Guidance For Staging An Outdoor Music Event
Site Plan

Provide details of site layout – to scale – and showing proposed position of the stage, extent of front of stage barriers,
mixing desk, lighting towers, delay towers, screens, grandstand, bar and bar service areas, toilets, first aid points,
mobile concessions, emergency exit routes and main entrance points (and indicate any other relevant items as
appropriate)

Please note that the layout will be subject to agreement with the Service.
Crowd Management

Provide details of entrance arrangements in respect of searching patrons, collecting tickets, assisting disabled
persons and barrier entry system.

Sufficient entrances should be made available to ensure a free flow of patrons and to avoid a build up of people.

Detail methods to be used to ensure those attending and in the vicinity of the concert are fully informed of relevant
details such as road closures, parking arrangements, 'door-open' time and concert finishing time.

Provide details of the event management structure.

Detail method of on site communication and facilities for communicating with the emergency services.

Detail emergency evacuation procedures including PA announcements and facilities for back up to PA system.

Provide copies of staff statements of duties for each level in the management structure.
Stewarding

The provision of sufficient competent stewards is vital to the safe crowd management of the event and the level of
stewarding provided must agree with the Service. Provide details of proposed stewarding levels.

All stewards shall be readily identifiable and should wear distinctive clothing, such as tabards and be individually
identifiable by means of name or number.

Each steward must be given written instructions and be fully briefed prior to the event as to their duties.

Liaison shall take place with the Service regarding the briefing sessions.
Special Effects

Provide details of any pyrotechnics, lasers or fireworks intended to be used during the performance.
Temporary Structures

Provide details of stage, screen, delay towers, grandstand and other temporary structures including loading, wind
calculations and dimensions.

Provide details of all barriers.

Provide certification that all curtains, drapes etc. are durable or of inherently flame retarded material.
Electrical Systems

The electrical installation shall be maintained, operated and used in such a way as to prevent danger. All metalwork
and portable electrical equipment shall be protected by residual current devices having a nominal tripping current of
30mA.

The electrical installation shall be certified by an appropriately qualified person.

All parts of the venue shall be provided with adequate means of illumination and particular attention shall be given to
escape routes and emergency exits. (Standby emergency lighting may also be required.)
First Aid

The following First Aid provisions shall be agreed with the N.I. Ambulance Service and St. John's Ambulance
Brigade.

First Aid arrangements shall be in position one hour before gates open.

Radio Communication between the first aid posts and the event co-ordinator shall be established. At least one first
aid post should have an external telephone line.

First Aid posts shall be indicated by clear and conspicuous signs.
Sanitary Accommodation

Provide details of proposed sanitary arrangements for consideration.

Toilets shall be adequately signposted and supervised.

Toilet facilities shall be provided for people with disabilities.

Facilities should be maintained in good order throughout the event.
Traffic Management

Liaison shall be undertaken with the PSNI and the DOE Roads Service in respect of all road closures, car parking
and traffic re-routing measures.

Confirm number of car parking spaces to be provided.
Ticket Sales

Provide inventory checklist detailing number of tickets made available and the outlets through which they are
purchased.

Final ticket sales manifest shall be provided prior to the event.
Noise

Noise levels shall be controlled in order not to cause annoyance to residents living in the vicinity.
Means of Escape

Exit/emergency exits shall be provided at positions to be agreed with the Service.

The approach to and area leading away from all exits shall be graded and levelled to avoid tripping hazards.

All exits and emergency exits shall be clearly identified by signs positioned approximately 3.0m above ground level
with lettering of approximately 300mm in height.

All escape routes shall be attended at all times by competent stewards.
Fire Fighting Equipment

1 carbon dioxide (CO2) extinguisher shall be provided adjacent to each generator.

2 CO2 extinguishers shall be provided at the mixing desk.

2 CO2 extinguishers and 1 fire blanket shall be provided on the stage.

1 water extinguisher and 1 fire blanket shall be provided in the area designated for changing rooms.

Arrangements shall be made to provide suitable training for all relevant staff in the use of fire fighting equipment.

All extinguishers shall be certified by a competent, qualified person.
Waste Disposal

A sufficient number of readily accessible refuse receptacles shall be provided, particularly in the area of the bar and
mobile concessions.
General

Access for vehicles shall be agreed and made available for the emergency services.

Provide a viewing platform with ramped access (maximum 1 in 12 gradient) for use by people with disabilities.

Provide site telephone contact numbers.

No door, gate or barrier forming part of an escape route should be fastened in such a way that it cannot be easily and
immediately opened in an emergency.

A valid policy of insurance shall be held by the licensee throughout the period of the event insuring in respect of any
liability which may be incurred in respect of the death of or bodily injury of any person while in or about the place.
For application forms or further clarification regarding licensing an outdoor event please contact Regulatory Services on 028 9446 3113.