This guide offers advice on how to organise and improve the overall running of an event on council land. We have a duty of care to make sure that all locally organised events on council land are held in a safe manner and this guide offers assistance in complying with regulations.
There will be further information on the requirements throughout this guide.
You should start planning your event at least 6 months before the event date. This will give you time to carry out risk assessments and obtain the necessary documentation required by us. It will also allow time for the statutory authorities such as the Police, Fire and Ambulance services and voluntary organisations such as first aid societies to be made aware and to prepare for the event.
It is important that you find a suitable location for your event. Here are some considerations to bear in mind when choosing the ideal location for your event:
When do you plan on having your event? You must consider the following:
Remember that summer is going to be the busiest time of year for events. Do you have an adequate plan in the event of a cancellation due to adverse weather conditions or other unforeseen circumstances? This may mean having a team on site if the decision to cancel is made late.
You will need to think about the roles of those involved in the event and their responsibilities.
This is the person who is in overall charge of the event.
A suitably competent person should be appointed to act as the Safety Officer for your event. They will have overall responsibility for safety matters (though overall responsibility for the event remains with the organising committee / Event manager). This person should be trained or have experience or knowledge of safety matters appropriate for the event. You must take into account the size and nature of the event and the possible level of risks when selecting someone. For large or complex events you may need to seek professional help and advice.
When you are planning your event, you must make sure that you include in your staffing an appropriate number of stewards (paid or voluntary) who are there for the security and control of the event site.
To work out the amount of stewards required, consider the multiple roles that they may take on:
If your event is to last several hours, allow for extra stewards to cover for meals and comfort breaks.
It is not the role of the police to provide stewarding at events, nor to provide training to steward personnel.
Everyone who has a specific responsibility before, during and after the event should be named and have their responsibilities clearly identified, be given appropriate training (if required) and informed on what action to take in the event of an emergency. It is advisable that you have a staffing plan in place if you have a large amount of staffing at your event.
A risk assessment is a document that all event organisers are required to complete prior to hosting an event. A risk assessment is a careful examination of what is likely to cause harm to people at your event (including staff) and what measures you will put in place to reduce or eliminate those risks. Undertaking a risk assessment will allow you to make a decision about what steps to take in the reduction of risk and to ensure that you have adequate health and safety measures in place.
As an event organiser, you have a responsibility to both the public and employees/volunteers to ensure that your event is run in a safe and appropriate manner, and a risk assessment ensures that you have thought through the safety implications and taken all possible steps to reduce risks.
A risk assessment, including a separate fire risk assessment, is part of the required documentation that the council needs to allow an event to take place.
Sample risk assessment documents can be downloaded from the Documentation required for an event section of the Planning and applying for an event webpage.
Below are the 5 steps (taken from the Purple Guide) that need to be taken to assess the risks arising from any particular work activity:
| Risk assessment | |
|---|---|
| Step 1 | Identify the hazards |
| Step 2 | Decide who might be harmed and how |
| Step 3 | Evaluate the risks and decide on precautions |
| Step 4 | Record your findings and implement them |
| Step 5 | Review your assessment and update if necessary |
This list is by no means exhaustive and care should be taken to identify any other hazards associated with the activities at your event
For each hazard identified, list all those who may be affected. Do not list individuals by name, just list groups of people. The following should be taken into account:
The following are examples of areas to consider:
Classify risks into high, medium and low. Examples of risks falling into these categories are as follows:
For each risk consider whether or not it can be eliminated completely. If it cannot, then decide what must be done to reduce it to an acceptable level. Consider the following:
To record your risk assessment findings the most suitable way is to use a form. Sample risk assessment documents can be downloaded from the Documentation required for an event section of the Planning and applying for an event webpage.
On the risk assessment form, you are required to record all significant hazards, the nature and extent of the risks, and the action required to control them. Keep this for future reference or use. You could also refer to other documents you may have, such as manuals and codes of practice if required.
The Licensing Act 2003 states that any regulated entertainment and/or alcohol sales must be licensed through either a premises licence or Temporary Events Notice (TENs).
Regulated entertainment includes plays, theatre and drama, films, live music and the playing of recorded music and karaoke.
For events of 499 persons or less (including staff, performers and public) a Temporary Event Notice (TENs) may be suitable, subject to limitations.
For events of 500 persons or more a Premises Licence will be required.
To check whether a licence is required for your event (this may include Street Trading Consent), visit the Temporary event notice webpage or email the Licensing Team at the council to discuss your proposals.
If you wish to use bridges in Hampshire for the hanging of bridge banners for promotional purposes, you will need to apply for a licence from Hampshire Highways.
As organisers, you could be held legally liable for the costs or damages for any injuries etc that may occur during your event. Public liability insurance that covers everyone on the site including employees, volunteers, performers and the public can be obtained from insurance providers.
We require you to have public liability insurance cover for at least £5 million, however, larger or riskier events may need greater cover.
If you are using contractors, you will need to check that they have Employer’s Liability, Public Liability and Product Liability Insurances up to £5million.
You must also gain copies of all insurance documents relating to your event from contractors, exhibitions, etc.
Full details of any incident must be recorded and reported to your insurers without delay.
Traffic management can form a major part of an event and needs to be given careful consideration. The Highways Authority should be consulted at the start of your event planning if your event will have an effect on the highway.
If your event involves the closing of roads or sections of highway, you must apply for a Temporary Traffic Regulation Orders (TTRO) commonly known as a road closure notice.
For more information about road closures or traffic management, email the Engineering Services Team
The police will not assist with a road closure so you may need to contact a private traffic management company.
Remember, traffic control also includes the management of pedestrians and cyclists.
Here are a few points to remember when planning your entrance and exit points:
Adequate car parking provision must be made available to avoid congestion on surrounding roads. All car parking arrangements should be staffed by designated car parking stewards/marshals and have sufficient signage. It is recommended that a parking plan is designed with the locations of all marshals and entrance and exit points.
All temporary signage, lighting and guarding is the sole responsibility of the event organiser and must comply with current legislation. Contact the Highway Authority if more advice is required.
If you expect people to travel from outside the area, you may wish to consider contacting a motoring organisations to provide directional signs. You will be charged for this service.
It is the event organiser’s responsibility to limit the impact that their event has on the surrounding area and on local residents. This is usually related to noise from music performances or playing recorded music, but could include other activities that generate noise.
Consideration should be given to any element of the event that generates noise that is likely to be heard at any properties in the vicinity. In order to minimise noise disturbance, careful consideration should be given to:
The Code of Practice on the Control of Environmental Noise at Concerts is a reference document that guides on what noise levels are likely to be appropriate in different circumstances. Depending on the scale and nature of the event, it may be necessary to employ an acoustic consultant to monitor noise levels arising from the event and you may be asked to submit a noise management plan in advance.
The degree to which noise will need to be controlled and what those controls consist of will be dependent on the nature of the event. If you want advice on what may be necessary for you, email our Environmental Health Team
Remember if your event is to have loudspeakers/PA system this cannot be used prior to 9am on the event day.
Security Staff
Certain types of events, for example music events, will require a suitable level of supervision on the event site at all times. If you require professional security services, all personnel must carry appropriate ID as necessary. View information about the legal requirements for security at events
Control Room
If your event is a medium or large scale event it is advisable to consider setting up a control room on the site to:
The control room should be continually staffed during the event and provided with a telephone.
Communications
Many medium/large scale events use radios or mobiles phones as a communication link between the event manager, safety officer and stewards in case of an emergency. It is useful if all mobile phones are pre-programmed with any relevant numbers.
Local Police
It is advisable to inform the local police of your event in writing, including estimated numbers, risk assessments, site plan and event safety plan (for medium/large scale events). Contact your local police
If you choose to use marquees and temporary structures, such as stages and lighting columns they must be:
Marquees / tents
The Fire Authority may advise you on the fire safety aspects of marquees and tents, including their positioning, construction and the provision of exits, normal and emergency lighting, firefighting equipment etc.
You must:
Find further information on the Health and Safety Executive website
If your event requires the use of electric power, you as the event organiser, have the responsibility to make sure that all electrical equipment is safe for the public and staff. Here are a few points to consider:
Generators
Fire fighting
As a responsible event organiser you:
The Fire Service should be called to any fire, suspected or real, however slight, and incidences of fire should be logged.
Fire safety for stewards
The following fire routine should be brought to the attention of all stewards and nominated persons:
On being informed of a fire
Should any marquees be used to accommodate members of the public for your event, it is likely that further measures relating to fire precautions would need to be implemented (fire extinguishers within the structures).
A separate fire risk assessment is required for all events in line with the Regulatory Reform (Fire Safety) Order 2005.
Events will generate a lot of rubbish. It is your responsibility as the event manager to:
The first aid provision needs to be proportionate and suitable for the number of people attending your event and the type of event you are planning to host.
Basic services for first aid should always be available ideally with a dedicated first aid area for any treatments.
At smaller events such as summer fetes there should be at least one qualified first aider present and an area suitable for first aid treatment, including a supply of water as this will minimise the impact on local NHS services. A first aider is a person who holds a current certificate in first aid from any of the three voluntary agencies: St John Ambulance, British Red Cross or St Andrews Ambulance Association (or other recognised bodies or organisations).
Remember that medical provision should be provided for the full duration of your event, including build up and break down.
A voluntary first aid society can be asked to provide a First Aid Post, staffed by qualified first aider. Alternatively you can hire a private company.
The holding of a Health and Safety at Work or three-day First Aid at Work certificate does not necessarily qualify a person as competent to administer first aid to the public at events
It is important you consider the following:
Although there is no direct legal requirement under the Health and Safety at Work Act 1974 to provide toilets and wash facilities for non-employees it is important in the prevention of health risks. Lack of sufficient provision may also result in crowd disorder.
| Event type | Female Toilets | Male Toilets |
|---|---|---|
| For events with a gate time of less
than 6 hours duration opening |
1 per 100 | 1 per 500
plus 1 urinal per 150 |
| For events with a gate opening time
of 6 hours or more, but with little or no alcohol or food served |
1 per 85 | 1 per 425,
plus 1 urinal per 125 |
| For events with a gate opening time
of 6 hours or more, with alcohol and food served in quantity |
1 per 75 | 1 per 400,
plus 1 urinal per 100 |
| For campsites at major events,
swapping the emphasis from urinal to WCs for males |
1 per 75 | 1 per 150,
plus 1 urinal per 250 |
It is advisable to provide an area where enquiries can be made about lost children and lost property. Ensure it is well publicised, signposted and easily identifiable. It is useful to provide wristbands for children at medium/large scale events where parents/ guardians can write down their contact number in case of a lost child.
If you are made aware that a child is missing:
It is important you consider the following points and ensure you put relevant plans in place for your event.
An event safety plan does not need to be a complicated document. A loose-leaf folder can be used to enable quick entry of updates without changing the document.
First, draw up a site plan of the site/premises. This can be a sketched plan, preferably to scale, showing the entire site, routes in and out for cars, people and emergency services. The plan should then be added to show:
Every event organiser has a responsibility to develop contingency plans which will guide safe actions and procedures at times of crisis. These will need to be fully discussed with the emergency services well before the event.
Types of incidents could include:
An Emergency Evacuation Plan and an effective Communications Plan between all staff, volunteers, stewards and security personnel will need to be in place before the event. Remember, event organisers are responsible for the safety of everyone involved and could be held personally liable if anyone is hurt or injured because of the organisers’ negligence.
Consider using a public address system for announcements and instructions to staff and the public. Larger events may require a system with emergency power backup. For small events a portable loud-hailer may be sufficient.
An event contingency plan should deal with issues around the event site and the ability of the event to take place or continue. Developing and implementing these plans is the responsibility of the event management team. Such plans may cover issues such as:
If an incident does occur you may be asked:
The site plan should be regularly updated with any amendments. It is recommended it is kept easily accessible at the front of the event safety plan. The plan should also include:
If you are having food prepared on-site for your event, it is essential you collect all relevant documentation that we require (risk assessments, food hygiene certificates, hygiene rating). If you have any enquiries, contact the Environmental Health Team.
Your caterers have a number of regulations that will need to be comply with, including:
The caterers that you choose are required by law to be registered with a local authority. Please make sure that you have a copy of their authorisation document or check with the relevant local authority.
Event organisers must ensure that food preparation is undertaken in hygienic conditions and is compliant with the relevant legislation. The name and address of all caterers should be passed on to your local authority’s environmental health team to check that they are registered as a food business in advance of the event.
Please be aware that Environmental Health may arrive unannounced on the day of your event to check all regulations are in place.
Ideally, free drinking water should be available on site, particularly in the summer months. For events on Basingstoke and Deane Borough Council land there is a charge for the use of a standpipe. View details of event fees and charges.
Food outlets will require a supply of fresh water and a waste water disposal facility to be sited near to their outlets.
If you are having traders, you must make sure that you have received copies of their public liability insurance and risk assessments.
PIPA (Pertexa Inflatable Play Accreditation) is a national scheme dedicated to the safety of inflatable play equipment. Bouncy castles and other inflatable play equipment is required by law to be inspected every year and should be issued with a PIPA tag and PIPA certificate to demonstrate it meets industry standards. For further information visit the PIPA website
If you plan to use a funfair, you must make sure that you receive all insurance and APDIS (Amusement Device Inspection Procedure Scheme) documentation from the funfair company. All fairground equipment must comply with the HSE document Fairgrounds and Amusement Parks - Guidance on Safe Practice (HSG175)
If you plan to have music at your event you may need to apply for a Performing Rights Society license (PRS). The licence covers putting on a live event and DJs performing mixes they've burned onto a digital device and recovered music.
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