Things to consider when organising an event

Any event must have qualified first aid personnel in attendance.

The recommended minimum number of first aiders for small events, where no specific risks are present, is two per 1000 people for the first 3000 people.

No event should have less than two first aiders.

The level of first aid cover will depend on things like:

• Size of audience
• Type of event
• Type of audience, e.g. age range
• Duration of the event
• Size and type of site

First aiders should be:

• Between 16 and 65 years old (first aiders under the age of 18 should not work unsupervised)
• Have no other duties or responsibilities
• Have identification
• Have protective clothing
• Have relevant experience or knowledge
• Be physically and psychologically equipped to carry out their role
• Hold a current certificate of first aid competency from St Johns Ambulance, British Red Cross or St Andrews Ambulance Association

Larger events

Larger events will need an ambulance on site.

If you plan to use an independent ambulance provider, we strongly suggest that you make sure the provider has been satisfactorily inspected. See Care Quality Commission. 

First aid arrangements for large events should be discussed in detail with South Tyneside Safety Advisory Group and the North East Ambulance Service (NEAS).

For information about the role of the NEAS and the level of medical cover needed, visit North East Ambulance Service: Pre-event guidance.

Keep an event log 

You should keep an event log, which should include:

• any actions or decisions taken by the person responsible for the medical arrangements
• the reasons for those actions

These forms may be needed later to help with the reporting of accidents and injuries to workers and/or audience members under the RIDDOR 1995 Regulations. 

Accident report form example

An accident report form should be completed by the event organiser or their representative, not by the person suffering the loss or injury. 

The form may include: 

• Event name and date
• Details of injured person:
  • Name
  • Address 
  • Telephone number
  • Date of birth 
  • Whether they are: a member of public / employee / volunteer / exhibitor / contractor
• Details of the accident:
  • Date and time reported
  • Person it was reported to 
  • Whether the details have been added to the accident book 
  • Details of injury (specify left or right side) and / or loss or damage
• Details of action:
  • Action taken
  • Name of event representative who provided any assistance
  • Name of person who gave first aid 
  • Whether the ambulance was called
  • Whether the person was taken to hospital (if so, name and address of hospital)
  • Whether the person was taken home
• Circumstances and location of the accident
• Names and addresses of witnesses
• Details of person completing form:
  • Name
  • Address 
  • Telephone number
  • Signature

To view this example form as a PDF, or to print the form, see:  Accident report form (example) (PDF) [247KB]