First Aid Requirements for Events

What does the law require?

The legal framework comes from two main sources:

• The Health and Safety at Work etc. Act 1974 — requires anyone conducting a work activity to ensure, so far as reasonably practicable, the health, safety, and welfare of people affected by that activity. This includes the public attending your event.
• The Management of Health and Safety at Work Regulations 1999 — require you to assess risks and take reasonable precautions, which may include first aid provision depending on the event.

The Health and Safety (First-Aid) Regulations 1981 specifically apply to workplaces and require employers to provide first aid for employees. They do not directly require first aid for members of the public at events — but the general duty of care under the 1974 Act fills this gap.

In practice, the law expects you to think about what could go wrong, how serious it could be, and what first aid provision is proportionate. There is no fixed rule — it is a judgement based on your risk assessment.

Scaling first aid to your event

What is appropriate depends on your event's size, location, and activities:

Small indoor craft fair (under 100 attendees):

• A basic first aid kit accessible to all.
• Someone designated to take charge in an emergency (call 999, direct ambulance to the venue).
• Knowledge of the nearest hospital or A&E department.
• A clear route for emergency vehicle access.

Medium event (100–500 attendees):

• At least one person with a current First Aid at Work or Emergency First Aid at Work certificate.
• A well-stocked first aid kit in a known, accessible location.
• A designated first aid point that attendees can be directed to.
• A plan for how to summon emergency services and direct them to the site.

Large outdoor event (500+ attendees):

• Professional first aid provision is strongly advisable — organisations such as St John Ambulance, the British Red Cross, or private event first aid companies can provide trained personnel and equipment.
• The local authority may require professional first aid as a condition of event approval.
• A first aid plan should be included in your event management plan and risk assessment.
• Consider the event terrain and distance from the nearest hospital — remote locations or uneven ground increase the need for on-site first aid capability.

What should be in a first aid kit?

For a small to medium craft fair, a standard workplace first aid kit is appropriate. The HSE recommends it contains as a minimum:

• A leaflet giving general guidance on first aid.
• Individually wrapped sterile adhesive dressings (plasters) in assorted sizes.
• Sterile eye pads.
• Individually wrapped triangular bandages.
• Safety pins.
• Medium and large sterile unmedicated wound dressings.
• Disposable gloves.

For outdoor events, you may also want:

• Foil blankets (for cold or shock).
• Instant cold packs (for sprains, bumps, and heat-related issues).
• Burn dressings (if hot food vendors or cooking equipment is present).
• Sunscreen and water available for hot weather events.

Check your first aid kit before every event. Restock anything that has been used or has expired. A first aid kit that has not been checked in months may be missing essential items.

The designated person

Even at a small craft fair where professional first aid is not necessary, you should designate someone to be the first aid contact. This person should:

• Know where the first aid kit is located.
• Know the address and postcode of the venue (for directing emergency services).
• Know the location of the nearest hospital or A&E department.
• Be able to call 999 and provide clear information to the operator.
• Know the venue's emergency exits and evacuation procedure.

This does not need to be a trained first aider — it is simply someone who takes responsibility for coordinating the response if someone is injured or unwell.

Make sure stallholders and other helpers know who the designated person is and how to reach them.

Professional first aid providers

For larger events, hiring a professional first aid provider gives you trained personnel, proper equipment, and peace of mind. Options include:

• St John Ambulance — the most well-known event first aid provider. They offer a range of packages from a single first aider to full ambulance cover.
• British Red Cross — provide event first aid services in many areas.
• Private event first aid companies — many commercial providers offer event first aid. Check they are registered with the Care Quality Commission (CQC) if relevant.

Costs vary based on event size, duration, and level of cover required. For a medium-sized craft fair, expect to pay from around £150–300 for a single first aider for a day.

If the local authority requires professional first aid as a condition of your event licence or land use agreement, keep the booking confirmation and share it with the council if asked.

Recording and reporting incidents

If someone is injured at your event, record the details:

• The injured person's name and contact details.
• What happened, when, and where.
• The injury sustained.
• What first aid was given.
• Whether emergency services were called.

Keep an incident log for every event. Even minor incidents should be recorded — this protects you if a claim is made later and demonstrates that you take safety seriously.

Certain serious injuries must be reported to the HSE under RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013). This includes deaths, specified injuries (fractures, amputations, loss of consciousness), and injuries requiring hospital treatment for members of the public. If a serious injury occurs at your event, check whether a RIDDOR report is required.