Event Management Plan - Event Management Plan Template and Guidance Notes for Small and Medium Sized Outdoor Events

Sep 12, 2026

Upload by Tawan

Event Management Plan template and guidance notes for small and medium sized outdoor events in the borough of Hastings and St. Leonards-on-Sea. Provides an organiser details section, then a structured event overview covering event management roles, organisation structure, key contacts, production schedule, and event running order. Includes comprehensive health and safety guidance with risk assessment, fire safety, security and crowd management, emergency procedures, incident reporting, medical cover, and safety considerations such as TDS, CDM 2015, barriers, and animals. Covers communications, welfare including safeguarding and accessibility, licensing including TEN, bar and street trading, insurance, site planning, weather, waste, noise, vehicles, and traffic route management.

LanguageEnglish

CategoryPresentations

FormatPDF

Pages30

Reading Time11 min

AccessFree to download

Introduction

Event overview

Event management

Event organisation structure

Key event management contacts

Key event contacts – other

Production schedule

Event running order

Health and safety

Your responsibility for health and safety at your event

Risk assessment

Fire safety

Security and stewarding/crowd management

Emergency procedures

Incident reporting and investigation

Event medical cover

Funfairs and inflatable play equipment

Temporary demountable structures (TDS)

Construction (Design and Management) Regulations 2015 (CDM 2015)– Construction Phase Pan (CPP)

Safety barriers

Animals at events

Communications

Event communications – surrounding residents

Event communications – media plan

Event communications – audience

Event communications – event management

Welfare

Safeguarding children

Lost/found children and vulnerable persons

Accessibility

Prohibited items – drugs/weapons/alcohol

Licensing

Premises licensing and temporary event notice (TEN)

Bar management

Street trading

Insurance

Catering

Site considerations

Site plan

Access & egress

Managing weather

Toilets

Waste management

Noise management

Vehicles on site

Traffic management

Route management

Road closures

Traffic management plan

EVENT MANAGEMENT PLAN Event Management Plan Template and Guidance Notes for small and medium sized outdoor events Hastings Borough Council Muriel Matters House Breeds Place Hastings East Sussex TN34 3UY 01424 451334 [eventsadmin@hastings.gov.uk](eventsadmin@hastings.gov.uk) EVENT ORGANISER DETAILS Event Organiser Name Organisation Telephone Mobile Email Name of Event Event Location Audience Profile Approximate Audience Numbers Date of Event Contact Telephone Number on Day of the Event (if different to above) CONTENTS Section Number Page Number Introduction 1 3 Event Overview 1.1 3 Event Management 2 4 Event Organisation Structure 2.1 4 Key Event Management Contacts 2.2 5 Key Event Contacts – Other 2.3 5 Production Schedule 2.4 7 Event Running Order 2.5. 10 Health and Safety 3 11 Your Responsibility for Health and Safety at your Event 3.1 11 Risk Assessment 3.2 11 Fire Safety 3.3 11 Security and Stewarding/Crowd Management 3.4 14 Emergency Procedures 3.5 15 Incident Reporting and Investigation 3.6 18 Event Medical Cover 3.7 18 Funfairs and Inflatable Play Equipment 3.8 19 Temporary Demountable Structures (TDS) 3.9 20 Construction (Design and Management) Regulations 2015 (CDM 2015)– Construction Phase Pan (CPP) 3.10 21 Safety Barriers 3.11 22 Animals at Events 3.12 22 Communications 4 23 Event Communications – Surrounding Residents 4.1 23 Event Communications – Media Plan 4.2 23 Event Communications – Audience 4.3 23 Event Communications – Event Management 4.4 23 Welfare 5 24 Safeguarding Children 5.1 24 Lost/Found Children and Vulnerable Persons 5.2 24 Accessibility 5.3 24 Prohibited Items – Drugs/Weapons/Alcohol 5.4 24 Licensing 6 25 Premises Licensing and Temporary Event Notice (TEN) 6.1 25 Bar Management 6.2 25 Street Trading 6.3 25 Insurance 7 26 Catering 8 26 Site Considerations 9 26 Site Plan 9.1 26 Access & Egress 9.2 27 Managing Weather 9.3 27 Toilets 9.4 27 Waste Management 9.5 27 Noise Management 9.6 28 Vehicles on Site 9.7 28 Traffic Management 10 28 Route Management 10.1 28 Road Closures 10.2 29 Traffic Management Plan 10.3 30 1. INTRODUCTION The purpose of this document is to assist event organisers planning to hold an event in the borough of Hastings and St. Leonards-on-Sea. The document also provides sections that should be completed to help you develop a detailed EMP (Event Management Plan) . All text in purple can be deleted on completion. 1.1. EVENT OVERVIEW Event description Event timing Event start time Event end time 2. EVENT MANAGEMENT 2.1. EVENT ORGANISATION STRUCTURE Event management organisational structure example – please change to reflect your own event Please complete your organisational structure below: 2.2. KEY EVENT MANAGEMENT CONTACTS Populate the following table with the names, roles, and contact details of the key people involved in organising your event. Name Role Contact Number 2.3. KEY EVENT CONTACTS – OTHER Populate the following table with all the other key contacts for your event. AUTHORITITES (fire, police, first aid etc...) Organisation Name Contact Details ACTS/ENTERTAINMENT Organisation/Company SPECIAL EFFECTS Organisation/Company SUPPLIERS/CONTRACTORS Organisation/Company Name Name Name Contact Details Contact Details Contact Details 2.4. PRODUCTION SCHEDULE Please populate the below production schedules. It’s important that you produce and document your production schedule to enable your team to plan their time effectively. PRODUCTION SCHEDULE (Name of event live dates-pre event build dates) Date Task Start Time Finish Time Resources/who Notes PRODUCTION SCHEDULE (Name of event-event dates) Date Task Start Time Finish Time Resources/who Notes PRODUCTION SCHEDULE (Name of event-post event breakdown dates) Date Task Start Time Finish Time Resources/who Notes 2.5. EVEN

FAQs

What sections does the template include for organising an event?

The template includes organiser details, event overview, event management roles and structure, key contacts, a production schedule, and an event running order, followed by health and safety, communications, welfare, licensing, and site and traffic considerations.

What health and safety topics are covered?

It covers responsibility for health and safety, risk assessment, fire safety, security and crowd management, emergency procedures, incident reporting and investigation, event medical cover, and additional safety items such as TDS, CDM 2015 construction phase planning, barriers, and animals at events.

How does the document handle communications and welfare for the event?

It provides a communications plan for surrounding residents, the media, the audience, and event management, and includes welfare sections for safeguarding children, lost/found children and vulnerable persons, accessibility, and prohibited items such as drugs, weapons, and alcohol.

Sep 12, 2026

Upload by Tawan