Staff & volunteer training

(Information based on Wales Tourism Board 'Timeline for Events' guide)

Event organisers must make sure that every person involved has a briefing and/or training to help them comply with Health and Safety standards. All staff must understand the overall operational plans and the procedure for dealing with major incidents.

The key elements for a successful event are:
o       communication
o       collaboration
o       cooperation

Induction, training and briefing sessions should be compulsory, so that all staff, stewards, volunteers, artists and everyone involved in the event's operation has good overall knowledge of the whole event.

You may decide to hold several short sessions focusing on different topics:
o       event and procedures
o       dealing with incidents and emergencies
o       managing the public
o       final briefing
o       after-event feedback

Make sure that all staff/volunteers know:
o       What facilities/services are available
o       Where these are located so that they can direct people

o       How to manage problems, including:
-          unforeseen incidents and eventualities,
-          emergencies like fire or bomb scare
-          accidents
-          lost and found children
-          lost property
-          directions/information on and off site
-          information on local amenities for visitors

o       Make sure that everyone has sufficiently detailed information to make quick decisions and take action confidently
o       Provide contact names/telephone numbers, especially for the organiser/line manager over a 24-hour period
o       All staff should have access to a radio phone (walkie-talkie) or mobile phone
o       All action taken must be recorded - this will help you in evaluating the event afterwards
o       To meet health and safety requirements, any accidents must be logged

o       There are specific requirements for those working with children. You should check the latest regulations for CRB (Criminal Records Bureau) disclosures at www.disclosure.gov.uk or by phoning the information line at 0870 909 0811

'Timeline for Events' guide also has a basic Volunteer Application Form: http://www.timelineforevents.co.uk/english/opplan/6.4.htm

Dealing with visitors

Make sure that visitors of all ages can access information, welfare and health facilities. Consider the following:

o       Information Centre
o       Children - lost and found (with specially trained staff)
o       Property - lost and found (recording and storage policy)
o       Cloakrooms and luggage storage
o       Catering, dining and refreshment areas
o       First Aid and medical facilities
o       Emergency facilities
o       Staff Welfare - for all staff on site
o       Availability of Police, Fire Brigade, Security officers
o       Accessible facilities for all ages
o       You may want to think about the following channels of communication:
o       PA systems
o       voiceover service for emergencies
o       notice and message boards
o       public telephones

All these should be supported by staff trained in welcoming, assisting and directing visitors to the site. Make sure that your visitors feel relaxed and comfortable, confident that all necessary procedures are in place to deal with crowd control, complaints, emergencies, accidents, breakdowns and security aspects.

See Resources section for Sample Accident Report Form