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Event Management Plan

The Event Management Plan is a summary of all the operational procedures to be put in place for a specific event.

The Event Management Plan is a single document which is a summary of all the operational procedures to be put in place for a specific event.

It serves firstly, to act as a reference point and prompt for the safety management team, and secondly, as a record of the event planning process, should it be necessary to review or question any of the actions taken during the event.

It is stressed that the Event Management Plan is a summary. Accordingly, it should be comprehensive, easy to read and easy to access. It is therefore recommended that whether or not the document is created in a digital form, a printed copy should always be available in the control point.

The contents of the Event Management Plan will vary according to the venue and event, but is likely to include the following: 

  • Event information
  • Updates arising from event specific risk assessments
  • Overlay Plan 
  • Inspections and tests preceding the event
  • Inspections during the event
  • Inspections after the event 

Further detail on the contents of the Event Management Plan can be found in Supplementary Guidance 03: Event Safety Management.

Event information

This section summarises the key pieces of information that will help safety personnel to manage a specific event on the day, including the name of the event and any supporting information such as its local, national or international significance and context.

It should also outline:

  1. The event timings for actions to be completed, including:
  2. Timings during the 48 hour period prior to the event, with actions including completion of any overlay, pre-event inspections and tests.
  3. Timings on the event day, including the activation of the control point, arrival times for staff, stewards, players, spectators, briefings and debriefings and final pre-event safety checks.
  4. Post-event timings, including inspections, debrief and completion of the Event Record.
  5. The anticipated audience, including numbers, profile/demographic and any intelligence, for example from the police.
  6. Chain of command, including the names, roles and location of all key members of the safety management team.
  7. Accessibility Plan, including issues specific to the event, such as transport and parking arrangements, location of wheelchair spaces and accessible toilets and other facilities.
  8. Conditions of entry, if any arrangements are in place for the event that differ from standard operational procedures