The safety plan

As an organizer or initiator, you are often the one who is also responsible for safety. It may involve visitors but you may also occasionally have to deal with hazardous materials. Weather can also lead to unpleasant situations or even calamities. By creating a safety plan, you automatically think about possible scenarios and solutions. That way, it can help mitigate the risks your initiative or project poses.

What is a safety plan?

The safety plan is a clear document that lists everything that can affect safety around your initiative or project. You can include agreements and regulations and automatically think about a lot of different aspects. You always have the safety plan with you on location and you can always look back at it. The document contains various possible scenarios of situations that could occur. You can also easily find out who is (partly) responsible for what.

Why make a safety plan?

Above all, you create a safety plan for yourself. This way, you have a clear overview of all factors that could affect the safety of your initiative or project. It also allows you to assess afterward whether you could be held liable for any adverse outcomes. In addition, you inform those involved about the procedures to follow in the event of a potential emergency. If desired, you can also include a number of additional items in your safety plan. When applying for a permit, you’re often asked to consider safety aspects. A municipality and emergency services can use the safety plan to assess how you’ve thought through these issues and how you’d handle certain scenarios. Sometimes they have specific requirements regarding the content of the safety plan.

Content of the safety plan

In the safety plan you basically describe all the scenarios that can occur and the way you try to prevent calamities and accidents. In addition, you describe general characteristics of your visitors and your initiative or project. Always determine the content in consultation with the person who is assessing your permit application. Perhaps there are specific requirements per type of project or per municipality. Below are a number of topics that should always be included in a safety plan:

• General details of the organization.
• Names and duties of responsible persons.
• Site data
• The content and programming of your initiative or project.
• A description of the target audiences you approach and expect.
• Fire regulations.
• Weather conditions.
• Information on emergency response, first aid, and security.
• An evacuation plan (often attached).
• A traffic plan (often attached).
• Floor plans of the site and surrounding area (often as attachments)
  

Examples of a safety plan

Everyone makes their safety plan in their own way. We have two examples ready for you on this website, which you can modify and fill in as you see fit. The basis for these safety plans is the event sector where often a little more aspects are involved than when you create an artwork.

Sample safety plan

This is a document you can use as a planning guide. It has been used in roughly the same format at various events in the regional cultural sector. Under each heading, you’ll find tips on how to address the topic. Click here to download the document.

Sample safety plan with detailed explanation.

We received this document a few years ago, courtesy of the City of Arnhem and the Gelderland Midden Police Department. It is a very comprehensive document, and for many initiatives or projects, it is a bit too detailed. However, it includes a very thorough explanation for each section, so it’s definitely worth reading through and keeping on hand when you’re drafting your own safety plan. The other example is also partly based on this document. Click here to download the document.

If, from your expertise, you yourself have knowledge that would fit this topic, or if you see opportunities to improve this text, we look forward to receiving your message at info@cultuuracademy.nl.