17. On the day

It is a good idea to make sure you have ready access to all important information and documentation on the day of your event including:

• copies of all contracts and permits (see Appendix A)
• incident/accident report forms (see Appendix I)
• safe work method statements from contractors
• a running sheet outlining the timing of your event (see Appendix C)
• a production schedule (see Appendix G)
• contact phone numbers of all staff, volunteers, performers, emergency personnel and other key stakeholders
• a risk assessment matrix and management plan (see 6.1 and Appendix E)
• a site plan, preferably with grid references (see 6.10)
• an emergency response plan, including emergency medical plan and emergency communications plan (see 6.4)
• a transport management plan (see 10.1)
• a crowd management plan (see 6.9)
• an alcohol and glass management plan, if relevant (see 6.8)
• a security plan (see 6.18)
• a public communications plan (see 8.1)
• incident/accident report forms (see Appendix I)
• radio protocols and channels if relevant (see 8.2)
• the chain of command.

One way to help staff and volunteers be fully briefed on key aspects of the event is to collate all important relevant information into one document (the event manual) and provide it to them at a meeting (briefing) several days before the event. This is particularly useful for large events. At that briefing, the event manager should go through the manual with your staff and volunteers, and allow time for questions. Encourage staff and volunteers to make themselves familiar with the manual’s contents, so that they can be as clear as possible about what will happen on the day.

Next - 18. Evaluating your event