Running your event safely

If you’re planning to stage a public event as lockdown eases, we’re here to help you do so safely.

As the event organiser, you are legally responsible for making sure attendees and staff are safe.

Event planning advice and contact details by area

Every local council in Kent has a safety advisory group which can help by reviewing your plans and providing advice.

We recommend that you contact the safety advisory group for the area where your event is taking place:

Safety checklist

The following checklist will help you think about some of the things you'll need to do to keep people safe.

Risk assessment

  • Check government guidance on what’s allowed and what’s not.
  • Provide your local safety advisory group with the details of your event.
  • Conduct a risk assessment taking COVID-19 restrictions into account.

Hygiene

  • Consider what additional hygiene measures are needed and how they will be maintained during the event.
  • If your event lasts for more than one day, factor in a deep clean.
  • Check you have sufficient supplies of PPE/medical equipment.

Transport

  • Think about whether people will use public transport to get to the event or whether they can they cycle, walk or drive.
  • If people choose to drive, consider what impact this will have on local roads and parking facilities.

Managing crowds

  • Check the latest social distancing advice.
  • Apply social distancing measures both inside and outside your event.
  • Consider whether you need separate entrances and exits.
  • Think about whether you need marshals to manage queues.

Toilets

  • Think about how you will manage the use of toilets.
  • Consider whether you need more staff to implement this and how will you ensure their safety.

Food and drink

  • Factor COVID-19 risks into plans for serving food and drink.
  • Consider whether you can minimise queues and other risks by offering rapid service meal deals or hampers.

Community

  • Make the nearby community aware of your event.

Training

  • Train staff, volunteers and participants at your event in their role in minimising the spread of COVID-19.

Audiences

  • Consider how you will collect and securely maintain the contact details of staff and visitors, if they are needed for Track and Trace.
  • Think about the audience experience. Will this be impacted with mitigations such as social distancing, face masks, restricted access to facilities?
  • Think about the considerations you need to make for vulnerable groups.

Communications

  • Decide how will you notify people of changes to your event at short notice (especially if the event isn't ticketed).
  • Plan how you tell attendees about the COVID-19 measures that need to be followed.
  • Think about what your cancellation timelines will be.
  • Plan the refund process.

Finance and insurance

  • Review your cancellation insurance in relation to COVID-19.
  • Make sure you have sufficient financial stability if the event is cancelled at short notice.
  • Think about your contractual obligations with suppliers.
  • Consider whether your event would be financially viable with a reduced audience capacity.

Legal

  • Make sure you understand your legal responsibility, and liabilities, in organising an event.
  • Consider and mitigate against all risks related to the event, including COVID-19.