The 5 Questions Every Event Organiser Should Ask Before Opening the Gates
A final pre-opening sense check that can prevent small issues becoming major problems.
There is a particular moment before every event opens when the atmosphere changes.
The build is nearly complete. Contractors are packing away tools. Radios are becoming increasingly busy. Someone is trying to locate extra bins while somebody else is asking where the artist parking should be. The countdown to opening is no longer measured in weeks or days – it's measured in minutes.
And then the public arrives.
At this stage, most event organisers aren't thinking about legislation, policy documents or lengthy risk assessments. The question on everyone's mind is much simpler:
Are we actually ready?
After working across events of all sizes, we've found that asking a handful of straightforward questions immediately before opening can highlight issues that might otherwise be missed. They don't replace planning, but they do provide a useful final check before the first attendees walk through the gates.
1. Does everyone know who is responsible for what?
Many event-day problems don't start with a lack of effort. They start with uncertainty.
When people are unclear about their responsibilities, decisions take longer, information gets lost, and simple issues can quickly escalate. Before opening, take a moment to confirm that key team members understand their role, who they report to, who they need to communicate with, and who has authority to make decisions.
It is also worth checking that people know how to contact one another and where to go if they need support or need an activity paused.
Clear communication structures rarely attract attention when they work well, but they often make the difference between a minor issue and a significant operational problem.
2. Has anything changed since the risk assessment was completed?
Risk assessments are often produced weeks or even months before an event takes place. During that time, a lot can change.
Weather forecasts evolve. Site layouts are adjusted. Contractors change. Equipment arrives in different locations. Crowd numbers increase or decrease.
For that reason, one of the most valuable things an organiser can do before opening is conduct a final walk-through of the venue. Look at the event as it exists today, not as it appeared on paper during the planning phase.
The purpose isn't to rewrite the risk assessment. It's simply to identify anything that has changed and decide whether additional controls or adjustments are required.
3. Can people and vehicles move around the site safely?
Event sites have a habit of becoming cluttered during build-up.
Equipment gets left in access routes. Vehicles park where they shouldn't. Storage areas gradually expand beyond their original footprint. None of this is usually intentional, but it can create challenges once attendees arrive.
Before opening, check emergency access routes, pedestrian pathways, exits, welfare facilities and control points. Make sure they remain accessible and free from obstructions.
A small obstacle during build can become a significant operational issue when thousands of people are moving around the site.
4. Do people feel comfortable raising concerns?
One of the strongest indicators of a healthy event operation is not the absence of problems. It is the willingness of people to speak up when they spot one.
The best event teams create an environment where staff, contractors and volunteers feel confident saying, "I'm not sure that's right," without worrying about how it will be received.
Many incidents are avoided because someone noticed something unusual and felt able to raise it early. Encouraging open communication before gates open helps create that culture throughout the event.
5. If something happened in the first hour, would we be ready?
The first hour after opening is often the most unpredictable period of an event.
Attendees are arriving, queues are forming, traffic patterns are developing and operational plans are being tested in real-world conditions. If problems occur, they frequently occur during this period.
Consider the most likely scenarios. What would happen if queues became longer than expected? If weather conditions changed suddenly? If traffic built up outside the venue? If a medical incident occurred near the entrance?
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No event team can predict every challenge they might face. The goal is simply to think through the most likely situations before they happen.
Successful events are not defined by the absence of problems. They are defined by how effectively teams respond when problems arise. Asking these five questions before opening the gates can help ensure your team is ready to do exactly that.
If you would like to build greater confidence in planning and delivering safe events, explore our IOSH-certified event safety training courses and practical professional development programmes.
David & Mark
Find out more about our IOSH approved Event Safety Courses here