that adequate (Construction) Regs 2013
support can be obtained. v. The Fire Services Act 1989 and 2003
• Neighbouring premises to the event – whether vi. Licensing of Indoor Events Act 2003
private / residential or public / commercial. vii. Planning and Development Act, 2000
• An Garda Siochana – the level of involvement viii. Planning and Development (Licensing of
required by the Gardaí will be determined Outdoor Events) Regs 2001
by the nature of the individual event. Some ix. Planning and Development (Amendment)
events will require their assistance and Regs 2015
agreement. For example, if it is a large event, x. The Safety at Sports Grounds (NI) Order 2006
is happening on or near a public road, if the xi. Code of Practise for Outdoor Pop Concerts
event will attract large crowds or affect the and other events 1996
normal traffic flow, the Gardaí will need to be xii. Code of Practise for Safety at Sports Grounds
involved at an early planning stage. 1996
• Health Service Executive – HSE will need to xiii. The Event Safety Guide (Purple Guide)
be consulted if the event is likely to impact xiv. Guide to Safety at Sports Grounds (Green
any public health areas such as food, water, Guide)
sanitary, waste management, noise and/or xv. Code of Practise for Fire Safety and Indoor
smoking. Concerts

12
 xvi. Code of Practise for the management of
Fire Safety in Places of Assembly. 3.7. Event Planning
xvii. Guide to Gas Usage at Events
An event can be both a workplace for those The need for clear and concise planning and follow-
involved and a social occasion for those attending. through for an event cannot be over emphasised.
Either way it is imperative that all aspects of the event Each and every event is different and requires
are considered, a full risk assessment is carried out individual preparations, and furthermore each
and, where necessary, external competencies are event is dynamic, in that things can change
sought. during the event. As discussed above there are
The Event Controller, Safety Officer and Chief various elements to an event and the greater
Steward should be familiar with the provisions of the communication and planning between these
the above. elements the more likely the event will be to work
well.

3.7.1. Pre-Event

Once the initial event idea has been agreed and the
key roles appointed it is important to engage with
Fingal County Council at the earliest opportunity.
Following this it is good practise to lay out a
schedule and determine what goals have to be
achieved by what dates, giving consideration to
any application deadlines that have to be met.
Included in all good planning should be
contingency planning, with consideration given
to all external factors that the organisers have no
control over but which may impact on the event
itself i.e. if it is an outdoor event and there are bad
weather conditions etc.
One tool used in successfully planning is the
Event Management Plan which is discussed below
in more detail.

3.7.2 Communication

Once all the preliminary plans have been agreed

upon and documented on the Event Management
Plan it is important that all necessary personnel
are aware of the arrangements and decisions
made, and the actions necessary by the Event
organisers.
Consideration should be given to the way details
are communicated and clarification that they are
understood. Throughout all the planning stages all
key decisions should be documented and retained
for reference.

3.7.3 Deadlines

It is advisable that realistic deadlines are given for

actions to be completed and communicated back
to the organisers. If deadlines have not been met,
establish why not and how to overcome this.

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 3.8. Post Event

After an event all the details and arrangements

should be reviewed to assess the planning,
organisation and operation of the event.
One key contribution to a post event review is a
debrief of all personnel involved, the stakeholders
and the event management.
The information captured as part of the review
should be documented and maintained on file. confines of the event such as a fire or sudden
Similarly, if there were any accidents or incidents adverse weather conditions.
the details must be documented in a format These procedures must be clear and concise;
similar to the attached in the appendix. all stakeholders must know their individual
functions and all personnel must be briefed in the
emergency procedures pre event.
3.9. Emergency Plans In the event of a Major Emergency the most
senior Garda present will assume control of the
As mentioned above, all good planning includes event and all the statutory bodies have a specified
contingency planning and the “what ifs” that role.
may affect an event. In addition to this Event Fingal County Council have very specific and
Management Plan must include an Emergency concise procedures and a ‘Major Emergency
Plan which outlines the procedures to be adopted Plan’ that are adhered to in the case of a major
in the event of a declared emergency within the emergency.

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 o event specific risk assessment
o the first-aid/medical plan detailing
procedures for first aid and ambulance
cover if applicable
o traffic management plans
• Emergency Procedures
o details of procedures to be taken by
designated people in the event of a major
incident or contingency
4. EVENT MANAGEMENT SAFETY PLAN • Appendices
o Such as maps, site layout, location of fire
An Event Management Plan is used to document points, contact numbers etc.
all the arrangement relating to the event. It is
important that a Plan is compiled for all events 4.2. Participants
and depending on the size and type of the event
will dictate the amount of detail required in the The Event Management Plan is a working document
Plan. and as such will be continuously reviewed and
updated as necessary up to and during the event.
4.1. Contents Some of the details are confidential and not for
the public domain, however it is important that
The Plan can be divided into separate sections the key members of the event management team
which address different elements of the event; are knowledgeable on all details and brief the
• Event details necessary personnel.
o details of the event including crowd When the Event Management Plan is complete
profile, expectant numbers, layout, the Statutory bodies with responsibility for public
structures, duration etc. safety study the details and arrangements, give
• Event Safety arrangements advice and/or comments on the arrangements
o the event safety policy, organisational and, where applicable, form part of the licence
chart and levels of responsibility application and/or approval to hold the event.

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4.3. Risk Assessment

Every event has some level of risk that has to be

managed and the level of risk is classed as low,
medium and high. All areas of the events must be
examined to determine the foreseeable hazards.
A hazard is defined as something that may
cause injury or damage to property, and the risk
associated with that hazard is defined as the level
of harm or damage that may be caused.
In order to minimise the injury or damage certain
controls are put in place to eliminate or minimise
the risk.
In order to determine the hazards present, the
associated risk and the necessary controls a risk
assessment must be carried out.
The categories used in the risk assessment are
described as the likelihood and consequences
which can be described as (depending on the
event details);

1-7 8 - 15 16 - 25
Low risk -tolerable Apply Judgment Reduce Risk

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4.4. General Hazards at Events
The most general hazards found in events include, but are not limited to;

CROWD STAFF SECURITY

• Profile • Competency • Cash on site
• Dynamics • Welfare • High profile participants
• Movement • Fatigue • Perimeters
• Weather
INGRESS AND EGRESS MANUAL HANDLING
• Access to site HAZARDOUS SUBSTANCES • Excessive weight
• Parking • LPG Cylinders • Mechanical aids
• Public transport • Fuel Storage • Condition of terrain
• Signage • Cleaning Products • Furniture fixture
• Weather Conditions • Water/waste water and equipment
• Egress • Pyrotechnics • Training
• Poison
VEHICLE SAFETY FIRE SAFETY
• Vehicle/people segregation SLIPS, TRIPS AND FALLS • Fire fighting equipment
• Outdoor broadcast vehicles • Cables • Evacuation plans
• Working at height • Uneven ground, loose surfaces • Fire prevention plan
• Electrical safety • Weather • Knowledge and use of plans
• Inappropriate use of paths • Flooring design/surfaces and equipment
• Accessibility during emergency • Design of barriers • Dangerous Goods storage
• Loading operations • Lighting • Pyrotechnics
– docks and people • Queuing systems • Warning and communication
• Edge protection system
PLANT • Climbing
• Certification CONTRACTORS
• Competent users MEDICAL EMERGENCIES • Coordination
• Maintenance • First aiders • Communication
• Isolation • EMT / EMR • Legal compliance
• Ambulances • Method Statement
ELECTRICAL SAFETY • Communications • Risk Assessment
• Competent staff • Training
• Faulty insulation CONSTRUCTION
• Power supply • Temporary structures WORKING AT HEIGHT
• Power tools • Seating • Safety harness
• Underground services • Unauthorised access • Scaffold
• Protection of leads • Maintaining public access • Ladders
• Cables/height/pathways • Plant • Overhead power lines
• Location in relation to • Slips/trips • Edge protection
other equipment • Interface operations • Camera platforms
• Weather • Rigging/lighting
• Use of Inflatable structure

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 5. APPENDICES
5.1. Licenses and Permissions

Outdoor event Local Authority • The event must be outdoors, • Newspaper advertisement
either in its entirety or for the • Not less than 13 weeks’ notice
most part to local authority
• Takes place in a structure • Submit draft event management
having no roof, or a retractable plan
roof, in a tent or other similar • Consultation process with
temporary structure statutory authorities
• The event must be comprised • Payment of application fee
of music, dancing, displays of and standard charges for local
public entertainment and other authority services
similar activities • Proof of: insurance, newspaper
• Has an anticipated audience of advertisement and venue
5000 persons or more? owners consent
• Certification and specification of
temporary structures

Indoor event Local Authority • The event consists of a • Application is made to the
performance, which takes place fire authorities or person
wholly, or mainly in a building designated by the fire
• Comprises music, singing, authorities
dancing or displays of • Draft event management plan
entertainment submission
• Not restricted to public • Consultation process
entertainment • Proof of insurance
• Outdoor event licence • Application fee
regulations are not applicable

Intention to sell Dept. of Justice, • Temporary facilities for the sale • Application to the revenue
alcohol Equality and of alcohol: Occasional liquor commissioners for licence
Law Reform licence • Application prior 6 weeks
Local Authority • The consumption of alcohol in a to local authority to relax
public place: Intoxicating liquor provisions of bye- laws
bye-laws

Fireworks Dept. of Justice, • Importation of fireworks • Fire authorities input requested

display Equality and • Storage of fireworks before permission granted
Law Reform • Consultation process with fire
Local Authority authorities

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Event trading Local authority • Casual trading at an event or • Submit application for licence
events specified in the licence or approval
at or in the immediate vicinity of • Scale of charges per trader, per
the place where and on the days day
on which the event takes place

Temporary Local authority • The closure of the public • Provide insurance indemnity
road closure highway to vehicular traffic for a • Public advertisement
specified period • Standard fee, plus other charges
• Check with local Gardaí if a road to be determined in relation to
closure order is necessary prior road usage
to application

Preparation HSE • Required where meat or meat • Stall owner must submit a
and/or sale of products (other than fish or fish completed application form for
food products products) are sold or where the licensing of the food stall to
food is prepared, cooked or the Health Board two months
heated for sale directly to the prior to the commencement of
public, including: soft ice cream the business
stalls, hot dog/baked potato
stalls, burger/fried fish/chip
stalls, Chinese and other ethnic
food stalls

Use of public Local authority • Event activities to take place • Submission of event details
space for event either whole or in part on public • Consultation process
property • Supply insurance indemnities
• Includes roadways/ footpaths, • Certification and specification of
parks, public squares temporary structures

Event Local authority • The placing of advertising • Application to the local authority
advertising banners/signage/flags in a for written approval (Section 18
public place and/or on a public of Waste Act)
building • Supply specifications of flags or
• The distribution in a public place banners
of advertising literature • Plan for the prevention of litter

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5.2. Contingency Procedures

Inclement Natural • Weather plan should form part of the EMP

weather • EC and SO assess weather conditions pre event and make a
decision asap
• CS and SO to ensure that all personnel know the procedure in the
event of a adverse weather - be prepared for sudden and mass
movement of the crowd. SO to be in constant communications to
ensure adequate arrangements are implemented promptly.
• EC and SO to assess the situation and make a definite decision
re stopping the event and inform all. Regular and clear
communications are required to all personnel and all attendees
and participants to ensure there is no frustrations or confusion
which may escalate.

Shortage of Personal • The Chief Steward is to complete a head count at the briefing and
Personnel decision report any shortages. CS will continue to trouble shoot this issue
throughout the event, and communicate same to EC and SO.
• Personnel will be redeployed if necessary
• Contingency of 10% with all personnel

Failure of Technical Faults • Contractor to carry out pre event inspections early to determine
Equipment Interference all equipment is working correctly. Report to FCC electrician if
such as PA attention is needed. EC to make a decision promptly to replace if
system, repairs are not successful.
barriers, • All applicable personnel set up barriers to establish that all are
temporary sufficient to use with general public. Take out of use any which may
structure etc. cause further hazards.
• SO to visually inspect all temporary structures and check submitted
paperwork.

VIP delayed Various Causes • EC to establish if their Deputy is available to administer role and
responsibility event
• Proceed with event on schedule.

Incident / Various Causes • CS and SO ensure all personnel are aware of the presence of the
Accident first aiders and their locations.
• CS ensure all personnel are aware of the emergency procedures.

Cancellation Various Causes • EC, SO, CS and Senior Gardaí will determine if a full cancellation is
required – important to make a definite decision asap.
• If pre event FCC will arrange for all local media to be informed of
same ASAP.
• Personnel will remain on site to advise any attendees that arrive.
• If the event has begun it will be stopped and an announcement will
be made over the PA system advising all to disperse.

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5.3. Contact Details 5.5. Resources

Fingal County Council Events Unit • [Link]

will supply necessary contact • [Link]
details upon application. • Code of Practise for Outdoor Pop
Concerts and other events 1996
• Code of Practise for Safety at Sports
5.4. Documents (See attached)
Grounds 1996
• The Event Safety Guide
• FCC002 Event Application Form (Purple Guide)
• FCC003 Event Management Plan • Guide to Safety at Sports Grounds
(Green Guide)
• FCC004 Missing Child Report Form • Green Your Event – Fáilte Ireland
• FCC005 Safety Inspection Checklist
• FCC006 Accident / Incident Forms
• FCC007 Briefing Sheet
• FCC008 Fingal Mayor Protocol
• FCC Guide to Gas Usage at Events

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 NOTES

22
NOTES

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 County Hall, Main Street, Swords, Co. Dublin
Tel: (01) 890 5000 | Email: events@[Link]
[Link]

/eventsinfingal @eventsinfingal
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