As an event organizer we are responsible for maintaining a safe and healthy environment so that guests and vendors are in a controlled place through a safety analysis.

You must have key information about the event such as:

• Number of guests,
• Activities to be carried out with the guests (e.g. conference, training, workshops, team building activities),
• Activities to be carried out by vendors (e.g. assembly and disassembly of elements, food, furniture, audiovisual equipment),
• Venue location, See our post on how to choose your venue,
• Date, time and duration of the event.

Analyze the hazards of the activities to be performed.

1. List the activities to be carried out at the event,
2. Identify the hazards associated with each activity to which guests, staff and vendors are exposed,
3. Analyze the hazards of each activity with a multidisciplinary team (e.g. vendors, staff members, health and safety specialist).
4. Determine controls to mitigate risks.
   
   Reference video: Health and safety risk assessment and management

Verify the implementation of controls

• Organize a pre-start-up session with vendors, staff and site personnel,
• Discuss the safety analysis,
• Clarify any doubts,
• Ensure that the vendors has the appropriate competence, personal protective equipment and adequate tools in good condition,
• Conduct periodic safety walk-throughs to validate that site conditions are safe.

Tip: Emergency instructions at the opening of your event

When your guests are in place, we recommend that you start your event with safety instructions indicating the emergency exits, evacuation routes and identifying the personnel that will be assisting in case of an emergency (e.g. staff, venue emergency brigade personnel).

Remember, safety is paramount at any event. By conducting a safety analysis and following up on the implementation of controls, you can ensure that participants are protected and can safely enjoy the experience.

References:
– Health and Safety Executive – Events health and Safety
– Experience of Ur Corporate Event.