Posted By Philip Plume
We are organising a small country show type event. We expect around 3000 people throughout the day. The event is an outdoor event in a field of around 10 acres, and consists of craft stalls, BBQ , event arena, marquee etc...
I have found lots of good guidance on organising the event, but when it comes to the number of stewards required all they say is base it on the risk assessment. This is OK but I have no starting point for this. Does anyone have any rough guidelines on the number of stewards required for such an event? I just need a starting point really.

Thanks

Posted By Raymond Rapp
Philip

It is not an easy call because it would depend on a number of factors. However, as a starting point I suggest you look at a ratio, which could be 1 per 100 visitors or 1 per 1000 visitors. Now, the latter seems a bit frugal and the former OTT, so I suggest as a minimum 1 per 300 visitors, which will give you 10 in total.

You also need to identify where these stewards' should be located ie entrance, BBQ, childrens' play area. The purpose of the exercise is to ensure the higher risk areas are adequately covered and of course first aid and emergency arrangements are included with steward training. If you also focus on good communications it will help you reduce the potential risks.

Ray

Posted By Bob Y
Philip

as previous posts, it does depend on the RA and there are a number of factors to consider. I have done quite a few events recently and I can't stress enough the need to have enough, well briefed stewards and to have good communications as well. I would also allow for rest periods and 'rostering' and make sure that you have suitable arrangements for refreshments as well. The HSE do have an events ACoP or guidance, although this is more aimed at larger musical type events. You might also find some help from the The Institute of Leisure and Amenity Management.

Posted By Kenneth Patrick
RA is a circular argument and not an answer to Philip's question. But Bob Y you do appear to have the starting point answer he is looking for. Can you not say how big the events were and how many stewards you needed and for what purpose?

Posted By Bob Y
Just to try and quickly add some meat to the bones of my last post. The key areas hat we use stewards for are:
Car parking and traffic management
Assisting people to cross roads
Helping to manage any significant queues
Helping to segregate people from specific hazards where the use of fencing or similar barriers is difficult or visually intrusive to the artistic content of the event.

Communication is critical as is a comprehensive briefing. On the comms side we have a list of all the relevant phone numbers and we do use walkie talkies as well. I do find getting people to use proper radio protocols very difficult at times though. If using walkie talkies,, then you do need a method for being able to communicate genuine emergencies, such as a 'no duff' message system.

What we have found is that we tend to use 3 types of stewards:
1. Our own employees - they know how to use the walkies talkies (mostly!), are experienced and know what they are doing.
2.
Cadet force - we have a good relationship with a cadet force, and they are great for stewarding car parks. They can use the walkie talkies and they listen to the briefing and generally do an excellent job under the supervision of a cadet leader.
3. 'Volunteer stewards' often from the local village where the event is being held - come in 'all shapes and sizes' can be the most difficult to control and get them to do as they are told as they can be quite independently minded; they know best! Well worth taking the extra time to brief them thoroughly and make sure that they are absolutely clear about what they should b doing and what they shouldn't.
Make sure that they are well supervised, and look after their welfare needs such as loo's, water, refreshments etc.

Posted By garyr
Have you thought about contacting the local authority, you may, i stress may, need a temporary event licence issued by them. They can advise you on how many stewards may be needed. A lot depends on the type of event and what is involved, musical entertainment, beer tent etc. Here in the West-country we are well equipped in the provision of NCFE qualified event stewards, we have to be. Glastonbury Festival takes place in our area and the LA places similar conditions on all other events held in the area.