Festival and event organisers must make sure that every person involved has briefing and/or training to help them comply with Health and Safety standards. All staff must understand the overall operational plans and the procedure for dealing with major incidents.

The key elements for a successful event are:

• communication
• collaboration
• cooperation

Training and briefing sessions should be compulsory, so that all staff, stewards, volunteers, artists and everyone involved in the event's operation has good overall knowledge of the whole event.
See TIMELINE 6.4 Training Schedule and TIMELINE Checklists:

6.4.1 - Staff and Training - Setting Up	PDF	Word Doc.
6.4.2 - Staff and Training - Day(s) of Event	PDF	Word Doc.
6.4.3 - Staff and Training - Closing Down	PDF	Word Doc.

Recruiting and selecting volunteers and other staff is time consuming. Start this early in the planning process.

Invite applications:

• by advertising
• by contacting appropriate associations
• via other event organisers

See TIMELINE 6.4 Volunteer Application Form.

Once you have selected co-workers, you will need to carry out onsite induction, training and briefing sessions. You may decide to hold several short sessions focusing on different topics:

• event and procedures
• dealing with incidents and emergencies
• managing the public
• final briefing
• after-event feedback

Make sure that all staff know:

• What facilities/services are available
• Where these are located so that they can direct people
• How to manage problems, including:

- unforeseen incidents and eventualities,
- emergencies like fire or bomb scare
- accidents
- lost and found children
- lost property
- directions/information on and off site
- information on local amenities for visitors

• Make sure that everyone has sufficiently detailed information to make quick decisions and take action confidently
• Provide contact names/telephone numbers, especially for the organiser/line manager over 24-hour period
• All staff should have access to a radio phone (walkie/talkie) or mobile phone
• All action taken must be recorded - this will help you in evaluating the event afterwards
• To meet health and safety requirements, any accidents must be logged
• There are specific requirements for those working with children. You should check the latest regulations for CRB (Criminal Records Bureau) disclosures at www.disclosure.gov.uk or by phoning the information line at 0870 909 0811

Find event training courses across Wales at:

• Tourism Training Forum for Wales www.ttfw.org.uk,
• www.tourismtrainingguide.co.uk
• Event, Steward, Crowd Control Certificate www.ystrad-mynach.ac.uk, Tel: 01443 816888
• Welcome Host Wales, Event Management short courses: www.welcome-host-wales.co.uk, Tel: 01745 536312
• PLANED, Pembrokeshire - training seminars and handbook www.planed.org.uk, tel: 01834 860965
• North Wales: www.gwynedd.gov.uk/events or www.gwynedd.gov.uk/digwyddiadau

Various toolkits are also available from VW via: www.wtbonline.gov.uk.

The Success Through Your People toolkit website at: www.whodoiask.com offers various downloadable documents/checklists, for example for recruiting and developing staff, preventing problems and training aspects.

Key Points:

• All staff must have compulsory training to make sure they understand operational procedures
• Staff are responsible for providing a safe, enjoyable, fun experience
• Provide staff members with a written list of tasks and responsibilities and a details site map
• Make sure your staff are equipped to manage people professionally in all situations
• Welcome all visitors by being friendly, patient and helpful
• Encourage staff to be alert to changing situations

See Also:

3.7 Develop Operational Plan
Section 4 Event Contingency Plan
Section 6 Implementing Event-Operational Plan
Section 7 Case Studies
Section 7 Regional Contact Lists