Planning your event
Decide on the audience, venue and objectives of the event and the dates and times it will be open; whether admission will be free, pre-sold tickets or by payment on the day of the event.

Pre - plan
It is essential that you produce a detailed plan to ensure your event is safe and successful. The following should be considered as early as possible:

Where – choose a venue that is comfortably adequate for the proposed event. Consider direction and access to the location, car parks, local transport (bus, train, taxis) and also consider site hazards ie: water, power lines, busy roads and emergency access.

When – consider the time of year, take school holidays into account. The day and time of the week. If it’s an evening event you may need to arrange suitable lighting. Try not to clash with any major events in your local area.

Who – identify the aims and objectives for your event. Are you targeting a particular audience ie children and young people, disabled children and young people, vulnerable adults or elderly people.

Checks – anyone working with children, whether it be in a paid or unpaid role should undergo a CRB check.

What – decide on a theme and the types of activities . Will there be any specific hazards such as animals, water, fireworks and flashing lights.

Special equipment – will your activities require the use of any specialist equipment? E.g: safety helmets, equipment, crash mats etc. Will the apparatus require safety barriers to keep spectators and waiting participants away from the equipment. Check if any of the equipment requires a certificate approval.

Codes of practice – for large events you will need to comply with the National Outdoor Events Association guidance which will give advice on structures, marquees, tents, electrical and heating matters.

Welfare – depending on the scale of the event, refreshments and other facilities may be required. Advice and guidance on missing persons, baby changing, lost property and appropriate bins should also be considered.

First aid treatment – Sample accident report form 
For most events the organiser will need to carry out a first-aid and medical risk assessment. Many organisations provide medical services but ensure the organisation you select is competent, trained in first aid and able to cope with the demands of your event.
The following gives a guide to minimum provisions - 

Number of people attending	Number of first aiders	Ambulances
500	2	-
3,000	6	1
5,000	8	1
10,000	13	2

Permissions and consents - make sure you know what consents and licences you may need eg serving alcohol, public entertainment and road closures.