FACILITIES

Read the Event Safety Guide by the Health & Safety Executive for detailed guidance.

FIRST AID
When large crowds gather for public events there needs to be first aid cover to ensure peoples safety and wellbeing. The number of people requiring medical treatment at any event will vary considerably as will the type of ailment. These can range from traumatic injuries or conditions such as dehydration, sunstroke, food poisoning or the serious effects of drugs or alcohol. The first-aid provision needs to be suitable for the number of people expected to attend and for the type of event. Detailed guidance on the amount of first aid and ambulance cover required can be found in the 'Event Safety Guide' published by the Health and Safety Executive.

The following gives a guide to the minimum provisions.

The first-aid post should be clearly signposted and provided with easy access for spectators and an ambulance at all times.  Where an ambulance is required, a parking area should be provided close to the first-aid post with a clear exit from the site.

A voluntary first-aid society can be asked to provide a First-Aid Post, staffed by qualified first-aiders. Or alternatively, contact St. John Ambulance, British Red Cross or other first-aid societies to arrange attendance and provide first-aid cover.  They can usually provide ambulance, first aid and medical services, including qualified first aiders, emergency ambulances, paramedics and mobile treatment services. You may have to pay for this service.

St John's Ambulance
01643 702400
http://www.sja.org.uk/sja/what-we-do/event-first-aid-cover.aspx

Red Cross
0845 331 5000
http://www.redcross.org.uk/localservice.asp?id=58431

They can also provide First Aid training and you can buy a First Aid Manual and products from the website.

South Western Ambulance Services NHS Trust
01392 261 500

SANITARY FACILITIES

Provide an adequate number and type of toilets for the number of people expected, including provision for people with disabilities. Ensure that you consider carefully the location, access, and construction, type of temporary facilities, lighting and signage. A rough guide to adequate numbers of toilets is: -

It is best to use toilets that are connected to mains services, but temporary units may have to be provided. Where possible provide wash hand basins, 1 per 5 toilets with no less than one hand-washing facility per 10 toilets provided. Each basin should be provided with hot and cold water or water at a suitably controlled temperature, soap (or antiseptic hand wipes where hot water is not provided) and suitable hand drying facilities. Arrange for all the toilets to be serviced regularly to keep them fully operational, clean and hygienic throughout the event.

Information Point, Lost Children and Lost Property

Provide a location where enquiries can be made about lost children, lost property and for information about the event. Ensure it is well publicised, signposted and easily identifiable. This could be the control room and preferably a sheltered site.

At larger events provide site maps at the entrance and around the site and signs to indicate the other activities, attractions and facilities.

Somerset Child-Safe Partnership can provide clear child protection and safeguarding guidelines for staff and volunteers. The Partnership offers free seminars and publishes a free 'Child Safe' resource pack. www.child-safe.org.uk. Tel: 01823 358098. Email: childsafe@somerset.gov.uk.

TRAFFIC MANAGEMENT

Closing a public highway can be a complex matter. If you are considering closing a road for your event, ensure that you apply to the Local Authority at least 8 weeks in advance so that they can then assess carefully the implications.

If you are planning for an activity that will require road closures or diversions, then you need to be sure you have an effective traffic management plan to ensure the disruption to normal traffic flow is minimised. The Local Authority Highways Department will be able to assist you with the planning and they need to approve transport plans for events, particularly those at outdoor venues. It is also sensible to inform the local Police and get their advice.

Read the following comprehensive guide:

• Events guide for organisers of events that affect the highway by Graham Bagley (Somerset County Council), the Highways Authority and the blue light services.(Coming soon)

Somerset Highways Agency:
telephone 0845 3459155. Click here for website.

RAC and the AA can provide traffic management services and take care of the planning, erection and removal of signage.

RAC
0845 610 6466 / http://www.racbusiness.co.uk/signage/

The AA
0800 731 7003 / http://www.theaa.com/aasigns/index.html?page=home

PARKING / TRANSPORT CONTROL AT THE EVENT

Wales Tourism Board 'Timeline for Events Guide' suggests the following control measures: 

Getting to an event, parking and getting out again, can be frustrating for visitors. Planning good, well-placed signage will help you manage appropriate parking areas including access for the visitors with disabilities.

Consider:

o       the capacity of parking areas
o       the suitability of parking sites - bad weather can create extra difficulties
o       trained stewards to direct traffic to correct parking areas
o       managing departures as well as arrival - availability of stewards
o       advance information on parking and directions in literature/on website
o       management of visitors once they have parked their cars - good signage
o       communications system for stewards
o       consider having a 'practice run' with stewards and check:
o       signage is correct and directs people to the right areas
o       capacity of parking area
o       who does what
o       correct areas to park