It is worthwhile considering the following when you are organising an event on, or affecting the public highway.

• Who is the event is aimed at? Particular groups will have different risks and needs associated with them, i.e. young children, teenagers the elderly or disabled.
• What type of activity is to be held? The type of activity greatly affects the hazards involved such as animals, carnivals or a music concert
• Where is the event to take place? Is the venue adequate for the type of event taking place, with correct facilities? Is it easy to get to without impacting greatly on the local community and does it have sufficient car parking? Is suitable public transport available?
• When will the event take place and does it clash with any other event in the area? The day of the week and time of day needs to be considered as this will affect travel to the venue, the impact on the local community and the possible need for artificial lighting.
• How many people are expected to attend and will there be an entrance fee? How will visitors travel to the venue?

The type of event will also affect the type of licences and Temporary Traffic Orders that may be required. Devon County Council as the highway authority is responsible for introducing temporary traffic orders and road closures. The local District, Borough or Exeter City Council, is responsible for public entertainment licences and any planning permissions that may be required.

Organisers will first need to identify who is responsible for the event. For local events this may be an individual and for major events there may be a need for a management structure for each element of the process. The primary ‘duty of care’ for public safety rests with the organiser(s) or the owners of the property or land.

Traffic Management Plan

Organisers must consider the traffic management and road safety implications of an event at an early stage by preparing a traffic management plan (It is also recommended that a traffic management plan is prepared for events which do not require a licence). If it is considered that the traffic management implications have not been addressed or the event poses potentially serious disruption and road safety concerns then it may be decided that the event cannot proceed. Clearly it is very important for the police and County Council to be involved at the earliest opportunity.

Wherever possible event organisers are expected to encourage the use of public transport, cycling and walking to their event.  

A traffic management plan will consider the safe and effective movement of all attendees and organisers and will demonstrate how any additional interference with normal traffic movements are minimised.

Traffic management plans are a full risk assessment which clearly identifies all risks to the travelling public, participants and employees attending the event. The nature, location and environment of the event may also need to be considered and then all risks recorded with recommendations on how the risk will be managed. A risk assessment is a careful examination of what is likely to cause harm to people, followed by an explanation of managed contingencies to reduce such risks. It is a way of identifying hazards and recording actions taken to reduce the risk. Employers and the self employed have a responsibility under the Health and Safety at Work Act 1974 and the Management of Health and Safety at Work Regulations 1999 to carry out risk assessments. Further information is supplied by the Health and Safety Executive (HSE), website http://www.hse.gov.uk/.