a spreadsheet to prepare a budget. Allow space for actuals. Keep it
Apart from keeping track of
your funds, it forms a useful cross-reference to your plan - a lot of
the things on your plan will be a budget item and vice versa.
When you're selecting people for the rôle
of Steward, bear in mind they need to be:
- fit, active, aged 18 or over and preferably 55 or
- be suitably trained and competent to carry out
their duties effectively
- day-glo jackets, armbands or tabards so thay can be
- a written statement of their duties, and where
appropriate, a checklist and a layout plan showing the key features of
- a final briefing of their duties on the day of the
event, particularly about communicating with supervisors and others in
the event of an emergency
- torches if the event is likely to go on beyond dusk
By the arrival of the day,
- know the layout of the site and be able to assist
the public by giving information about the available facilities,
remembering especially people with disabilities
- be aware of the location of the entrances and exits
in use on the day, the fire-fighting equipment and the first aid posts
- know the ticketing arrangements and be aware of the
routes in and out for any VIPs
- have tested torches and or any other equipment
issued to them
- know, understand and have practised their specific
duties in an emergency and the arrangements for evacuating the public
from the site, including the use of coded messages
On the day the Stewards will
patrol their allotted areas, being on constant watch for emergencies
and knowing what actions to take, paying particular attention to:
- any potential or developing hazards in or near
- ensuring that overcrowding does not occur in any
part of the site
- preventing the public climbing fences, barriers,
lighting or sound towers, equipment and so on
- ensuring that circulation areas and exits
(including entrances and exits for emergency services) are kept clear
at all times.
This can be particularly important at indoor events where visitors may
well park their cars outside halls across exit doorsand other routes
from the building
Prepare an "essentials" box for the day: A few
spare business cards, compliment slips, stapler, 4 or 5-way power
distribution block, sticky tape, scissors, bluetack, superglue,
penknife, screwdriver (flat & crosshead), first aid kit.
you have a web site, create a page for your event. Keep it updated with
progress and include lots of pictures.
Pre and During Event Checklist
to be used
prior to opening and during the event
SAFETY - Are premises free from hazards?
For example, even ground and floor surfaces, no trip hazards, hazards
all attractions, activities and structures complete and staffed?
structures and seating sound and secure, stairways / platforms and
equipment guarded, protective barriers / fencing secure?
- Are adequate entrances and exits open, clearly marked and
staffed to control admission where necessary?
all circulation areas, staircases and escape routes/exits unobstructed
with all doors and gates unlocked?
CONTROL - Is the control room operational, with
communications and PA systems working, are mobile phones fully charged?
the required number of stewards in their allotted positions; fully
briefed on their duties and wearing jackets or tabards?
- Is installation complete/certified; cabling/ equipment
secure/protected; clear of public circulation areas?
- Is normal and emergency lighting provided, in working
order and lit where necessary?
FACILITIES - Are there enough trained first aiders on site,
is a suitable and clearly marked room (provided with water) available
as a first aid post?
PRECAUTIONS - Is fire fighting equipment in place, rubbish
and combustible materials stored away from tents, structures,
ACCOMMODATION - Is clearly marked toilet accommodation
available (including for disabled), have arrangements been made to
service them during the event?
- Are sufficient bins provided around the site, have
arrangements been made to empty them during the event?
You may find this book from
Amazon useful in the context of planning for safety
Equality and Human Rights: A...