Guide to Event Safety Management Plans

What is an ESMP

An ESMP is a document that outlines the steps that will be taken to manage safety at an event. This plan should include a schedule of event timings, event site layout, risk assessment, emergency response plan, crowd control measures, details of medical and security provisions, a communication plan, a transport management plan, and details of staff/volunteer deployments and briefings. For larger or more complex events, an ESMP may include a large quantity of chapters or appendices that provide further information on every aspect of the event. The ESMP is an essential tool that can help ensure the safety of attendees and the success of the event.

Who is the audience for the document?

The ESMP is a document that is intended for the event organisers and staff. This includes event planners, security personnel, first aid responders, and anyone who will be involved in the planning and execution of the event. In many cases, it is also used by local governmental authorities and emergency services to review and advise upon the measures the organiser is taking to operate the event safely.  It is important to ensure that all event staff and volunteers are trained on the ESMP and their roles and responsibilities during the event.

Templates/layouts available online

There are many templates and layouts available online for creating an ESMP. These templates can be customised to meet the specific needs of the event and can help ensure that all of the necessary components are included in the plan. In the UK, organisers of smaller events will benefit from templates and layouts that can often be provided by the local Licensing Authority (typically a city or district council). These are often hosted on their websites, or available by request. For larger or more complex events, it is strongly advised that the organisers engage the services of a professional event safety consultant to produce an ESMP. 

Guidance and Regulations to draw upon

There are several guidance documents and items of legislation that can be drawn upon when creating an ESMP. The core legislation on which an ESMP must be based are the Health and Safety at Work etc. Act 1974, the Regulatory Reform (Fire Safety) Order 2005, and the Licensing Act 2003. These items of legislation are often complex and difficult to digest, and as such the governmental agencies involved in writing these legislation often provide more accessible guidance. These include:

• The HSE Website, for guidance on complying with the Health and Safety at Work etc Act 1974.
• The website of your local Licensing Authority, for guidance on complying with the Licensing Act 2003. You can find out your local authority using this tool.
• Guide documents for small/medium/large places of assembly, for guidance on complying with the Regulatory Reform (Fire Safety) Order 2005, in an indoor setting.
• Guide documents for open air events and venues, for guidance on complying with the Regulatory Reform (Fire Safety) Order 2005, in an outdoor setting.

Further guidance and information on best practices has been produced by other entities, often endorsed or funded by the UK government and its agencies. These include:

• The Purple Guide. This service is provided by the Events Industry Forum in consultation with the HSE. It is particularly relevant to large outdoor events. https://www.thepurpleguide.co.uk/
• The Guide to Safety at Sports Ground (the “Green Guide”). This service is provided by the Sports Grounds Safety Authority - https://sgsa.org.uk/greenguide/

Some guidance documents above may only be applicable to the country of England. Event organisers are advised to engage a professional event safety consultant. 

In addition to these guidelines, it is also important to consider the specific needs of the event. This can include factors such as the venue, the expected attendance, and the type of event. For example, a concert at an outdoor venue will have different safety considerations than a business conference in a hotel ballroom.