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The material emphasizes early planning actions such as selecting and gaining permission for a venue, carrying out a competent, live risk assessment, and identifying sensible controls rather than excessive paperwork. It explains event safety coordination through the Rhondda Cynon Taf Events Safety Advisory Group (ESAG), including consultation, key criteria for assessment, and the organiser’s ongoing legal responsibility.",{"@graph":63,"@context":118},[64,80,101],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":36,"@type":70,"position":76},"https://docshare.wps.com/template/forms/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/event-management-plan-template-guidance-notes/244726/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/event-management-plan-template-guidance-notes/244726.png","ImageObject",442,249,{"name":88,"@type":89},"Himbo","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-10-22","2026-09-12",true,{"@type":98,"interactionType":99,"userInteractionCount":35},"InteractionCounter",{"@type":100},"ViewAction",{"@type":102,"mainEntity":103},"FAQPage",[104,110,114],{"name":105,"@type":106,"acceptedAnswer":107},"What is the purpose of the event management plan template?","Question",{"text":108,"@type":109},"The template provides guidance for organisers to develop a detailed event management plan tailored to the specific event. It supports planning before the event day and highlights areas that may require additional measures.","Answer",{"name":111,"@type":106,"acceptedAnswer":112},"Why must organisers carry out a risk assessment for an event?",{"text":113,"@type":109},"Every event should carry out a detailed risk assessment to identify issues that could endanger people on site. The assessment should consider health and safety, fire regulations, and public health factors, and specify mitigation actions.",{"name":115,"@type":106,"acceptedAnswer":116},"What role does the Rhondda Cynon Taf ESAG play in event safety?",{"text":117,"@type":109},"ESAG offers independent advice and helps coordinate relevant partners to plan and prepare for events safely and legally. 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It should only be considered as an example and if used must be tailored to match your event. Also, there may be occurrences that require additional measures and/or information, these will be explained at the time of application; for example, a COVID Risk Assessment. Further sources of guidance are shown in Appendix1 .  \nAn event is an activity that happens at a particular time and enables people to come together. They might come together in celebration, a shared love of music, sports, challenges, community fundraising or purely for entertainment such as a concert. This could include for example: fetes, fairs, open air concerts and music events, trade shows, sporting events, horse shows, agricultural shows, dog shows, open air entertainment such as theatre, opera or historic re-enactments, firework displays, large scale company parties, processions, marches and carnivals, street parties, religious events; these are only examples, there are many others.  \nAttending an event might be free or you may need to buy tickets, pay an entrance fee or pay for activities. It could be open to the public or by invitation only, this depends on a huge range of factors but primarily it depends on the objectives of the event. For example, the objectives might be linked to making money or they could be linked to the social and community objectives of the host.  \nWhatever the scale of your event, to run it successfully requires thinking through each element of it before the day.  \nTo use the template, save a new version and complete the sections that apply to your event. Not all sections will apply to all events – you will need to decide which are relevant. Once you have completed the template, you can delete the guidance text.  \nYou may also find the Events Industry Forum Purple Guide as helpful, as it provides guidance on security, major incident planning, first aid, electrical safety, event communication, lost children, sanitary facilities and more.  \nEvery event, whether large or small, should carry out a detailed risk assessment to identify any issues that could put people attending the event site in any danger.  \nThis risk assessment should be carried out by a competent person and must take account of factors required under health and safety or fire regulations as well issues affecting public health. It should also specify what actions are being taken to mitigate all the risks that are identified.  \nA risk assessment is not about creating huge amount of paperwork, but rather about identifying sensible measures to control the risks. Those with fewer than five workers, or who are self-employed, do not legally have to write anything down as part of their risk assessment but it is always advisable to do so in order to be able to demonstrate that all the risks have been considered should anything go wrong. A Risk Assessment for your event, the detail of which should be proportionate to the event taking place; an example can be found at Appendix 2. Risk assessments  \nshould always be treated as live documents that need to be referred to and updated/changed as events evolve.  \nIt is important that one of your first actions is to select a venue(s) and gain permission (even if in principle) for use of that venue for your event.  \nThis guidance has been developed by the Rhondda Cynon Taf Events Safety Advisory Group (ESAG) . The ESAG is a multi-agency grouping including key partners from organizations such as the Council and Emergency Services and is the first point of contact for anyone organizing an event. Risk management and safety of the public at an event is the responsibility of the event organizer but experience has shown that early consultation with professionals can significantly increase safety and speed ","cbCaisAOy5LNfmz8","https://ap.wps.com/l/cbCaisAOy5LNfmz8","pdf",1495307,84,"English","# Introduction\n## Developing the event management plan\n## Event safety and risk assessment\n## ESAG role and consultation","[{\"question\":\"What is the purpose of the event management plan template?\",\"answer\":\"The template provides guidance for organisers to develop a detailed event management plan tailored to the specific event. It supports planning before the event day and highlights areas that may require additional measures.\"},{\"question\":\"Why must organisers carry out a risk assessment for an event?\",\"answer\":\"Every event should carry out a detailed risk assessment to identify issues that could endanger people on site. The assessment should consider health and safety, fire regulations, and public health factors, and specify mitigation actions.\"},{\"question\":\"What role does the Rhondda Cynon Taf ESAG play in event safety?\",\"answer\":\"ESAG offers independent advice and helps coordinate relevant partners to plan and prepare for events safely and legally. While ESAG cannot stop an event, its representatives may require compliance with legal obligations.\"}]","Event Management Plan Template - Guidance Notes | PDF",1789221233,29]