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Organised events

A place of worship has a duty of care to protect everyone that maybe affected by its activities.

If your church wants to hold an event, there are several considerations that need to be undertaken to ensure that the event runs smoothly and safely.

What to do when organising an event

  • Consider the weather for that day – if the weather is going to be extremely hot, ensure that there is plenty of water available and first aiders are present.
  • Ensure that unusual hazards are accounted for. For example, bouncy castles and live music – ensure that any cables do not present a trip hazard or any other hazards.
  • If there is likely to be a large number of individuals, ensure that the venue is suitable.
  • Any event that caters to children and provides a child entertainer – ensure that entertainer has been DBS checked.
  • It is important to contact your insurance provider if you are planning an event that could be classed as safety critical or hazardous, they will advise whether there is enough liability cover in place.
  • If the event involves a road to be closed, liaise with the Local Authority and highways authorities at least 12 weeks before the event to allow plenty of time for planning to take place.
  • If the event is located on any land that is owned by the Local Authority, permission will be needed.
  • Carry out a detailed risk assessment, this will assist in identifying what the hazards and safety issues could be and detail how the church can minimise the identified risks.
  • Some events require a licence. Example of when you may require a licence:
    • Sale of alcohol.
    • Provision of live music or recorded music.
    • Theatrical events.
    • Film.
    • Gambling.
    • Sport.
  • If you are using a third-party event organiser, ensure they have adequate insurance cover and establishing responsibilities between them and the church. This will ensure that each party knows who is responsible for what.
  • Organisers must ensure that they have an evacuation procedure in the event of a fire occurring, even if the event is outside.
  • If the expected attendance is more than 100, a public address system will assist in communicating with attendees and relaying information in the event of an emergency.
  • If the event is significant, it is the organisers’ responsibility to inform the police and fire brigade.
  • It is important to ensure that the event is supervised adequately, you may wish to employ marshals to supervise any large events.
  • If you are using any professional caterers at the event, it is important to ensure that they are registered under the Food Safety Act and with their Local Authority Environmental Health Department. It is also important to ensure that they are health and safety compliant.
  • Marquees or temporary structures should be fit for purpose and erected by a reputable supplier, with separate insurance in place. Visit www.hse.gov.uk/event-safety/temporary-demountable-structures.htm 

For more information on events visit http://www.hse.gov.uk/event-safety/index.htm

First aid

For large events it is very important that first aid facilities should be considered. These can be provided by external organisations such as the Red Cross or St John’s ambulance.

For smaller events, a trained first aider should be available, and an accident book should be on site to record all accidents.

Events in public places

Organising an event in a public place requires careful planning, you may wish to consider the following:

Runs, walks and bike races
  • Ensure that the event is sufficiently marshalled. You are advised to consider the number of people participating and watching the event.
  • All routes should be checked before the event takes place and a full risk assessment undertaken.
  • If you are planning to collect money at the event you must obtain a Local Authority permit.
  • Barriers are recommended to keep participants separate from traffic where possible. When using barriers or cones, the safety of street works and road works code of practice guidance must be followed.

    To view the guidance please visit
    www.gov.uk/government/publications/safety-at-street-works-and-road-works
Concerts, processions and marches – crowd control
  • It is important to carry out a full risk assessment to identify any potential risks. You will need to consider the numbers expected and the type of visitor.
  • Procedures should be planned, and consideration needs to be given for any emergency. This is important as this could involve the urgent movement of many people.
  • Whilst the event is being undertaken it is important to constantly monitor the situation and identify any problems quickly.
  • It is advisable to work with the police and other emergency services in advance of any event, as they may wish to assert control over aspects of the event for purposes of public order management.

Related pages

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Page last modified 24 September 2024