The Christmas light switch-on event is a highlight of the festive season, bringing communities together to celebrate and mark the start of the holiday period. Organising such an event requires careful planning for the safety and enjoyment of all attendees. Here are some pointers for your town and parish council on how to host a safe Christmas light switch-on event.

Planning and Preparation

First, form a planning team to organise and oversee the event. This team should include members with experience in event management, safety, and public relations. Choose a date and time that avoids clashes with other local events and ensure you get the necessary permission for things like road closures and alcohol sales.

Assign key roles and responsibilities, and speak with relevant agencies such as Fire and Rescue, St. John’s Ambulance, Local Police as needed. Assess the risks, scale, and complexity associated with the event, and prepare an event safety management plan. This will help decide the level of detail needed in terms of formal risk management planning and documentation.

Event location

Check with the land or property owner for permission to use the location. Ensure your event is accessible by providing facilities and viewing areas for people with disabilities.

Electrical safety

Electrical safety is crucial. Hire qualified electricians to install lights and equipment. Use weatherproof equipment suitable for outdoor use, especially in adverse weather like rain or snow. Regularly inspect installations before and during the event to fix any issues promptly. Secure all cables and wires to the ground using covers and keep them away from high-traffic areas. Use barriers and warning signs to prevent trip hazards.

Fire Safety

Consider fire safety and have an evacuation plan, especially if using fireworks, gas cylinders, or outdoor cooking equipment. Pay attention to people with mobility issues, the elderly, and children who may need extra help. Implement fire safety measures to prevent or mitigate fires and have trained fire wardens on-site.

Weather Considerations

Winter weather can be unpredictable, so be ready for high winds, rain, or snow. Provide shelters like tents for attendees in case of rain. Keep walkways clear of ice, snow and decaying leaves to prevent slips and falls. Use salt, grit, or sand on icy paths to improve traction. Keep an eye on weather forecasts for your area before the event and have backup plans for bad weather. Watch out for named storms and weather warnings, as they often mean more severe conditions than usual.

Lighting

Fairy lights are usually integral to a Christmas Switch-On event, but you also need enough general lighting. Since your event will likely be in the early evening after sunset, make sure there’s enough light for everyone—organisers, volunteers, and attendees—to see clearly and avoid hazards.

Temporary Structures

When installing temporary structures such as stages, seating or marquees – there are certain arrangements you should put in place, to make certain they are safe. The HSE details comprehensive guidance around the topic.

You should check that temporary structures such as stages and marquees are securely anchored to withstand high winds. Consult with professionals to check these structures are safe and stable.

Serving food and drinks

For a one-off street party or small community event where food is sold or given away, you usually don’t need formal registration. However, organisers must follow basic food hygiene. For larger events, check with your local council if you need to register food activities. Always consider attendees with food allergies or intolerances. Clearly display ingredients on menus, tables, and food stalls so everyone is aware.

Hygiene for Outdoor Events

If you’re intending to sell alcohol at your event, you should contact your local council, police and environmental health to make them aware. You must do this by making an application for a Temporary Events Notice.

Completing a Risk Assessment

Completing a risk assessment is crucial for safety at Christmas light switch-on events. Identify hazards like electrical issues, crowd management, slips, trips, falls, fire risks, and medical emergencies. Also, consider access problems and road closures. Assess each risk by its likelihood and impact and use a risk matrix to rate them as low, medium, or high.

Implement measures to lessen risks, for example:

  • Use certified electrical equipment, cables and connections suitable for outdoor environments and hire qualified electricians.
  • Set up barriers and signs for crowd control.
  • Secure cables and provide fire extinguishers.
  • Ensure clear access for emergency services and plan road closures.
  • Establish a first aid station with trained staff and have an emergency plan ready.

Regularly review and update the risk assessment, especially if the event setup changes or new hazards emerge.

Insurance for a Christmas Event

It’s important to have the right insurance cover for your Christmas Switch-on event. Review your current policies, like public liability, employer’s liability, and event insurance. Check that they cover the number of guests and all Christmas activities.

If you don’t think your event will be covered by your current policy, you should contact your insurer to get extra cover, or special event insurance.

Also, most Public Liability Insurance will not cover third-party organisations. Insist any third-party businesses, like food vans, fireworks, play inflatables, and entertainers, have their own public liability insurance.

Monitoring the event

Arrange regular checks throughout the event to confirm safety measures are being followed during set up, as well as the event itself and afterwards. For smaller events, a simple checklist would be acceptable. Make sure to keep records of any checks carried out.

After the event

After the event, oversee the safe dismantling of equipment, and conduct a debrief with the planning team to discuss what went well and areas for improvement.

Gather feedback from attendees, vendors, and volunteers to improve future events. Document any incidents or issues, review the risk assessment, and update it based on the event’s outcomes.

Conclusion

Hosting a Christmas light switch-on event is a wonderful opportunity to bring the community together. By prioritizing safety and thorough planning, town and parish councils can hold a memorable and enjoyable occasion for all. Proper insurance coverage, combined with careful preparation and risk assessment, will help make the event a shining success.

We are here to help

Please do get in touch if you would like to know more about how we can support you and your business.

This article was adapted from an article by Zurich which can be found here.