If you are holding an event on Waveney District Council land, you
will need to contact the Council on 01502 523002 to check
available dates, complete a booking form and agree the Conditions
of use. You will then need to consider the following points
:-
Events Safety / Risk Management
You are responsible for public safety at your event and need to
make sure you have sufficient stewards and helpers to run the event
safely. They should be over 18 years of age.
You are legally obliged to carry out a written risk assessment for
the whole event, covering the site and all activities that are to
take place. All stewards and event helpers should be made aware of
the risk assessment and the safety controls. Stalls, catering
units, funfair rides, etc. should be supervised at all times by an
operator who is over 18 years of age, fully trained and competent
to manage all aspects of the facility.
Public Liability Insurance
You will need Public Liability Insurance cover of at least
£5million. It is also advisable to check that all participants such
as individual entertainers, attractions, caterers, stall-holders,
etc. have their own adequate public liability insurance. For most
professional operators this will be £5million but £2million may be
sufficient for craft tables and similar.
Electrics / Generators
All electric sockets
to be used should be protected with an integral RCD and portable
electrical equipment should be certified as PAT tested. Exposed
cables should be buried or protected with cable cover to avoid
tripping. Generators should be kept away from areas where the
public gathers; and protected by a fixed guard, barriers or
similar. LPG (liquid petroleum gas) cylinders should also be sited
away from public access.
First Aid Cover
Most events should have some
first aid cover. St John Ambulance, the Red Cross or a similar
organisation can usually offer help if booked well in advance but
there may be a charge for their services. For events where large
crowds are expected or events where a Premises Licence is required,
you will almost certainly need professional first aid cover.
Emergency Services
It is advisable to inform the Police, Fire Service, District
General Hospital and Ambulance Service of your event, particularly
when large crowds are expected.
Litter Bins / Portable Toilets
For wheeled bins, you should contact the Council’s Outdoor
Facilities section : telephone (01502) 523315. You should also
ensure that the area is left clear of debris and litter.
Provision of toilet facilities will also need to be considered. You
should ensure that toilet providers have a waste disposal licence.
For more information, contact Waveney District Council on (01502)
523468. The following levels of provision are recommended in the
HSE Event Safety Guide :-
For events with a gate opening time of 6 hours or more
Female : 1 toilet per 100
females
Male : 1 toilet per 500 males, plus 1
urinal per 150 males
For events with a gate opening time of less than 6 hours
duration
Female : 1 toilet per 120
females
Male : 1 toilet per 600 males, plus 1
urinal per 175 males
Washing Facilities
Where possible, provide
hand washing facilities in the ratio of one per five toilets with
no less than one hand washing facility per ten toilets provided.
Suitable hand drying facilities are required as well.
The equivalent number of toilets can be used to replace urinals if
required, for example if you need three urinals the alternative is
three toilets.
Temporary Road Closure
If your event requires temporary closure of a road, you should make
application at least six weeks in advance. Application should be
made to Ipswich Borough Council who deals with all temporary road
closures in our area. The telephone number is 01473 432000 or
e-mail to georgina.south@ipswich.gov.uk. . The charge for this is
likely to be between £100-£150.
Licences
You are responsible for obtaining
all necessary licences for your event. It is advisable to make
early application for all licences you need as they can take a
considerable time to process.
a) Premises Licence / Temporary Events Notice
If you event includes the sale of supply of alcohol; or regulated
entertainment; or late
night refreshment, there needs to be either a Temporary Event
Notice (TEN) or a Premises Licence in force in respect of the land
/ premises where your event is being held. If there is not a
Premises Licence or TEN already in force you will need to obtain
one.
Regulated entertainment includes plays, films, some sports
entertainment, performance of dance, live music, recorded music and
dancing. Late night refreshment includes the supply of hot drink or
food between 11.00pm and 5.00am. There are, however, some
exceptions and also additional restrictions to TENs. You are
advised to consult Waveney District Council’s licensing section on
01502 523238 when planning any event which might include these
elements.
Please note that where you are applying for a Premises Licence to
include the sale of alcohol, you will have to nominate someone to
be the Designated Premises Supervisor. That person will need to be
a Personal Licence Holder.
b) Street Trading Consent
If trade stands or mobile catering units are part of the event, you
will need
a Street Trading Licence. Please contact Waveney District
Council’s
licensing section - telephone: (01502) 523238.
c) Street Collection Permit
For a charity fund-raising event where a “bucket” collection from
the public
is to be made, you must obtain a Street Collection Permit. Please
contact
Waveney District Council’s licensing section - telephone: (01502)
523238.
Publicity
Fly-posting is illegal and you may
be prosecuted - but you can put up flyers and posters on private
property with the owner’s permission. Also there are many ways of
getting free publicity for an event – e.g.listings in local
newspapers, computer generated flyers/posters to be circulated in
local shops etc., local radio phone-ins.
The Council will also be pleased to add your event to our website
listing of local events; and our Events Leaflet which is published
in May each year. Please contact the Tourist Information Centre on
01502
533602.