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"It's the most wonderful time of the year" - Health and safety when organising a public event this Autumn/Winter.

"It's the most wonderful time of the year" - Health and safety when organising a public event this Autumn/Winter.

Posted on Nov 03, 2021

With Halloween now over and the taste of pumpkin soup out of our minds for at least another 12 months, event organisers from sports and leisure clubs are now planning for the next collection of events, such as Diwali, Bonfire Night, Christmas and New Year! 

Event Organisers (including volunteers) with control of premises like a clubhouse or playing fields has a duty to see that the premises, access to them and sports equipment are safe are when organising an event.

The extent of a club's legal duty will depend on the level of control it has over the premises and the type of function on offer. For example, if your club owns or manages the premises, then you would be expected to keep the premises and any sports equipment provided in good repair.

Every event is different and we don’t underestimate the work that goes into ensuring the smooth running of each and every event. No matter the scale of your event, you may still feel you need insurance to cover you for potential injuries, damage or unforeseen cancellation.

Due to the multifaceted nature of events, there are numerous associated risks. Flooding could prevent you reaching the event with crucial equipment which could cause postponement, relocation or abandonment. Alternatively, an accident could result in a guest filing a liability claim, or you might need to fund expensive tech kit replacements after irreparable water damage. Having a good health and Safety practice and insurance arrangements in place is therefore paramount.

With Firework displays being at the centre of celebrations, here are a few items to consider when organising a display.

In addition to completing a full risk assessment, there are further risks you need to be aware of, such as:

Before the event:

Think about who will operate the display. There is no reason why you should not light a display yourselves provided it only contains fireworks in categories 1, 2 and 3. But remember, category 4 fireworks may only be used by professional firework display operators. In untrained hands they can be extremely dangerous.

Consider whether the site is suitable and large enough for your display, including a bonfire if you are having one. Is there space for the fireworks to land well away from spectators? Remember to check in daylight for overhead power lines and other obstructions. What is the direction of the prevailing wind? What would happen if it changed?

Think about what you would do if things go wrong. Make sure there is someone who will be responsible for calling the emergency services.

Make sure you obtain the fireworks from a reputable supplier.

If the display is to be provided by a professional firework display operator make sure that you are clear on who does what especially in the event of an emergency. Request copies of risk assessments and proof of adequate insurance.

If you plan on selling alcohol the bar should be well away from the display site.

On the day of the event:

Recheck the site, weather conditions and wind direction.

Don't let anyone into the zone where the fireworks will fall – or let anyone other than the display operator or firing team into the firing zone or the safety zone around it.

Discourage spectators from bringing alcohol and their own fireworks onto the site.

If you will also have a bonfire at the display then you should:

Check the structure is sound and does not have small children or animals inside it before lighting it.

Not use petrol or paraffin to light the fire.

Have only one person responsible for lighting the fire. That person, and any helpers, should wear suitable clothing eg a substantial outer garment made of wool or other low-flammable material.

Make sure that the person lighting the fire and any helpers know what to do in the event of a burn injury or clothing catching fire.

Never attempt to relight fireworks. Keep well clear of fireworks that have failed to go off.

The morning after

Carefully check and clear the site. Dispose of fireworks safely. They should never be burnt in a confined space (eg a boiler).

Additional Points to consider if you are organising a major public display.

For major displays, particularly those involving category 4 'professional' fireworks or very large number of spectators, a more robust approach is obviously needed.

Plan and mark out the areas for spectators, firing fireworks (and a safety zone around it) as well as an area where the fireworks will fall.

Think about how people will get into and out of the site. Keep pedestrian and vehicle routes apart if possible. Mark exit routes clearly and ensure they are well lit. Ensure emergency vehicles can get access to the site.

Appoint enough stewards/marshals. Make sure they understand what they are to do on the night and what they should do in the event of an emergency.

Contact the emergency services and local authority. If your site is near an airport you may need to contact them.

Signpost the first aid facilities.

Need help with event risk management and/or insurance? At Watkin Davies Insurance Consultants Ltd, we can arrange annual and one off event cover catering for cancellation, abandonment, curtailment, rearrangement and legal liabilities.

Please contact me today on 02920 626 226 or email chris.weeks@watkindavies.com


Daniel Abbott Business InsuranceChris Weeks
Development Executive
029 2062 6226



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