guide to organising community events · the key to successful event organisation is thorough...
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Guide to Organising Community Eventsin the Borough of Telford and WrekinInteractive document produced February 2013
Interactive document produced February 2013Organising Community Events
This guide is designed to provide information about organising community events in the Borough of Telford and Wrekin.
Event organisers have a legal responsibility to ensure the health, safety and welfare of any employees, volunteer helpers or contractors involved in arranging an event and to the public and participants attending. This includes any licenses that may be required and the essential requirements to hold an event which are public liability insurance, first aid provision and risk assessment.
Careful planning and organisation will help you ensure that your event is successful, safely run and enjoyable for everyone involved.
Events can be very diverse and this guidance is by no means exhaustive. For specialist events and larger scale activities, additional guidance will be required. The Health and Safety Executive (HSE) offers a considerable amount of information on their website www.hse.gov.uk and also recommends using The Event Safety Guide publication for guidance. There are also references to other useful sources of information and local contacts throughout this Guide.
By providing this guidance Telford & Wrekin Council does not accept any responsibility for any aspect of the organisation or management of the event.
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Welcome“Getting Started”n Findingfunding
“Organising” n Preparationandplanningn Licensesn Roadclosuresn Whoelsetonotifyabout aneventn Insurance
“Health And Safety”n FirstAidn Fireriskassessmentn Riskassessmentn EmergencyPlanning
“Site Planning”n Creatingasiteplann Securityn Rubbishdisposaland clearancen Onsite/offsitetrafficn VIPs
“Staff/Stewards”n Howmanypeoplewill youneedn Volunteersn CriminalRecordBureau checksn Childprotectionand vulnerableadultpolicy
“Communications”
“Equipment/Suppliers”
“Think Green”
“Promoting Your Event”
“Day Of The Event”
“Evaluating Your Event”
“Useful Contacts”
“Further Reading”
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Organising an event can seem daunting but all events are more manageable if the tasks are shared between a group of people. Careful planning is crucial to the success of any event and the best place to start is by considering the following:
Why is the event being organised? Determinethepurposeoftheeventandthemainaimsaswellasyourbudget.Havingclearaimsandobjectiveswillhelpyoukeepontrackduringtheplanningprocess.
What kind of event should it be?Bearinginmindyouraimsandobjectivesandyourbudgetdeterminethemostappropriateformatand/orthemefortheevent.
Who is the target audience? Considerwhoyouwanttocometoyoureventandwhytheywouldwanttocome.
When is the event to be held?Considerthedayoftheweek,thedate,themonthandeventheyear.Chooseadateappropriatetoyoureventtheme/format.Checkforanyotherkeyeventstakingplacelocally,regionallyandnationallywhichmayaffectyourevent.
Where is the event to be held?Researchvenuesintermsofsuitabilityforyoureventformatandwhatisonoffer-indoorsand/oroutdoors,locationandaccessibility,carparking,sizeofvenue,onsiteservicesandfacilities,licensesheld,hirecosts.Obtainacopyofthetermsandconditionsofhiretoseewhatisrequiredbyyouasthe‘hirer’andalsowhatisprovidedbythe‘venue’.
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Getting Started
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Who will organise the event?Mosteventstakemorethanonepersontoorganiseandrunthem.Aimtoinvolveotherpeopleintheplanningprocessfromtheoutsettoshareideasandtasksandalsotobringadditionalskillstotheevent.
Youmaywishtoformaneventcommitteeelectingachairperson,treasurerandsecretaryandallocatingtaskstoothermembers.Ifpossibleitwouldbeadvisabletoopenaseparatebankaccountratherthanusingapersonalaccount.
Who should you work with?Considerwhichotherlocalorganisationscouldbeinvolvedastheymaybeabletoofferanactivity,volunteersorothersupportforyoureventforfree.
Finding fundingForanyevent,nomatterhowsmall,someexpenditurewillbeinvolved.
Theamountofbudgetyouhaveavailablewilldeterminethescaleandtypeofeventyoucandeliver.Essentialitemsyouneedtobudgetforare:
n Venuehirecostsn Licensesn Firstaidprovisionn Insurancesn Eventequipmentn Marketing
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Sourcesoffundingrangefromlargefundingbodiesandcommercialsponsorshipagreementstoraffleandtabletopsales.
Fromtimetotimefundingforeventsisavailablefromlocalcommunitypotsofmoney.Fordetailscontact:Telford & Wrekin CVS, The Glebe Centre, Glebe Street, Wellington, Telford, TF1 1JPWeb:www.tandwcvs.org.ukTel:01952 291350
AdviceonsourcesoffundingisalsoavailablefromTelford&WrekinCouncil.Tel:01952 [email protected]
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Preparation and planningThe key to successful event organisation is thorough preparation carried out in good time.
Onceyouhavedecidedtogoaheadwithyoureventandhavedecidedontheformatyoucanthenbegintoplaninmoredetail.Thinkaboutallofthethingsthatwillneedtobeputinplacetomakeyoureventasuccessandhowmuchtimeyouhaveavailable.
Createaplanningdocumentwhichallowsyoutorecord,updateandkeeptrackofallaspectsofyourevent.Manythingswillbehappeningatthesametimeandthingswillchangethroughouttheplanningprocessrightuptothedayitself.
Youshouldalsokeeprelevantinformationabouttheeventsuchascontactdetails,quotes,ordersplaced,correspondence,insurance,licensesetc.Askforwrittenconfirmationofallbookingsthatyoumakeandsendwrittenconfirmationtoallsuppliers,contractorsandperformersoutliningwhatisexpectedofthem,whentoarrive,setupandbreakdownarrangements,contactdetailsetc.Followupwithtelephonecallsclosertotheeventdatetoconfirmarrangements.Thismayhelpavoidlastminuteproblemsontheeventday.
Specificarrangementsshouldbemadetoensuredisabledvisitorshaveadequatefacilitiessuchasparking,toiletsandspecificviewingareasandcansafelyenjoytheevent.
TheEventPlanshouldbemaintainedbytheeventmanager/organiserbutmadeavailabletoalleventteammembers.Detailedoverleafaresomeofthemainareastobeconsideredtoensureyoureventissafeandcomplieswithcurrentlegislation.
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Licenses The Licensing Act of 2003 requires that certain activities require a license. Telford & Wrekin Council is responsible for granting licenses and permissions required under the Licensing Act 2003 in the Telford and Wrekin area.
Temporary Events Notices (TENS)Thesecanbeusedtoauthorisesmallscaleoccasionalevents.Youmayneedtosubmita(TEN)forauthorisationifyouarehostingororganisinganyeventsthattakeplaceinanypremisesoropenspace.
What activities need a license?n Thesaleofalcoholn Thesupplyofalcoholatprivatemembersclubsn Thesupplyofregulatedentertainmentieentertainmentwhich
takesplaceinfrontofanaudiencen Aperformanceofaplayegapantomimeoramateurdramatic
production,includingarehearsaln Anexhibitionofafilmn Anindoorsportingeventn Boxingorwrestlingentertainmentn Aperformanceoflivemusicegkaraoke,abandorchoirn Anyplayingofrecordedmusicn Adanceperformancen Facilitiesformakingmusic,dancingandentertainmentofa
similarnature
Who can submit a TEN?Anypersonovertheageof18whowillberesponsibleforallaspectsoftheeventcansubmitaTEN.
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When and how to applyYouwillneedthreecopiesofthestandardform.TwocopiesoftheformandtheappropriatefeemustbesenttotheLicensingServiceandonecopytothePoliceatleast10workingdaysbeforeaneventbegins.Pleasenotethatworkingdaysdonotincludeweekendsandpublicholidays.Thedateofsubmissionandthedateoftheeventarealsonotincludedinthe10daysnotice.Toensuresufficienttimeallow20days.AnapplicationformandfullfactsheetareavailablefromTelford&WrekinLicensing.
Telford & Wrekin LicensingDarbyHouseTelford&WrekinCouncilTF34LEWeb:www.telford.gov.uk/tenEmail:[email protected]:01952 383264Fax:01952 383269
Food Safety at Community EventsFoodoftenplaysanintegralpartinthesuccessofeventssuchasstreetparties,schoolfairsorcommunityfundays.HoweverFoodSafetyisimportant.Youmustmakesurethatthefoodissafe–thismeansthatitisnotharmfultohumanhealthorunfitforhumanconsumption.
Studieshaveshownthatfactorscontributingtofoodpoisoningare:
n Preparinglargequantitiesoffoodtoofarinadvancen Incorrectfoodstorage(notunderrefrigeration)n Poorpersonalhygieneoffoodhandlers(handwashing)
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n Notcooking/reheatingfoodforthecorrectlengthoftime andattherighttemperature
n Crosscontaminationfromrawtoreadytoeatfoodsn Foodbeingpreparedonsurfacesthatarenotclean
Ifyouwishtobringintheservicesofamobilecaterertoyourevent,ensuretheyareregisteredwiththelocalauthority.Iftheyarenotalreadyregistered,registrationisfreeandmakesthelocalauthorityawareofthebusinesssothatitmayofferadviceandcarryoutinspectionsasnecessary.Alsoasktoseethecaterers’foodhygienecertification.Adequatespaceshouldbeleftbetweencateringfacilitiestopreventanyriskoffirespread.Alistoftheirmenuandchargesshouldbeobtainedtoensurethefoodonofferissuitableforyoureventandpricesarereasonable.
ThefollowinglinkstakeyoutobestpracticeadvicefromtheFoodStandardAgency,TheCharteredInstituteofEnvironmentalHealthandtheNHS.ThelistofissuescoveredbelowisnotexhaustiveandorganisersareencouragedtocontacttheCouncil’sEnvironmentalHealthserviceforfurtheradviceandinformation.
CIEH National Guidance for Outdoor and Mobile Catering(Thisisanindepthguide)http://www.cieh.org/policy/guidance_outdoor_mobile_catering.html
Ensuring food safety during the Olympic Gameshttp://www.food.gov.uk/safereating/hyg/olympicfood/
Parties and Events http://tna.europarchive.org/20100929190231/http://www.eatwell.gov.uk/asksam/keepingfoodsafe/asksamevents/
Barbecues http://www.nhs.uk/Livewell/Summerhealth/Pages/Barbecuefoodsafety.aspx
Food Safety a Guide for Businesseshttp://www.food.gov.uk/multimedia/pdfs/publication/hygieneguidebooklet.pdf
Good Hygiene at Homehttp://www.food.gov.uk/multimedia/pdfs/publication/hygieneguidebooklet.pdf
Environmental HealthTelford&WrekinCouncilDarbyHouseTelford&WrekinCouncilTF34LEWeb:www.telford.gov.uk/environmentalhealthEmail:[email protected]:01952 381818
Other licences/advice which may be required
Telford&WrekinCouncil’sPublicProtectionservicewhichincludesEnvironmentalHealth,LicensingandTradingStandardscanalsoprovideadviceonthefollowingareas:
n Adviceonnoiselevelsn Bonfiresandfireworksn Sanitaryaccommodationprovision
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Chargesvarydependingonthetypeofevent,expectedaudienceandcomplexityoftheclosure.
PleasebeawarethattheCouncilmaynotgrantaclosureorder.Asthereisalegalandconsultativeprocesstobeundertaken,atleasttwelveweeksnoticeofclosureisrequired(longeronbusroutes).Eventsshouldnotbepubliciseduntiltheroadclosurehasbeenagreed.
Highways & TransportTelford&WrekinCouncilDarbyHouseLawnCentralTelfordTF34JAWeb:www.telford.gov.uk/streetpartiesWeb:www.telford.gov.uk/roadclosuresEmail:[email protected]:01952 384628
Who Else Needs To Be Notified About The Event?Dependingonthelocation,sizeandformatofyoureventyoushouldalsonotifythepublicauthorities,police,firebrigadeandambulanceservices.Itishelpfulfortheseorganisationstobeawareoflocaleventsandplacesandtimeswhengroupsofpeoplewillbecomingtogetherincaseemergencysupportisrequired.
Forballoonlaunches,laserlightshows,releaseofracingpigeonsandfireworksdisplaystheCivilAviationAuthoritymayalsoneedtobecontacted.LicensingatTelford&WrekinCouncilcanalsobecontactedforadvice.
n WeightsandMeasuresandsaleofgoods(contactTradingStandards)
n HealthandSafety(atnonlocalauthorityownedvenues)
Email:[email protected]:[email protected]:01952 381818
Music licenses Theplayingofpre-recordedmusicislicensedbytwoindependentschemes-PRSandPPL.Theyeachrepresenttheinterestsofdifferentrightsholdersfortheuseofrecordedandlivemusicinpublicperformances.Itisimportanttocheckwhethertheselicensesarerequiredatyourvenue.Costwilldependonaudiencesize.
PhonographicPerformanceLimited(PPL)www.ppluk.comPerformingRightsSociety(PRS)www.prs.co.uk
Yourchoseneventvenuemaywellholdsomeorallofthenecessarylicensesforyoureventtotakeplace.Checkwiththevenuefirsttoseewhatisincludedinthehireofthefacility.
Road ClosuresSomeeventsmayrequirearoadtobeclosedtemporarilysuchasforsportingevents,streetparties,paradesandcarnivals.SuchclosuresrequireaTrafficRegulationOrderissuedbythehighwayauthority.‘Highway’isaroad,verge,footway,publicfootpathorbridleway.
Alladministrativecostsforclosureanddiversionsigningwillhavetobemetbythepersonororganisationrequestingtheclosure.
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West Mercia Police(forroadclosures)MrsRachelMooreWestMerciaConstabularyEventsPlanningCoordinatorForceOperationsDepartmentHindlipHall,Worcester,WR38SPEmail: [email protected]:01905 332352
West Mercia Police(tonotifyofanevent)Email:[email protected]:0300 333 3000fornonemergencyandgeneralenquiriesWeb:www.westmercia.police.uk
Shropshire Fire & Rescue Services(tonotifyofanevent)TheFireSafetyDepartmentStMichael’sStreetShrewsburySY12HJEmail:[email protected]:01743 260260
West Midlands Ambulance Service ForeventsinTelfordcontactKevinMooreyEmergencyPreparednessManagerWestMidlandsAmbulanceServiceNHSTrustShropshire,Hereford&WorcesterEmail:[email protected]:[email protected]:01527 835953Mob:07813 010675
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Civil Aviation Authority-AirspaceUtilisationSectionEmail:[email protected]
InsuranceIfyouareinvolvedinorganisingandhostingofeventsyouwillhaveresponsibilitiesthatattachtoyouasaresult.Thesecanarisebecauseyouarehiringfacilities,roomsorhallsandtheownerswillmakeyouresponsiblefordamagetotheirpropertyandanyinjurythatmayoccurasaresultoftheactivityyouarrange.
Thereforeinordertoprotectyourselffromthefinancialconsequencesoftheseoccurrencesyouneedtoensurethatyouhavetheappropriateinsuranceinplace.
Ifyouemploypeopleyouwillneedtohaveemployers’liabilityinsurancewhichisalegalrequirement.Foranydamagetopropertyand/orinjurytothirdpartiesyouneedtohavepublicliabilityinsurance.Ifyoureventinvolvesthesaleorsupplyofgoodssuchasfoodoritemsorequipmentyouneedtoextendthepublicliabilitytoincludeproductsliability.
Ifyouarepartofarecognisedgroupsuchasnationalorganisationsorcharities,thesewillprobablyalreadyhavetheappropriateinsuranceinplace.However,membersofthepublicinvolvedin‘one-off’hiresforpartiesorfundraiserswillhavenoinsuranceinplace.Youshouldthereforecontactareputablebrokerorinsurerdirecttoarrangethecoveryouneed.Manycompanieshavewebsitesandadvertiseonline.Eventinsuranceiswidelyavailable.Checkwithindividualvenuesastospecificlevelsofinsurancecoverrequired.
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IfyouarehiringaTelford&WrekinCouncilfacilityaliabilitypolicycanbeofferedaspartofthehiringfeetocoveryourlegalresponsibilitiesarisingfromthehire.DetailsofthecoverandcostareavailablefromthefacilitymanageroryoucancontactTelford&Wrekincouncil’sinsuranceofficedirecton01952 383744.
Allcontractorsandperformersusedataneventmustalsohavetheirownpublicliabilitycoverandeventorganisersmustasktoseeandretaincopiesoftheircertificates.
The event organiser has overall responsibility for the safety and welfare of everyone attending the event - event visitors, activity providers, staff, suppliers and contractors. Things can go wrong so it is best to consider all eventualities and plan how to deal with them.
First aidTheLawrequiresthateveryorganisedeventmusthavefirstaidandmedicalcover.Aminimumoftwoqualifiedfirstaidersarerequiredatevents,largeeventsmayneedhigherlevelsofcover.Thesafetyofthegeneralpublicwhoattendeventsandalsoforthoseparticipatingistheresponsibilityoftheeventorvenuemanager.
InsurancecompaniesnowinsistadherencetotheHealth&SafetyExecutive’sEventSafetyGuide,whichstatesthat“Eventorganisersmustensureacompetentorganisationisappointedtomanagemedicalservicesatanevent”.
Thesizeofyoureventandtheexistingfirstaidprovisionatthevenuewilldeterminetheneedtosecuretheservicesofafirstaidprovider.
OrganisationssuchasStJohnAmbulanceandtheBritishRedCrosscancovereventsandwillworkwithyoutodevelopaplantoestablishwhatlevelofcoverisrequired.Feesstartfromaround£100perfirstaider.Therearealsomanyprivateorganisationsofferingtheseserviceswhichareworthcontactingforalternativequotes.
Anyincidentthatrequiresmedicalattention,howeversmallshouldberecordedbytheattendingfirstaider.Eventorganisersshouldretaincopiesofanyfirstaidreportsprovidedbythemedicalteamforfuturereferenceifrequired.
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St John AmbulanceStJohnHousePrioryRoadShrewsburySY11RUTel: 01743231280Web:www.sja.org.ukEmail: [email protected]
BritishRedCrossWeb:www.redcross.org.uk
Fire risk assessmentAlleventsmustbecoveredbyafireriskassessmentbylaw.
Underfiresafetylegislationasaneventorganiseryouhaveadutytoprovidegeneralfireprecautionstoprotectpersonsincaseoffire,inandaroundthepremisesyouareusing.Toidentifytherequiredfireprecautions,carryoutafireriskassessment.Thisassessmentmusttakethewholeofyourpremisesintoaccountincludinganyoutdoorlocationsandanyroomsandareasthatarerarelyused/notgoingtobeusedaspartofyourevent.
Currentlyorganisationsemployinglessthanfivepeoplearenotrequiredtoproduceawrittenfireriskassessment.Howeverifanyaspectoftheeventrequiresalicense,awrittendocumentwillberequiredbythelicensingauthorities.
Nomatterwhatthesizeisoftheorganisationorcommitteestaginganeventorthesizeoftheevent,awrittenfireriskassessmentisalwaysadvisableasitwillbeprovideausefulchecklistanddocumentforsharingwithothers.
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Tocarryoutafireriskassessment:
1.Identifythehazardsn Sourcesofignitionn Sourcesoffueln Sourcesofoxygen
2.Identifypeopleatriskn Peopleinandaroundthepremisesn Peopleespeciallyatrisk
3.Evaluate,remove,reduceandprotectfromriskn Evaluatetheriskoffireoccurringn Evaluatetherisktopeoplefromfiren Removeorreducethefirehazardn Removeorreducetherisktopeoplen Detectionandwarningn Firefightingn Escaperoutesn Lightingn Signsandnoticesn Maintenance
4.Record,plan,inform,instructandtrainn Recordsignificantfindingsandactiontakenn Prepareanemergencyplann Informandinstructrelevantpeoplen Providetraining
5.Reviewn Keepassessmentunderreviewn Revisewherenecessary
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Forfurtherinformation,andadvicecontacttheShropshireFireandRescueServiceBusinessFireSafetyTeam.Youcanalsovisittheirwebsitetodownloadfireriskassessmenttemplatedocuments.
Shropshire Fire and Rescue ServiceBusinessFireSafetyTeamHeadquartersStMichael’sStreetShrewsburySY12HJTel:01743 260260Email:[email protected]:http://www.shropshirefire.gov.uk/promoting-safer-communities/business-fire-prevention
InformationonfireriskassessmentinlinewiththeguidanceproducedbytheDepartmentofCommunitiesandLocalGovernment(CLG)isavailableatwww.communities.gov.uk/publications/fire/firesafetyassessment
Risk AssessmentsAriskassessmentisacarefulexaminationofwhatatyourevent,couldcauseharmtopeople.Thereisalegalrequirementtoassessallworkrelatedriskstoworkersandotherswhomaybeaffectedbytheirwork.Publicsafetymustbeincludedinthis.Carryingoutriskassessmentshelpsyoudecidewhetheryouhavetakensufficientprecautionsorshoulddomoretopreventharmorinjurytopeople.Allelementsofaneventwillrequireriskassessment.
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Therearefivestagesintheprocess:
1. Identifythehazard2. Decidewhomightbeharmedandhow3. Evaluatetherisksanddecidewhatprecautionsyoucantake tominimisetherisk4. Recordyourfindingsandimplementthem5. Reviewyourassessmentandupdateifnecessary
Allsuppliers,contractorsandactivityprovidersataneventshouldbeaskedtoprovideariskassessmentfortheeventorganiser.Theeventorganisercanthenproduceanoverallriskassessmentfortheeventwhichcoverseveryelementoftheevent
Emergency planningForallevents,itisgoodpracticetohaveplansinplaceshouldemergencysituationsarise.
Anemergencyplancoversthefollowing:n Highlightsthemostlikelyscenariosn Setsoutacommunicationsplann Detailstheevacuationpointsn Detailsmedicalfacilitiesandlocationsn Detailslocationsofnearesthospitals
Dependingonthesizeandlocationofyoureventitwouldbeworthwhileseekingadvicefromtheemergencyservices.Thelocal,police,fireandambulanceservicesallofferadviceaswellasafirstaidprovider.
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Theemergencyplanshouldincludeasmanyemergencyscenariosaspossiblewhichrealisticallycouldoccursuchas:n Cancellationoftheeventn Medicalemergenciesn Lost/foundchildrenn Lost/foundpropertyn Unexpectedcrowdmovementsincertainareasoftheeventn Eventevacuation
Everyoneworkingattheeventshouldbebriefedontheemergencyplanandfireriskassessmentandknowwhattolookoutforandwhattodoinemergencysituations.
Currentlyorganisationsemployinglessthanfivepeoplearenotrequiredtoproducewrittenriskassessmentsandemergencyplans.Howeverifanyaspectoftheeventrequiresalicense,writtendocumentswillberequiredbythelicensingauthorities.
Nomatterwhatthesizeisoftheorganisationorcommitteestaginganeventorindeedthesizeoftheeventintermsofnumbersofvisitors,writtendocumentsforanyaspectofhealthandsafetyataneventarealwaysadvisableastheywillprovideusefulchecklistsanddocumentsforsharingwitheventstaff/stewards.
Please note that it is the policy of Telford & Wrekin Council to request written health and safety documents no matter the size of the event or the size of the organisation hiring their facilities. Check with individual venues for specific requirements. Further information and guidance on producing risk assessments and emergency plans is available on The Health and Safety Executive (HSE) website http://www.hse.gov.uk
Creating a Site Plan Create a plan of your event showing the layout, entrances and exits, car parking, toilets, first aid points, refreshments, activity locations and other key features. This can be done by hand or by downloading a map or photo image of the site/venue you will be using. The venue may be able to provide you with map/site plan for you to use.
Beawareofhowmanypeopleyourchosen/venuesitecanaccommodateandensuresufficientspaceisleftbetweeneachstructureandelementoftheevent.
Ensurethereisadequateandaccessibletoiletprovisionandalsodecidehowtheywillbemaintainedinahygienicstatethroughouttheevent.Portabletoiletsshouldbesitedonalevel,openspacewitheasyaccessfordeliveryandcollectionbylorryandawayfromanycateringstalls.
Allowprovisionforlostchildren,firstaid,babychangingandlostpropertyidentifyingsuitablefacilities.Youmayneedtobringintemporarystructuressuchasaportakabinforthispurposeanduseitasaneventcontrol/informationpoint.
Thisplanwillbeusefulforsuppliers,activityproviders,andstaffworkingattheeventaswellastheemergencyservices.Toaccompanythesiteplan,produceanoverviewsummaryoftheeventdescribing:
n Theeventformatandwhatwillbetakingplacen Keytimingsforsetup,whowillbearrivingwhenn Tasksduringtherunningoftheevent-whowillbedoingwhat
andanyadditionalinformationrequired
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n Breakdownarrangementsn Informationeventstaffmayneedtoknowsuchasbriefing
times,communicationarrangements,welfarearrangementssuchasbreaks,refreshments,storageofpersonalitems,protectiveclothingoruniformprovided.
n Summaryofthekeypointsoftheemergencyplanandactionstobetakenincertainsituations
Thesiteplanandeventoverviewcanthenbesuppliedtokeypeopleinadvanceoftheeventforinformationandtoputalloftheplansintocontext.
SecurityDependingonthetypeofevent,specificsecurityarrangementsmaybenecessaryincludingarrangementsforovernightsitesecurityandcashhandling.Followingariskassessmenteventstaffmayrequiremoneybeltsorothercarryingfacilities.Youshouldalsogivecarefulconsiderationtocountingandbankingarrangements.
Rubbish Disposal and ClearanceMakearrangementsforwastedisposalandrubbishclearancebothduringandaftertheeventpreferablywithrecyclingfacilities.Designateeventstafftokeepacheckonrubbishbinsandalsotocarryoutlitterpicksasnecessary.Ensurethesiteisclearedbeforeleavingandthatarrangementsareinplaceforrubbishtobecollected.
TelfordandWrekinServicesbasedatGranvilleHouseinDonningtonprovideaservicetodeliveradditionalrubbishbinstositesandtocollectthemaftertheevent.Suppliedbinscanbelabelledforspecificitemssuitableforrecycling.Chargesapply.
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On Site TrafficContractorsandorperformersvehiclesandanyothertrafficshouldbecarefullymanagedtoensuresegregationfrompedestrians.Onlyallowvehicularaccessforsettingupandtakingdownatspecifictimesbeforeandaftertheeventandnotduringtheevent.Accessforemergencyvehiclesshouldbemaintainedatalltimesbeforeduringandaftertheevent.Carparkingfacilitiesmayhavetobestewardedandpermissionobtainedtouseextracarparkingspaces.
Off Site TrafficUnplannedanduncontrolledaccessandegresstoasitecouldresultinanaccident.Adequatesignsanddirectionsshouldbeprovidedinprominentpositionsontheapproachestoentrancesandexitswhichshouldbestewardedifnecessary.IfyoureventislikelytocausedisruptiontonormaltrafficintheeventareayoumustconsultwiththelocalPoliceandTelford&Wrekincouncil’sHighwaysandTransportservicetodiscussanytrafficplanthatmayneedtobeputinplace.
VIPsDecideifanyVIPswillbeattendingandifanyspecialarrangementsshouldbemadeforthemintermsofarrivinganddepartingbyvehicleduringtheevent.
Telford & Wrekin ServicesGranvilleHouseStGeorgesRoadDonningtonTelfordTF27RATel:01952 567007
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Staff/Stewards How many people will you need?You will need other people to assist you at your event during the site set up, the delivery of the event and the breakdown.
Considerallofthetaskswhichneedtobedoneandhowmanypeoplearerequiredtocarryoutthetasksortosuperviseothers.Allocatetasksandbriefyourhelpersonwhatisrequiredandensurethattheykeepyouinformedofprogress.
Duringtheevent,themainresponsibilityofstewardsiscrowdmanagementandthesafetyofcolleaguesandmembersofthepublic.Theyarealsotheretoassistthepoliceandotheremergencyservicesifnecessary.Theythereforeneedtobewelltrainedandbriefed.
Theriskassessmentwillhelpyoutoestablishthenumberofstewardsnecessarytomanagetheaudiencesafely.Whenpreparingyourriskassessmentforcrowdmanagement,carryoutacomprehensivesurveytoassessthevariouspartsofthesiteandconsiderthesizeandprofileoftheaudience.
Basingstewardingnumbersontheriskassessmentratherthanonaprecisemathematicalformulawillallowafullaccounttobetakenofallrelevantcircumstances,includingpreviousexperience.
ForlargescaleeventsitisadvisabletoliaisewiththePoliceforadviceonstewardingandtoconsidertheuseofprofessionaleventsstewardsforcertaintypesofevent.Forprivatesecurityorganisationschecktheyareregistered/licensedwiththeSecurityIndustryAssociation(SIA)andtheyliaiseregularlywiththePolice.
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Ensureeventstewardsareeasilyidentifiableegwearinghivizjackets/tabardsorcolouredt-shirts.
Plantosendoutasmuchinformationinadvancetoallstewardsandhelpers.Organiseastewards’briefinadvanceoftheeventifpossible.
VolunteersVolunteerscanplayakeyroleindeliveringevents.Volunteersgetinvolvedbecausetheywanttomakeadifferenceandcontributetotheirlocalcommunity.
Sufficienttimeshouldbeallowedtorecruitandtrainvolunteersdependingonwhatrolesyouwouldlikethemtocarryout.
ThereareorganisationswhichcanhelpputyouintouchwithvolunteerssuchasTelfordandWrekinCVSbasedatMeetingPointHouse.Tel:01952 291350Web:www.tandwcvs.org.uk
Criminal Records Bureau checksItisimportanttoensurethatthecorrectprocessesandproceduresarebeingadheredtowhenrecruitingstaffandvolunteerstoworkatyoureventespeciallyregardingthesafetyofanychildrenorvulnerableadultsthattheymaycomeintocontactwith.
Foreventswheretherearelikelytobechildrenorvulnerableadults,itisrecommendedthatthefollowingproceduresareadheredto:
n IdeallyallpeopleworkingattheeventwillbeEnhancedCRBchecked.
n AnyoneworkinginasupervisoryrolewillbeEnhancedCRBcheckedandclearlyidentifiable.
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n NonCRBcheckedstaffareplacedinpairsinallpositions.n NonCRBcheckedstaffareneverinapositionwheretheymay
bealonewithachildorvulnerableadult.ThereisafeepayableforaCRBcheckbutforvolunteersitisfreeofcharge.
ThecheckscanbecarriedoutforvolunteersbyTelford&WrekinCouncilhoweveranadministrationfeeof£25plusVATapplies.Forfurtherdetailsaboutthisserviceemail:[email protected]:01952 383574.
ForallpeopleprovidingservicesatyoureventwhichcouldcomeintocontactwithchildrenandyoungpeopleandvulnerableadultsyouareadvisedtorequestdetailsoftheircurrentCRBcheck.ItissufficientforthemtoprovideyouwiththedisclosurenumberanddateoftheCRBcheck.
Child and Vulnerable Adult Protection PolicyYoushoulddevelopachildprotectionpolicywhichdetailshowyouwillensurethesafetyandwellbeingofchildrenandvulnerableadultssuchasdealingwithlost/foundchildren.
Alleventstaffshouldbebriefedontheprocedureforreportingconcernsandhowtodealwithsuchsituations.
Designateapersonwhowillberesponsiblefordealingwithanychildprotectionissuesshouldtheyariseandalsoalocationwithintheeventforreportinglostchildrenandtakingfoundchildren.
Ifchildrenareperformingattheeventyoushouldalsoensuresuitablechildprotectionmeasuresareinplaceincludingchaperones.
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CommunicationsYou will need to be able to stay in touch with people helping you at the event not only to help you organise the event but also to deal with emergency situations.
Dependingonthevenueandsizeofyoureventandparticularlyforlargeeventsyoumaywishtousetwowayradios.Thesearequickerandeasiertousethanmobilephonesandthereisnocostattachedtomakingcalls.Theydonotrelyonmobilenetworkcoverageandothersusingthesamechannelcanhearandunderstandmessagesatthesametimeratherthanrelayingmessages.Differentchannelscanalsobeallocatedtodifferentgroupsofpeoplesuchasstewards,emergencyservicesetc.Radioscanbehiredforabout£5/£6perunitfromlocalcompanies.
Allocateradiosandensureeveryoneknowshowtoworkthem.Ifusingmobilephoneensurenumbersaresharedwiththenecessarypeople.
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Equipment/SuppliersYou may wish to hire in equipment or contract in services to your event.
Youwillwanttoensurethebestpossibledealfromyourcontractor(s)consideringpriceandtermsaswellasexperience,healthandsafetypolicy,qualityandstandardofequipmentandreferences.
Whenrequestingquotes,providethecompanywithanoverviewoftheevent,datesandtimes,location,deliveryandcollectiondetailsandyourequipmentrequirements.
Alsocheckthatcontractorswillsupplyariskassessmentandmethodstatement-adocumentwhichdescribesindetailthestepbystepinstallationandoperationprocess.Supportingdocumentationsuchasmaintenancecertificates,electricaltestingcertificatesandstafftrainingcertificatesshouldalsobesuppliedwhereappropriateandalsocopiesofinsurancecertificates.
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Think GreenBeing green is often thought of as just recycling. This is one aspect to be considered when organising events but there are other things too:
n Supportlocalbusinesseswhenhiring/purchasingequipment/services.
n Ensureyoureventisinclusivetoallgroups.Aretherethingsyouneedtooffertoensureeveryonecantakepart.
n Holdtheeventsomewhereeasytoaccessbypublictransportorbywalkingorcycling.
n Ifusingparksandopenspacesconsiderthewildlifelivinginthatspace.
n Considerhowmuchpoweryourequireandhowtominimiseusage.
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Promoting Your EventDepending on your budget and the size and scale there are lots of ways to promote your event:
Firstofallthinkaboutwhoyourtargetaudienceisandhowbesttocommunicatewiththem.Considerwheretheygoandhowtheyliketoreceiveinformationegteenagersorseniorcitizens.Developamarketingplantohelpyouorganiseandplanyouractivity.
Marketingtoolstoconsider:
n Postersandflyers-determineadistributionplantohelpcalculatequantitiesrequiredandhowmaterialswillbesentout.
n Enquireaboutpromotionalopportunitiesatthevenueegpostersites,venuebrochure,leafletracks,informationontheirwebsite,detailstotheircontacts/users.
n Researchspecialistgroupsororganisationswhomaybeinterestedandsendinformationforforwardingtomembers/employeesetc.
n Dependingonthetypeofeventsomelocalcompanieswillincludeinformationontheirintranets.
n Advertise/placeeditorialarticlesinlocalpublications-newspapers,magazines,communitynewsletters.
n Setupawebpagewherefulldetailsabouttheeventcanbeaddedasthingsprogress.
n Createafacebookeventpageandinvitefriendstojoin.
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n CreateaTwitteraccountsothatyoucantweetabouttheeventasitdevelops.
n Addaneventbannertoyouremailsignaturedirectingpeopletoyourwebpageorfacebookeventpage.
n Sendanemailabouttheeventtoallofyourcontacts.
n Compileamedialistoflocalnewspapers,magazines,communitypublicationsandwebsites(particularlythosewithWhat’sonsections),radioandTVstations,andfindouthowtosendinformationtothem.Lookontheirwebsitesforcontactdetailsbutalsotryringingthemtofindoutwhoisthebestpersontosendeventinformationtoforapressarticleoreditorialfeature.Makesuretheyhavecontactdetailsforfollowupinformation.Lookforagoodstoryassociatedwithyoureventwhichtheycanuse.
n Invitethelocalmediatogetinvolvedinyoureventbysendingareporter/photographerforeitherpreeventoronthedaycoverage.
n Gatherprofessionalqualityphotographstosendtothemediaprovidingdetailsofthepeopleinthephotograph.Whentakingphotographsofpeopletosendtothemediaensureyouhavetheirsignedpermissionfirstandiftakingphotographsofchildrenmakesureyouobtainsignedpermissionfromaparent/guardian.
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n Submiteventinformationtothecouncil’sonlineWhat’sOnlisting.www.telford.gov.uk/event/new
n Considerproducinganeventprogrammewhichliststheevent’sactivities,locationsandtimes.Thiscouldincludeasitemapindicatingfirstaidprovision,lostchildrenpoint,toiletsetc.Aprogrammecanalsobeausefulwaytopromoteyourgroupandpotentiallyincreasemembership.
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Day Of The Eventn Arrangetobeonsiteearlyandtohavethesitesetupapprox
90minutesbeforetheeventstarts.
n Carryoutaninspectionofthevenue/siteandmakeadetailedsafetycheck.
n Ensureyouhaveaclearlysignedinformationpointforthepublicandeventcontrolpointforhelpers.
n Createandappropriatelydisplaysignageforthetoilets,lostandfoundchildren,lostandfoundpropertyandfirstaidpointsandanyotherfacilitieswhichneedsignposting.
n Makesureallfacilitiesandattractionsaresitedasperyoureventplan.Ensurefirstaidfacilities,fireextinguishersandanycashcollectionboxesareinplace.Checkwastebinsareintheircorrectlocations.
n Ensureallstructureshavebeenerectedsafelyandthatcertificationhasbeenobtainedfromcontractorstorecordthis.
n Displaysignagewherenecessarysuchasemergencyexits,firstaidpoints,informationandlostchildrenpointsandotherfacilitiessuchastoiletsanddrinkingwater.
n Checkallcontractors,performersandexhibitors’vehicleshavebeenremovedfromthesiteorparkedinadesignatedareabeforethepublicarrive.
n Ensureclearaccessandexitroutesandadequatecirculationwithinthesite.Payingparticularattentiontoemergencyroutes.
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n Checkallbarriersandotherprotectionagainsthazardsaresecurelyinplaceandthereisnoriskoffallingfromstagingorotherfacilities.
n Makesureallhelpers,stewardshavearrived,arewearingthecorrectclothingandareissuedwithinstructions,radiosetc.
n Checkalllightingisworking,includinganyemergencylighting.
n Makesurethepublicaddresssystemisworkingandcanbeheardinallareas.Haveamegaphoneasabackupincaseofpowerfailure.
n Ensureallaccidentsandincidentsarerecordedwithasmuchdetailaspossibleforfutureuse.
n Createafolderwhichincludesallofyoureventinformation.Severalcopiesofsomeitemsmayberequired:
n Siteplan
n Eventoverview/sitesetuparrangements
n Vehiclesonsiteschedule
n Listofkeycontacts-suppliers,activityproviders,staff, volunteers,localpoliceetc
n Stewards/volunteersbriefingdocument
n Emergencyplan
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n Riskassessment.
n Fireriskassessment.
n Copiesofformssuchasphotoconsentforms, accidentandincidentreportforms,lost/foundproperty, lost/foundpersons.
n Additionalusefulitemssuchasclipboards,pens,paper,
hazardtape,scissors,cableties,bottledwaterforstaffetc.
n Aftertheeventanotherinspectionshouldbecarriedouttoensurenothinghasbeenleftonsitethatcanbehazardoustofutureusers.Thisinspectionshouldalsoidentifyanydamagewhichmayhavebeencausedduringtheevent.
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Evaluating Your EventIt is always good to look back and learn from your experience for next time. Think about how to gather feedback from your event visitors and all of the people who contributed to the event. Other people’s views and opinions are essential.
Howyoudothiswilldependonthenatureandsizeofyourevent:
n Anexitquestionnairetobecompletedattheevent.
n Acommentswallwithpostitnotesforpeopletoattachcomments.
n Achartofsmileyorsadfacesforthedifferenteventelements
n Designatedeventstaffcouldwalkaroundtheeventandinvitecommentsfromeventvisitors.
n Recordanygoodorbadcommentsreceivedduringtheevent.
n Aweblinkthatpeoplecanaccessandfillinonanonlinesurvey.Youwillhavetopromotethewebaddressinadvanceeginyoureventprogrammetoraiseawareness.Itmayalsobeworthofferinganincentivesuchasfreeentryintoaprizedrawforeveryonewhotakespart.
n Contactthekeypeoplewhohelpedwithyoureventandaskthemforfeedback.
n Recordallofthefeedbackyoureceiveaswellasyourownthoughtsandopinionsforfuturereference.
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n Afterallofthefeedbackhasbeencollectedarrangeade-briefmeetingwitheveryoneinvolvedincludingvolunteers.Discussthesuccessesoftheevent,whatworkedandwhatcouldbeimprovedandcelebratethegroup’sachievements.Hopefullyeveryoneinvolvedwillhaveenjoyedtheexperienceandwanttodoitallagain.
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Useful ContactsUseful contactsLicensingTelford&WrekinCouncilDarbyHouseTF34LEWeb:www.telford.gov.uk/tenEmail:[email protected]:01952 383264Fax:01952 383269
Environmental HealthTelford&WrekinCouncilDarbyHouseTelford&WrekinCouncilTF34LEWeb:www.telford.gov.uk/environmentalhealthEmail:[email protected]:01952 381818
Highways & Transport Telford&WrekinCouncilDarbyHouseLawnCentralTelfordTF34JAWeb:www.telford.gov.uk/streetpartiesWeb:www.telford.gov.uk/roadclosuresEmail:[email protected]:01952 384628
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Phonographic Performance Limited (PPL)www.prs.co.uk
Performing Rights Society (PRS)www.ppluk.com
West Mercia Police(forroadclosures)MrsRachelMooreWestMerciaConstabularyEventsPlanningCoordinatorForceOperationsDepartmentHindlipHall,WorcesterWR38SPEmail:[email protected]:01905 332352
West Mercia Police(notifyofanevent)Email:[email protected]:0300 333 3000fornonemergencyandgeneralenquiriesWebsite:www.westmercia.police.uk
Shropshire Fire and Rescue ServiceBusinessFireSafetyTeamHeadquarters,StMichael’sStreet,ShrewsburySY12HJTel:01743 260260Email:[email protected]:http://www.shropshirefire.gov.uk/promoting-safer-communities/business-fire-prevention
InformationonfireriskassessmentinlinewiththeguidanceproducedbytheDepartmentofCommunitiesandLocalGovernment(CLG)isavailableatwww.communities.gov.uk/publications/fire/firesafetyassessment
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West Midlands Ambulance Service ForeventsinTelfordcontactKevinMooreyEmergencyPreparednessManagerWestMidlandsAmbulanceServiceNHSTrustShropshire,Hereford&WorcesterEmail:[email protected]:[email protected]:01527 835953Mob:07813 010675
St John AmbulanceStJohnHouse,PrioryRoad,ShrewsburySY11RUTel:01743231280Email:[email protected]
Telford & Wrekin CVSMeetingPointHouseSouthwaterSquare,TownCentre,TelfordTF34HSTel:01952 291350Web:www.tandwcvs.org.uk
Telford & Wrekin CouncilonlineWhat’sOnlistingTosubmityoureventvisitwww.telford.gov.uk/event/new
Waste ManagementTelford&WrekinServicesGranvilleHouse,StGeorgesRoad,Donnington,TelfordTF27RATel:01952 567007
Health & Safety Executivewww.hse.gov.uk
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Further Reading
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Health&SafetyExecutive(HSE)PurpleGuide(“TheEventSafetyGuide-AGuidetoHealth,Safety&WelfareatMusicandSimilarEvents”).
Youcanbuythebookatwww.hsebooks.co.ukandmostgoodbookshops.ISBN9780717624539.Price£20.00.
YoucanalsovisittheHSEwebsiteanddownloadacopy-http://www.hse.gov.uk/pubns/books/hsg195.htm
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