What to Consider

To demonstrate that they are managing an event well and have sufficient plans in place, Event Organisers will be required to submit a site plan together with their Event Management Plan (EMP) and Traffic Management Plan (TMP).

The nature and complexity of EMP/TMPs depends on the type and scale of an event. At a smaller event, a Traffic Management Plan might be incorporated into the Event Management Plan or at a larger event where more detail required, kept separate.

Both plans are working documents that may be revised several times. It is therefore important to ensure that they are indexed.

Event Management Plan

May include the following:

Event Safety Policy Statement

  • Safety Statement
  • Overall Management
  • Levels of responsibility

Risk Assessments

Risk assessments and the arrangements that are to be put into place as a result of the risk assessments. These arrangements provide the body of the plan and may include the following:

Details of the event

  • Venue and site design
  • Structures and Barriers
  • Structual Safety calculations & drawings
  • Fuel use and storage
  • Electrical installations and Lighting
  • Audience profile and capacity
  • Duration
  • Site vehicle movements and transport
  • Food
  • Toilets and waste
  • Water
  • Camping
  • Amusements/ attractions/ Displays
  • Fire safety
  • First Aid / Medical Arrangements
  • Special effects - lasers / strobes etc
  • Fairground Rides / Attractions
  • Access and exits
  • Construction and site dismantling
  • Information and Welfare
  • Lighting

Noise Management Plan

  • Music sources, locations and timings
  • Policies for prevention of noise disturbance

Site Safety Plan

  • Site Safety rules
  • Safety Co-ordinator
  • Site crew Managers

Crowd Management Plan

  • Numbers and types of stewards
  • Chain of command
  • Training
  • Methods of working

Emergency Plan

  • Major incidents / contingencies
  • Designated people
  • Action to be taken
  • Trialling the emergency plan

First Aid/Accident Plan

  • Procedures for administering first aid on site arrangements with local hospitals etc
  • Chain of command
  • Training
  • Methods of working

Where there are events being held on different sites, it is worth considering and overall Event Management Plan and separate site specific plans.

Traffic Management Plan

A traffic management plan (TMP) is one part of the overall event management plan (EMP). It also has key links to the risk assessments as key traffic risks and actions identified in the TMP should also be highlighted in the risk assessment.

The key, specific areas any TMP should cover are as follows;

  • The sign schedule.
  • Details of all roads to be closed and signed diversion routes.
  • Details of any temporary traffic regulation orders made. Event organisers should contact the local District Council to discuss Orders for control measures such as temporary speed limits, lifting of parking restrictions, temporary one-way systems etc.
  • Details of expected numbers of attendees and estimated number of vehicles arriving.
  • Details of contingencies for adverse weather.
  • Details of any arrangements made with Hampshire County Council regarding the control of permanent traffic lights.
  • Details of event parking. Enough parking should be provided. If this is not possible then the event promoter must consider additional support to prevent illegal parking.
  • Details of consultations and traffic related agreements made, particularly with regard to the emergency services and local residents / businesses and bus services.
  • Details of emergency access routes agreed with fire, police and ambulance services, together with details of how this route will be kept open.
  • Details of traffic related agreements with bus companies in order to accommodate or divert their services.
  • Details of advertising for the event, particularly with regard to advertised routes for attendees. Event promoters should consider the opportunities to maximise the use of public transport to their event to minimise vehicular traffic.
  • Details of any ticket / entry fee collections. Tickets and entry fees should not be collected at entry points off of the public highway as this tends to cause unnecessary queuing.
  • Traffic related lessons learned from previous events.
  • Details of special considerations needed for vulnerable groups or those with disabilities.
  • Contact details for the person responsible for traffic management at the event.
  • Contact details for other relevant organisations involved in traffic management at the event.

Visit Hampshire County Council's website for guidance on Traffic Management.

If you are planning an event, you might like to make use of the network of community buses around the District which can provide low cost transport for groups. There is more information on the community bus network on Hampshire County Council's Community Transport pages, or you can go direct to the co-ordinators for buses in the Winchester District. This can reduce the number of cars coming to your event, and also provide transport for those who might otherwise find it hard to get to your event.

Information on advertising events on the roadside