Use this event power risk assessment checklist to complete a UK-law-aligned, hire-ready electrical risk assessment before your next event. HSE GS50 requires dutyholders to carry out a formal electrical risk assessment for places of entertainment; if you employ five or more people, a written record is a legal requirement. For everyone else, a concise written record is strongly recommended and, frankly, indispensable when briefing contractors or responding to a venue’s safety queries.
Start here:
- Appoint a named competent person responsible for all temporary electrical systems.
- Commission a site survey and load calculation before ordering any generator or distribution equipment.
- Request written method statements and risk assessments from every electrical contractor.
- Obtain BS 7909 completion certificates (Form G1) and a Schedule of Test Results (Form G2) before the first live operation.
- Record everything: risk assessment, test results, inspection dates, and named personnel.
Table of Contents
- What does a phase-ordered event power risk assessment checklist look like?
- What technical checks must you verify before hiring event power equipment?
- How do you protect the public from cables and live equipment on site?
- What inspection and handover certificates should you expect from your contractor?
- What contingency and standby arrangements should your plan include?
- What must your written risk assessment and event file contain?
- Quick-reference sample checklist you can copy into your event file
- Key takeaways
- Why the paperwork matters more than most organisers realise
- Reliable power hire and standby support from Jakspartypower
- Useful sources
- FAQ
What does a phase-ordered event power risk assessment checklist look like?
A power risk management checklist works best when it follows the actual sequence of your event. Skipping ahead creates gaps; working backwards creates panic.
Planning phase (8+ weeks out)
- Define the event footprint: stages, catering, lighting rigs, AV, and welfare facilities.
- Calculate total connected load; add 10–25% headroom for inrush currents and late additions (document your assumptions).
- Decide single-phase versus three-phase supply based on load profile.
- Identify the nearest grid connection point and confirm with UK Power Networks or your local DNO whether a temporary supply is feasible.
- Check venue licence conditions and notify the local authority where required.
- Allow at least 28 days for any regulated applications; the ESSA eGuide treats this as the industry baseline for lead times.
- Appoint electrical contractors and request their own risk assessments, method statements, and evidence of competence.
- Draft the written electrical risk assessment, using the Purple Guide chapter structure as a framework and scaling it to your event’s complexity.
Build-up phase (on-site, pre-event)
- Conduct a site survey: ground conditions, access routes, proximity to overhead lines, and existing services.
- Confirm generator placement: segregated from the public, ventilated, with spill containment and warning signage.
- Verify earthing and bonding arrangements before energising any distribution.
- Walk cable routes before laying; agree on ramp positions, catenary points, and barrier locations.
- Brief all contractors at a pre-start meeting; confirm the permit-to-work process.
Live event phase
- Carry out a pre-opening walk-round: check RCDs, distribution boards, cable covers, and signage.
- Confirm a named on-site competent person is present and contactable throughout.
- Log any faults, near-misses, or equipment changes in the event file.
Load-out phase
- De-energise in the correct sequence; never leave distribution live while structures are being struck.
- Build-up and breakdown are consistently the highest-risk periods on site, so maintain competent supervision throughout load-out.
- Collect all test certificates and update the event file before leaving site.
What technical checks must you verify before hiring event power equipment?
When reviewing a contractor’s proposal or event electrical schematic, these are the calculations and specifications you need to see confirmed in writing.
| Check | What to verify | Reference standard |
|---|---|---|
| Load calculation | Total kVA demand plus 10–25% headroom; single vs three-phase confirmed | BS 7909 |
| Generator sizing | Rated output exceeds calculated demand; fuel capacity for event duration | BS 7909 |
| Earthing and bonding | TN-S or TT system confirmed; bonding conductors sized and installed | — |
| RCD protection | 30 mA RCDs on all circuits accessible to the public | — |
| Distribution boards | IP-rated enclosures appropriate to outdoor/wet conditions | BS 7909 |
| Cable ratings | Cables rated for load and ambient temperature; no undersized extensions | — |
| PAT status | All portable appliances inspected; pass labels current and legible | GS50 Appendix |
Pro Tip: Allow at least 20% headroom above your measured running load, not the minimum 10%. Lighting rigs and catering equipment both have high inrush currents, and a generator running above 80% capacity for extended periods runs hotter, uses more fuel, and is far more likely to trip under a sudden load spike.
For generator hire specifically, ask the supplier to confirm the rated prime power output (not standby output), the fuel tank capacity, and the automatic voltage regulation specification.
How do you protect the public from cables and live equipment on site?
Site conditions — ground type, pedestrian flow, vehicle access — directly shape where cables can run and how they must be protected. A cable route that looks fine on a plan can become a trip hazard or a vehicle-strike risk the moment the public arrives.
- Mark all cable routes on the site plan before installation; share the plan with stewards and security.
- Use cable ramps at every pedestrian crossing point; a low-cost ramp is a “reasonably practicable” measure under GS50 and must be used if it materially reduces risk.
- Route cables overhead (catenary) where ground-level crossing is impractical; minimum clearance heights apply for pedestrian and vehicle routes.
- Fence off generators, distribution boards, and fuel storage with crowd-control barriers; add “Danger — Electrical Equipment” signage at each access point.
- Segregate HV and LV cables from data and audio cables; use different coloured cable ties or conduit to prevent confusion during fault-finding.
- Keep all live equipment locked or latched; no public access to distribution boards under any circumstances.
- Inspect cable covers and barriers at regular intervals during the event and log the checks.
Venue type also matters. The electrical requirements for an outdoor festival field differ substantially from those for an indoor banquet hall or event venue, particularly for cable routing and generator placement.
What inspection and handover certificates should you expect from your contractor?
Before you allow the system to go live, these documents must be in your hands.
| Document | Purpose | When required |
|---|---|---|
| Form G1 — Completion Certificate | Confirms the temporary installation complies with BS 7909 | All temporary event electrical systems |
| Form G2 — Schedule of Test Results | Records actual test measurements (insulation resistance, continuity, RCD trip times) | All temporary event electrical systems |
| Form G3 — Confirmation of Electrical Completion | Senior competent person sign-off for complex or multi-source installs | Multi-generator or multi-distribution systems |
| PAT records | Pass/fail log for all portable appliances | All portable equipment on site |
| RCD test log | Confirms RCDs trip within 40 ms at rated sensitivity | All circuits with RCD protection |
Always request the original G1 and G2; for complex installs, insist on a Form G3 signed by a senior competent person confirming the whole system has been verified. A contractor who cannot produce these documents before energising is a contractor you should not be working with.
For a practical pre-event walkthrough, the electrical equipment inspection guide sets out what to check item by item.
What contingency and standby arrangements should your plan include?
A power failure mid-event is not just inconvenient; it can create immediate safety risks, particularly for lighting, emergency systems, and refrigeration. Your contingency plan needs to be specific, not aspirational.
- Specify a standby generator with sufficient capacity to cover critical loads (lighting, PA, emergency circuits) if the primary unit fails.
- Agree a maximum response time with your hire supplier in writing; for live events, 30–60 minutes is a reasonable contractual expectation.
- Confirm minimum fuel reserves on site: enough to run critical loads for at least four hours without a resupply.
- Name the on-site engineer and their direct contact number in the event file; brief all production managers and venue staff.
- Hold a stock of spare fuses, RCD adapters, and cable connectors on site for rapid fault clearance.
- Define the shutdown sequence for an emergency electrical isolation; brief the named competent person and at least one deputy.
Pro Tip: Put the response-time commitment and fuel-reserve minimum into the hire contract, not just the verbal briefing. If it is not written down, it is not enforceable.
For more on structuring these arrangements, the contingency planning guide covers the rationale and contractual language in detail.
What must your written risk assessment and event file contain?
The written risk assessment is your primary evidence of compliance. Keep it in a single event file, physical or digital, and update it whenever conditions change.
Minimum documents:
- Electrical risk assessment (site-specific, dated, signed by the responsible person)
- Method statements from each electrical contractor
- Contractor competence records (qualifications, relevant experience, insurance)
- Site electrical schematic and distribution diagram
- Load calculation worksheet with assumptions noted
- Generator placement and fuel management plan
- Cable route plan with ramp and barrier positions marked
- Form G1, G2, and G3 (where applicable)
- PAT records and RCD test log
- Pre-event inspection sign-off sheet
- Incident and near-miss log
- Emergency procedures document (including electrical isolation sequence)
Version-control the risk assessment: date every revision and note what changed. Retain all records for at least three years, or longer if your venue or insurer requires it.
Quick-reference sample checklist you can copy into your event file
Copy this into your event management software or print it as a standalone sheet.
Event power safety evaluation — site checklist
- [ ] Named competent person confirmed and briefed
- [ ] Load calculation completed; generator size confirmed with headroom
- [ ] Site survey completed; cable routes and generator position agreed
- [ ] 28-day notice submitted (where required)
- [ ] Contractor method statements and risk assessments received
- [ ] Earthing and bonding verified before energising
- [ ] RCDs tested; trip times recorded
- [ ] Cable ramps and barriers installed at all crossing points
- [ ] Generator segregated; ventilation and spill containment in place
- [ ] PAT records received and checked
- [ ] Form G1 and G2 received; Form G3 received (complex installs)
- [ ] Pre-opening walk-round completed and signed off
- [ ] On-site engineer named and contactable
- [ ] Standby generator confirmed; fuel reserves checked
- [ ] Emergency isolation sequence briefed to all key personnel
- [ ] Event file complete and accessible on site
For a fuller hire-ready version, the event equipment hire checklist aligns these items with supplier procurement.
Key takeaways
A compliant event power risk assessment requires a written site-specific document, phase-ordered checks from planning through load-out, and BS 7909 completion certificates in hand before the system goes live.
| Point | Details |
|---|---|
| Written record is mandatory or strongly advised | HSE GS50 requires written records for 5+ employees; all organisers should document regardless. |
| Allow 28 days for regulated applications | ESSA eGuide treats 28 days as the industry baseline; plan procurement and notices accordingly. |
| Size generators with 10–25% headroom | Document load assumptions so you can justify the generator size and distribution plan. |
| Demand G1, G2, and G3 certificates | Never energise a temporary system without BS 7909 completion certificates and test schedules. |
| Jakspartypower provides turnkey support | With 40+ years of electrical contracting experience, Jakspartypower supplies generators, distribution, and on-site standby engineers across Sussex. |
Why the paperwork matters more than most organisers realise
Most event power failures I see investigated after the fact share one characteristic: the organiser assumed the contractor had it covered. The risk assessment existed, but it was generic. The G1 was issued, but nobody checked whether the test results were actually attached. The standby plan named a response time that was never written into the contract.
The Purple Guide’s advice to scale your risk assessment to the event is sound, but it gets misread as permission to keep it thin. A one-page checklist for a small wedding generator is proportionate. A one-page checklist for a 2,000-person outdoor show with three distribution sources is a liability. The document should reflect the actual complexity of the system, not the organiser’s preference for brevity.
The other overlooked point: build-up and breakdown carry more electrical risk than the live event itself. Cables are being moved, connections are being made under time pressure, and supervision is often thinner than during the show. That is precisely when a named competent person on site, with a clear permit-to-work process, earns their fee.
Reliable power hire and standby support from Jakspartypower
Completing a risk assessment tells you what you need. Getting it right on the day depends on who you hire.
Jakspartypower brings over 40 years of electrical contracting experience to every event in Sussex, from intimate weddings to large outdoor shows. The hire range covers generators, distribution boards, cabling, and lighting, all supplied with the documentation your risk assessment demands: load calculations, site schematics, and BS 7909 certificates as standard. The standby service puts a qualified engineer on site throughout your event, with fuel reserves and spares to hand. No scrambling for a contractor at midnight. Get in touch via jakspartypower.com to discuss your event’s power requirements and request a quote.
Useful sources
- HSE GS50 — Electrical safety at places of entertainment (Fourth edition)
- HSE — Managing an event
- HSE — Electrical safety at events
- HSE — Venue and site design
- The Purple Guide — HSE event safety framework
- ESSA eGuide (March 2026)
- EADE — A layman’s guide to electrical safety at events
- Jakspartypower — Event power planning stages
- Jakspartypower — Role of electrical contractors at events
FAQ
What does HSE GS50 require for event electrical safety?
HSE GS50 requires a formal electrical risk assessment for all places of entertainment. Written records are a legal requirement for organisations with five or more employees, and strongly recommended for all event organisers regardless of size.
Which certificates must I receive before energising a temporary event system?
You must hold a Form G1 (Completion Certificate) and Form G2 (Schedule of Test Results) under BS 7909 before the system goes live. For complex or multi-source installations, also request a Form G3 signed by a senior competent person.
How far in advance should I plan event power procurement?
Allow at least 28 days for any regulated applications, as the ESSA eGuide treats this as the industry baseline. For larger events with grid connections or local authority notifications, eight weeks or more is advisable.
What generator size headroom should I allow?
Add 10–25% above your calculated running load to account for inrush currents and last-minute equipment additions. Document the calculation and its assumptions so the generator size can be justified if queried.
Can Jakspartypower supply both equipment and an on-site engineer?
Yes. Jakspartypower provides generators, distribution boards, cabling, and a standby engineer service for events across Sussex, with BS 7909 documentation supplied as standard.