Event safety plan – What you shouldn’t forget
When planning an event, your focus might go first to the venue, line-up or programme. But just as important is safety – for visitors, staff and everyone involved. A solid safety plan ensures you’re prepared for any situation, from minor incidents to real emergencies.
Here’s what every event safety plan should include – and what organisers often overlook.
Key elements of an event safety plan
A safety plan outlines how you’ll ensure the safety of visitors, staff, and performers.
It should be clear, practical, and tailored to the type of event you’re organising.
- First aid and medical support
Make sure there are enough first-aid responders on site, based on the size and nature of your event. Include the locations of first-aid stations, how they can be reached, and who is responsible for coordinating medical support. - Emergency plan and scenarios
Add a brief emergency plan that explains what happens in case of incidents such as fire, power outages, crowd panic, or extreme weather. Specify who takes charge during an evacuation, where the assembly points are, and how visitors will be informed. - Crowd control and public safety
For events with large audiences, an effective crowd management plan is essential. Think about entry and exit routes, maximum capacity, barriers, walking directions, and supervision. Overcrowding is one of the biggest safety risks at any event. - Communication and coordination
In an emergency, every second counts. Define how your team will communicate – via radios, phones, or messaging apps – and who will stay in contact with security, venue management, and emergency services. - Responsibilities and contact details
Clearly outline who holds overall responsibility for safety and who fulfills which role. Include a contact list with all key phone numbers: event organization, security, emergency services, venue management, and insurance.
Common mistakes
Even experienced organisers sometimes overlook important details in the busy run-up to an event. Here are the most common pitfalls:
- Unclear responsibilities – not everyone knows who’s in charge in an emergency.
- No backup plan – no alternatives for power failure, cancellations, or staff shortages.
- Outdated information – old phone numbers or incorrect contact details.
- Overcomplicated documents – no one reads a 40-page plan when the pressure is on. Keep it short and to the point.
Tips for a complete and practical plan
- Involve the municipality and venue early on
Municipal authorities often review your safety plan as part of the permit process. By involving them early, you avoid delays or rejections. - Work closely with suppliers, emergency services and insurer
Coordinate with security, technical staff, catering, medical services, and your insurance partner. They know exactly what’s possible on-site – and where the risks lie. - Test your plan in practice
A short briefing or drill with your team before the event can make a huge difference. That way, everyone knows what to do if something goes wrong. - Keep your plan up to date
A safety plan is a living document. Regularly check that all details are still correct – phone numbers, contact persons, suppliers, and assembly points can change. Keeping it current ensures your plan remains reliable.
In the end: safety builds confidence
A clear, well-structured safety plan is essential for every event. A well-prepared team stays calm and prevents small issues from turning into major problems.
But of course, not everything can be avoided – damage, accidents or cancellations are always a risk. With the right event insurance from No Risk, you can be sure your event is not only safe but also well protected.