Events & Venue Safety Policy

1. Purpose

This policy sets out how safety, security, and wellbeing are managed at Festival events.

Its purpose is to:

• Protect attendees, participants, staff, and guests
• Clarify responsibilities between the Festival and venues
• Support safe, well-managed public events
• Ensure compliance with UK health and safety standards

2. Scope

This policy applies to:

• All Festival venues and event locations
• Screenings, talks, Q&As, workshops, and ceremonies
• Attendees, guests, and the general public
• Staff, volunteers, contractors, and partners

It applies to all Festival-related events, whether ticketed or free.

3. Venue Responsibility & Management

Venues hosting Festival events are responsible for:

• Building safety and maintenance
• Fire safety systems and evacuation plans
• Capacity limits and crowd control infrastructure
• Licensed activities (e.g. alcohol sales where applicable)
• On-site security where required

The Festival works in cooperation with venues but does not assume ownership or control of venue premises.

4. Festival Responsibilities

The Festival will:

• Liaise with venue management on safety procedures
• Conduct basic risk assessments relevant to Festival activity
• Brief staff and volunteers on safety expectations
• Communicate key safety information to attendees where appropriate
• Support venue-led emergency procedures

5. Attendee Responsibilities

All attendees must:

• Follow venue rules and signage
• Comply with staff and security instructions
• Avoid restricted or staff-only areas
• Behave responsibly and avoid creating hazards

Failure to comply may result in removal from the venue.

6. Emergency Procedures

All Festival venues must have:

• Fire evacuation routes and assembly points
• Alarm systems and emergency lighting
• Clear emergency communication procedures

In an emergency, attendees must:

• Follow instructions from venue or Festival staff
• Evacuate calmly when directed
• Avoid re-entering the venue until permitted

7. First Aid & Medical Support

The Festival will:

• Ensure first aid provision is available through venues or trained staff
• Coordinate with venue medical arrangements where applicable
• Assist attendees experiencing illness or injury where reasonably possible

Attendees with medical needs are encouraged to plan accordingly.

8. Security & Entry Controls

To support safety, venues or the Festival may:

• Conduct bag checks
• Refuse entry where safety risks are identified
• Remove individuals engaging in unsafe or threatening behaviour
• Involve security staff or emergency services if necessary

9. Accessibility & Inclusion

The Festival aims to:

• Use accessible venues where possible
• Communicate access limitations clearly in advance
• Support reasonable adjustments when feasible

Accessibility availability may vary by venue.

10. Alcohol, Drugs & Intoxication

• Alcohol may only be consumed in licensed areas
• Illegal substances are strictly prohibited
• Individuals who appear significantly intoxicated may be refused entry or removed

11. Crowd Management

The Festival may:

• Monitor crowd levels
• Implement queue or entry systems
• Stagger access to prevent overcrowding
• Adjust schedules where needed for safety

12. Technical & Equipment Safety

Technical staff must:

• Install equipment safely
• Secure cables and lighting
• Avoid trip hazards
• Report faults immediately

Attendees must not interfere with technical or safety equipment.

13. Weather & External Conditions

For outdoor or affected events, the Festival may:

• Modify schedules
• Relocate activities
• Cancel events if conditions pose safety risks

Safety decisions are final.

14. Incident Reporting

Incidents such as:

• Injuries
• Hazards
• Security concerns
• Altercations

should be reported immediately to Festival staff or venue management.

Serious incidents may be logged and investigated.

15. Lost Property

• The Festival is not responsible for lost or stolen items
• Lost property may be held at a designated point
• Unclaimed items may be disposed of after a reasonable period

16. Legal Compliance

The Festival operates in line with:

• Health and Safety at Work Act 1974
• Regulatory Reform (Fire Safety) Order 2005
• Local authority licensing conditions
• Venue-specific safety regulations

17. Amendments

This policy may be updated at any time.

18. Acceptance

Attendance at or participation in Festival events constitutes acceptance of this Events & Venue Safety Policy.