events toolkit

Events Toolkit

A Guide To Organising Events

In Bath & North East Somerset

0

Introduction

Every year, Bath & North East Somerset plays host to a wide range of events from small street parties to city-wide festivals. The area has much to offer event organisers: in addition to strong transport links, we have a wealth of venues including historical buildings, sports grounds and award-winning parks. There is a lot of government legislation relevant to events, which can be daunting at first look. This Toolkit has been introduced to give organisers a step-by-step guide to arranging an event. This booklet is not intended to be read straight through from front to back. Not every page will be relevant to your event, so use the definitions below to find out what category your event falls into, then follow the >> symbols to the relevant pages.

� This symbol tells you were to get further information. The categories of event are: Community Street Parties and Fêtes We have produced special guidance for organisers of community events like street parties and fêtes.

>> Go to page 2 Small Events A small event is one where the total number of attendees at any one time (including participants, staff and spectators) is less than 500.

>> Go to page 6 Large Events A large event is one where the total number of attendees at any one time (including both participants and spectators) is 500 or more, but which does not fall within the catgeory of ‘major event’.

>> Go to page 8 Major Events A major event is one that is held outdoors and which:

o Lasts more than 3 hours and the total number of attendees at any one time (including both participants and spectators) is 500 or more, or

o Includes one or more activities which are sufficiently risky as to require additional assistance above what is normally expected (e.g. water-based competitions).

>> Go to page 11

1

Community Events

Street parties and fêtes are a traditional part of British life; they are a great way for us to get to know our neighbours and build strong communities. The top tip for arranging an event is to start early! Try to make plans a couple of months in advance, and get in touch with the relevant Council departments as early as possible – they’ll be happy to help. What sort of events does this guidance apply to? This is about the sorts of street parties and fêtes that groups of residents get together to arrange for their neighbours. The main differences between these events and larger public events are listed below:

Street parties and fêtes Larger public events

For residents/neighbours only Anyone can attend

Publicity only to residents External publicity (such as in newspapers)

No licence normally necessary if music is incidental and no alcohol is sold

Insurance needed

Self-organised Professional/skilled organisers

Closure of residential roads only – apply for road closure at least 6 weeks before the event

Closure of major roads/through routes/bus routes – apply for road closure at least 10 weeks before the event

Public liability insurance optional - organiser must accept responsibility for possible claims if public liability insurance is not in place

Public liability insurance mandatory

Small, private street parties and fêtes are very simple to organise and generally do not include activities that need a licence, such as selling alcohol or providing certain types of entertainment. These pages cover everything you should consider when organising this type of event. Where do I start? Start by getting in touch with us! You don't have to know all the details of your event yet - just give us an idea of what you'd like to do. Our officers can then give you free, personalised advice on how to proceed.

� Contact the Events Team at [email protected] or on 01225 396138.

2

I want to have a street party - can I close my road?

You can apply for a road closure if the road is purely residential, i.e. not a main road, a through road or a bus route. You need to submit your application no later than 6 weeks before the party.

Access to the closed part of the street must be maintained at all times for emergency vehicles, but it’s OK to place items such as tables and chairs in the road as these can be easily moved.

You need to consult everyone who lives in a house or runs a business which will be affected by the road closure; it is your responsibility to make sure they are aware of the proposals and happy with them. If you want, you can use the template letter which is attached to the application form.

� For further information on road closures, or to obtain an application form, contact

the Traffic and Safety Team on 01225 395386 or [email protected].

Our waste and recycling collections are due to take place on the same day as our street party – what should we do?

If your waste and recycling collections are on the same day as the street party, they may not be able to take place if the road will be blocked before the collectors arrive. Contact the Council to discuss alternative arrangements for the collection, then let local residents and businesses know what you have agreed.

� To ask about waste/recycling collections, contact Council Connect on 01225 394041 or [email protected].

Will I need a licence?

You will need a licence if you want to do any of the following:

o Sell alcohol (including giving it away as part of the ticket price or in exchange for a ‘donation’).

o Serve hot food or drink between 11.00pm and 5.00am.

o Provide regulated entertainment (such as live music) to the public or a section of the public.

o Provide regulated entertainment (such as live music) with a view to making a profit, even if the ‘profit’ will be given to charity.

First, check with the owner of the land/building where you want to hold the event; they may already have a licence you can use.

If you need to get your own licence, you might be able to use a Temporary Event Notice (TEN) or apply for a Premises Licence.

� For further information, or to obtain an application form, contact the Licensing

Team on 01225 477531 or [email protected].

3

Do we need to do a risk assessment? Yes, but don't be daunted - weighing up risk is a something we do every day. When crossing the road, we look at the traffic and decide whether it's safe to cross. If it is, we do it; if it's not, we might wait for a bigger gap between cars or walk to a zebra crossing. This is what we mean by 'risk assessment' – taking simple, common sense steps to make sure nobody gets hurt.

>> Go to page 14 for more information about risk assessments.

Do we need a permit to serve food?

No – as a private party, you don’t need special permission unless you’re serving it after 11pm. Since it’s a community event, why not ask everyone to contribute something to eat or drink? That way, there’ll be a good selection of nibbles and you won’t be burdened with the task of feeding your entire street.

� For advice on preparing and storing food safely, contact the Health, Safety and Food Team on 01225 477508 or [email protected].

Can we hold a raffle? A raffle can be a great focal point for your event and will let you raise money for charity or to cover your costs. You don’t need a licence for this so long as you only sell the raffle tickets during the event and the value of the prizes doesn’t exceed £500.

� If you want to sell tickets before the event, or your prizes are worth more than £500, contact the Licensing Team on 01225 477531 or [email protected] for advice.

Will we have to clean up afterwards?

Yes, you will need to clean up after yourselves, especially if you’re holding a street party. It’s your street, your party, so keep your local area clean and tidy. Let people know in advance what time the event will finish and have a section set aside for bin bags and recycling.

Encourage people to take their own waste home and recycle as much as possible through our collection services. As an alternative to this, you could arrange for a member of the organising team to take separated bags to one of our Recycling Centres. >> Go to page 27 for more information on waste and recycling.

What if my event doesn’t count as a ‘small, private street party or fête’? Events that don’t fall into this category can take considerably more planning and organisers are responsible for ensuring the event is safe and legal. >> Go back to page 1 to work out what category your event falls into.

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Other advice to make sure the party goes with a bang

Spread the word around your neighbours – a friendly visit or a colourful leaflet through the door is a great place to start. Share out the jobs with anyone who wants to help; there’s a whole wealth of skills out there waiting to be harnessed.

Consider arranging some activities to liven things up and get people mingling. What about a tug-of-war, face painting for the kids, root vegetable carving, or a scavenger hunt? The sky’s the limit!

If your event is outdoors, have a back up plan in case it rains. Gather together umbrellas/parasols/tarpaulins and keep them on standby, or find a covered venue to resort to if needs be.

5

Planning a Small Event

1. Where to start

Start by getting in touch with us! You don't have to know all the details of your event yet – just give us an idea of what you'd like to do. Our officers can then give you free, personalised advice on how to proceed.

� Contact the Events Team at [email protected] or on 01225 396138.

2. Get permission to use the land/building where the event is to be held

o If the land/building is private, you need permission from the owner. o If you want to use a public park or open space, you need permission from

the Events Team. Contact them at [email protected] or on 01225 396138.

o If you want to use a public highway, you need to apply for a road closure. For further information, contact the Traffic and Safety Team on 01225 395386 or [email protected].

3. Check if you need a licence for alcohol, entertainment or late night refreshment



o Serve hot food or drink between 11.00pm and 5.00am.

o Provide regulated entertainment (such as live music) to the public or a section of the public.

o Provide regulated entertainment (such as live music) with a view to making a profit, even if the ‘profit’ will be given to charity.


If you need to get your own licence, you might be able to use a Temporary Event Notice (TEN) or apply for a Premises Licence.

� For further information, or to obtain an application form, contact the Licensing Team on 01225 477531 or [email protected].

4. Check if you need any other licences

Additional licences may be needed for:

o Selling food or goods on the public highway.

o Charity collections.

6

o Lotteries.

� For further information, contact the Licensing Team on 01225 477531 or

[email protected].

5. Tell Trading Standards if any food, drink or goods will be sold during the event

They may want to visit the event to check that traders are operating legally.

� Contact the Trading Standards Duty Officer on 01225 397653 or [email protected].

6. Tell the Food Team if any food will be served, even if it will be free

They can give you some useful advice on food safety.

� Contact the Health, Safety and Food Team on 01225 477508 or [email protected].

7. Do a risk assessment

Many people don’t realise it, but we do risk assessments every day. When crossing the road, we look at the traffic and decide whether it's safe to cross. If it is, we do it; if it's not, we might wait for a bigger gap between cars or walk to a zebra crossing. The same principles apply to risk assessments for events – they’re just about taking simple, common sense steps to make sure nobody gets hurt.

>> Go to page 14 for more information about risk assessments. 8. Make sure the event is accessible to everyone

Think about how deaf and disabled people will get on at the event and make reasonable adjustments to accommodate them. Consider:

o Choosing a venue that has an accessible toilet.

o Choosing a venue with level access.

� For advice on accessibility issues, contact Attitude is Everything on 020 7383 7979 or [email protected].

9. Reduce your impact on the environment

There are lots of things you can do to minimise the impact of your event on the environment.

>> Go to page 27 for information on waste and recycling, and tips on running an environmentally friendly event.

7

Planning a Large Event

1. Where to start


� Contact the Events Team at [email protected] or on 01225 396138. 2. Get permission to use the land/building where the event is to be held



o If you want to use a public highway, you need to apply for a road closure.

For further information, contact the Traffic and Safety Team on 01225 395386 or [email protected].

3. Check if you need a licence for alcohol, entertainment or late night

refreshment



o Serve hot food or drink between 11.00pm and 5.00am. o Provide regulated entertainment (such as live music) to the public or a

section of the public. o Provide regulated entertainment (such as live music) with a view to making

a profit, even if the ‘profit’ will be given to charity.


If there is not already a licence in place, you’ll need to apply for a Premises Licence. The application process takes up to two months, so you need to apply as early as you can.

� For further information, or to obtain an application form, contact the

Licensing Team on 01225 477531 or [email protected].

8

4. Consult local residents and businesses

You should consult local residents and businesses who may be affected by the event. This is usually done by delivering letters or leaflets to each address and contacting their residents' associations.

Local residents and businesses have the opportunity to object to most applications so it is in your best interests to talk to them and address their concerns before making any application.

� For help with contacting local residents’ associations, speak to the Stronger Communities, Policy and Partnerships Team on 01225 396975 or [email protected].


Additional licences may be needed for: o Selling food or goods on the public highway. o Charity collections. o Lotteries.

� For further information, contact the Licensing Team on 01225 477531 or [email protected].

6. Prepare an Event Management Plan

This is an important part of the planning process for large events.

> Go to page 23 for more information. 7. Tell Trading Standards if any food, drink or goods will be sold during the

event






9




10. Make sure the event is accessible to everyone


o Choosing a venue that has accessible toilets. o Choosing a venue with level access. o Providing a separate viewing platform for disabled customers. o Including information on special arrangements for deaf and disabled

customers in your publicity.

� For advice on accessibility issues, contact Attitude is Everything on 020

7383 7979 or visit www.attitudeiseverything.org.uk.



>> Go to page 27 for information on waste and recycling, and tips on running

an environmentally friendly event.

10

Planning a Major Event 1. Where to start


� Contact the Events Team at [email protected] or on 01225 396138. 2. Get permission to use the land/building where the event is to be held



o If you want to use a public highway, you need to apply for a road closure.

For further information, contact the Traffic and Safety Team on 01225 395386 or [email protected].

3. Check if you need a licence for alcohol, entertainment or late night

refreshment



o Serve hot food or drink between 11.00pm and 5.00am. o Provide regulated entertainment (such as live music) to the public or a

section of the public. o Provide regulated entertainment (such as live music) with a view to making

a profit, even if the ‘profit’ will be given to charity.


If there is not already a licence in place, you’ll need to apply for a Premises Licence. The application process takes up to two months, so you need to apply as early as you can.

� For further information, or to obtain an application form, contact the Licensing Team on 01225 477531 or [email protected].

11

4. Consult local residents and businesses

You should consult local residents and businesses who may be affected by the event. This is usually done by delivering letters or leaflets to each address and contacting their residents' associations.

Local residents and businesses have the opportunity to object to most applications so it is in your best interests to talk to them and address their concerns before making any application.

� For help with contacting local residents’ associations, speak to the Stronger Communities, Policy and Partnerships Team on 01225 396975 or [email protected].

5. Contact the Safety Advisory Group

They will arrange to meet you before the event to give you free advice on how to run it safely.

>> Go to page 21 for more information.


Additional licences may be needed for:

o Selling food or goods on the public highway.

o Charity collections.

o Lotteries.

� For further information, contact the Licensing Team on 01225 477531 or

[email protected].

7. Prepare an Event Management Plan

This is an important document and will be considered by the Safety Advisory Group before the event.


8. Tell Trading Standards if any food, drink or goods will be sold during the

event



12







11. Make sure the event is accessible to everyone


o Choosing a venue that has accessible toilets. o Choosing a venue with level access. o Providing a separate viewing platform for disabled customers. o Including information on special arrangements for deaf and disabled

customers in your publicity.

� For advice on accessibility issues, contact Attitude is Everything on 020 7383 7979 or [email protected].



>> Go to page 27 for information on waste and recycling, and tips on running

an environmentally friendly event.

13

Safety at Events

No matter what size your event is, a risk assessment is a worthwhile exercise – and in many cases, it’s a legal requirement. A risk assessment is simply a careful examination of what at your event could cause harm to people, so you can weigh up whether you need to take steps to lower the risk. If your event is in a regular venue (such as a community hall or nightclub), it’s possible that the management will have their own risk assessment, but you may still want to complete your own because the hazards may be different for your particular event. Risk assessments are not difficult to do – you just need to be aware of these terms: Hazard – this is anything that has the potential to cause harm (e.g. electricity, obstacles, crowds, food). Risk – this is the chance that someone could be harmed by the hazards you identify. The risk can be low, medium or high. Now follow these five simple steps and record all of your findings in writing: Step 1 – Spot the hazards Plan your event on paper, then think about the hazards relating to the individual activities and any equipment that will be used. If you can, it helps to walk around the venue as you do this. It’s a good idea to get another person to do the same thing – they may spot things that you have missed. Think about:

o Slipping, tripping or falling hazards (e.g. loose carpets, unsecured cables) o Moving parts of machinery (e.g. fairground rides) o Any vehicles driving onto site o Electrical safety (e.g. use of any portable electrical appliances) o Manual handling activities (e.g. members of staff or volunteers moving heavy

items) o Poor lighting, heating or ventilation o Hazards created by specific activities (e.g. fire risk from cooking

demonstrations) o Storing and serving food (e.g. chilled items being left out of the fridge for too

long) o Any other hazards that you may find

14

Step 2 – Decide who might be harmed and how For each hazard identified, list all those who may be affected and how they may be harmed. Don’t list individuals by name, just list groups of people. For example:

o Employees / contractors / volunteers o Vendors, exhibitors and performers o Members of the public o Disabled people o Children and older people

Step 3 – Work out the risks and decide whether to take extra precautions For each hazard, write down the precautions that are already in place to minimise the risk of someone being harmed. For example, if there are cables running across the floor, are they already secured so people won’t trip over them? Taking into account any existing precautions, decide whether the risk for each hazard is high, medium or low. For example: High: An unsecured bouncy castle being used by young children in adverse weather conditions. Medium: A display of animals in a roped off area. Low: A band performing on a raised stage. For each risk, consider whether it can be eliminated completely. If it cannot, then decide what must be done to reduce it to an acceptable level. Consider whether you can do any of the following:

o Remove the hazard all together, e.g. by prohibiting vehicles from driving on site during the event.

o Prevent access to the hazard, e.g. using barriers to prevent people getting

close to a tall stack of speakers. o Use personal protective equipment, e.g. giving members of staff earplugs if

they will be exposed to loud music. o Find a substitute for that activity/machine etc., e.g. hiring a different bouncy

castle – one which can be safely secured to the ground. o Take any other steps to reduce the risk level of the hazard, e.g. using

stewards to manage audience numbers and prevent overcrowding.

15

Step 4 – Record your findings Make sure you record all your findings from steps 1-3. For small, low risk events, this can be done on a very simple template, like the one on page 17. Larger events will require a more detailed record but can follow a similar structure. Step 5 – Review and revise It’s likely that the risk factors will change and new hazards will present themselves during the planning stage, so you should treat your risk assessment as a work in progress and regularly review it, making amendments where necessary.

Fire Risk Assessments

A fire risk assessment is a legal requirement – the person responsible for the event must make a suitable and sufficient assessment of the risks.

The Fire Brigade recommend that you keep your fire risk assessment separate from your general risk assessment, but you can use the same template (see page 17) so long as you go into sufficient detail.

More information about fire risk assessments can be downloaded from Avon Fire and Rescue’s website (http://www.avonfire.gov.uk/) including specialised guides for the type of venue where your event will be taking place. Alternatively, you can telephone them on 0117 926 2061 or text them on 07781 482627.

More advice on fire risk assessments can be found in the Health and Safety Executive’s Event Safety Guide. For smaller events, the Chief Fire Officers Association (http://www.cfoa.org.uk/11544) has some simple checklists for food concessions and/or market stalls.

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Safety Advisory Group What is the Safety Advisory Group?

The Safety Advisory Group (SAG) is made up of representatives from various bodies in the Council and its partner agencies. It gives free advice on health and safety issues to event organisers.

The SAG will normally only deal with major events. A major event is one which:

o Lasts more than 3 hours and the total number of attendees (including both participants and spectators) is 500 or more, or

o Includes one or more activities which are sufficiently risky as to require additional assistance above what is normally expected (e.g. water-based competitions).

However, the SAG may advise on other events as and when it considers it necessary. The Group also inspects Designated Sports Grounds (under the Safety at Sports Grounds Act 1975) and Regulated Stands (under the Fire Safety and Safety at Places of Sport Act 1987). How does the Safety Advisory Group work?

The SAG deals with events on a case-by-case basis, but the process usually works like this:

o The event organiser contacts the Council to tell us about the event.

o The SAG Coordinator arranges a meeting between the event organiser and the SAG. The meeting is normally held around two months before the event takes place.

o One week before the meeting, the event organiser sends the Coordinator a copy of his/her Event Management Plan. This is then circulated to members of the SAG for their consideration.

o At the meeting, the event organiser gives a summary of the event and highlights key parts of the Event Management Plan. Then the members of the SAG ask questions and give advice on their area of expertise.

o After the meeting, the Coordinator circulates the minutes.

o The event organiser completes any outstanding tasks and sends any additional paperwork to the Coordinator for circulation.

What is an Event Management Plan? An Event Management Plan is a document which sets out how the event will be run safely.


21

How can I prepare for my meeting with the Safety Advisory Group?

o Invite any of your consultants or contractors who might be able to help answer questions. This could be the site manager, health and safety advisor, head of security etc.

o Prepare an Event Management Plan. It’s your responsibility to write the plan, but individual members of the SAG can answer any questions you may have.

o Send the event management plan to the Safety Advisory Group at least one week before the meeting.

o Don’t be nervous! The SAG is there to support you to run a safe event. They will help identify any issues you may have overlooked, but they are not trying to catch you out.

Do I have to consult the Safety Advisory Group?

You are not legally required to consult the SAG. However, consultation with the SAG is strongly recommended and failure to do so may leave you open to criticism should something go wrong.

Although the SAG does not have its own enforcement powers, some individual members can stop an event if they have serious concerns about it. For example, in certain circumstances, the Fire Brigade can serve a notice prohibiting the use of the event site.

If an event is to be held in a public park or on the highway, the SAG can recommend that the Council revokes the land use agreement or permission for a road closure.

Who are the members of the Safety Advisory Group?

The core members of the SAG are:

• Bath & North East Somerset Council • Avon and Somerset Police

• Avon Fire and Rescue • Great Western Ambulance Service

According to the event, other Council teams may be recruited to the SAG for specialist advice. These may include:

• Corporate Health and Safety • Traffic and Safety

• Emergency Management Unit • Transportation and Highways

• Environmental Protection

• Parking Services

• Licensing

• Food Safety

• Building Control

• Neighbourhood Services

• Property and Legal Services

• Planning Services

• Health and Safety at Work How can I get in touch with the Safety Advisory Group?

You can contact the SAG on 01225 477946 or by emailing [email protected].

22

Event Management Plans Large and major events should be backed up by an Event Management Plan which covers all the safety and organisational aspects of the event. It should be produced in conjunction with your risk assessment – the risks you identify should inform your decisions about the way the event will be managed.

If the event is being considered by the Safety Advisory Group, they will want to see your Event Management Plan at least one week before you meet with them.

This A-Z Guide covers the type of information that should be included in your plan. It is not an exhaustive list and further information may be requested by the Safety Advisory Group depending on the nature of the event.

The bigger the event and/or the riskier the activities, the more detailed the plan should be.

About the event

o Provide a description of your event: what will be happening, who it is aimed at, the purpose of the event, what you hope to achieve

Accessibility

o Access arrangements for people with disabilities

o Additional facilities for deaf and disabled people

o How you will communicate with people with hearing or visual impairments

Amusements, attractions and displays

o Stages

o Workshops

o Processions

o Stalls

o Displays

o Anything else that is being brought along to your event for the audience to view or participate in

o Explain how you will ensure all amusements, attractions and displays will be safe

Children

o How you will deal with lost children – where the lost children’s point will be located and how you will make contact with the parents (e.g. PA announcements)

o Names, dates of birth and addresses of the employees/volunteers who will staff the lost children’s point and details of their CRB checks

23

Communications

o Location of the central event control point and details of who will staff it

o Details of radio system and the channels that will be used

o Arrangements for communicating with the public in the event of an emergency

o Contact details for the event organisers and any other key members of staff

Contractors

o Details of sub contractors. The event organiser remains responsible for the actions of their sub contractors and should ensure they are fully briefed on the Event Management Plan

Emergencies

o Contingency plans for emergencies such as bomb threats, injuries or fire

o Protocols for communicating with the public during an emergency

o Evacuation plans

Entry to the event

o How you will secure the site

o How you will monitor the number of attendees

o Whether there will be a queuing system

o Whether there will be any admissions policies, e.g. age restrictions or search policies. If yes, how these policies will be publicised

Hazardous substances

o Details of any hazardous substances that will be on site during the event (e.g. LPG, chemicals)

o Storage arrangements

Medical cover and first aid

o Location of the first aid point, details of who will be staffing it and what qualifications they hold

o If there will be an ambulance on site, details of who will be providing it and where it will be located

o Details of any other medical provision

o Details of your public liability insurance cover

24

Noise management plan

A noise management plan should be produced for any event where there is a risk of noise nuisance:

o Identify all potential sources of noise nuisance

o Detail steps that will be taken to minimise the risk of nuisance

o Detail how complaints received before, during and after the event will be addressed

Refuse and waste

o The number and type of receptacles that will be provided

o Arrangements for emptying the receptacles and litter-picking after the event has finished

Site layout

Include a full, detailed site map which shows:

o Emergency evacuation routes

o Event control point

o Lost children’s point

o First aid point

o All attractions (rides, caterers, stages etc)

o The location generators / power / water etc

o All key distances / measurements

o The location of fencing / trackway plan if required

o Details of ground protection if required

Stewarding and security

o How crowds will be managed when arriving, leaving and circulating around the site

o How an incident will be controlled

o How many stewards / security staff you will use, how they will be easily identifiable, and where they will be stationed

Temporary Structures

o Details of any temporary structures that will be at the event, e.g. marquees, stages, lighting columns

o Loading calculations

o Details of the contractors who will be assembling and disassembling the structures

o Confirmation that the structures will not be used until a certificate of compliance has been provided by the contractors

25

Toilets

o The location, number and type of toilets that will be provided

o Arrangements for installing/removing any portable facilities

Traffic management plan

A detailed, illustrated traffic management plan is an essential part of the Event Management Plan:

o Access and egress – Entrance and exit routes to/from the site, emergency exits (including details of signage and lighting), ground protection (if there is a likelihood of poor weather), any provisions to minimise congestion on surrounding roads

o Parking – Car parks, entrance and exit routes, signage, stewards, pedestrian walkways, lighting (if the event will take place in dusk or darkness), ground protection (if there is a likelihood of poor weather), any suspensions of existing parking bays

o Road closures – Road closure locations, diversionary routes, barriers, signage, stewards, access for emergency vehicles

o Public transport – How the event will impact on local services, details of consultation with local providers

Utilities

o Details of any generators that will be on site and who will be providing them

o The name of the competent person (e.g. NICEIC qualified electririan) who will be installing any electrics

o Arrangements for the provision of free drinking water

o If the event will take place in hours of dusk or darkness, how you will ensure there is adequate lighting

Vehicles on site

o The times when vehicles will be on site before, during and after the event

o For what purpose the vehicles will be on site

o The types of vehicles that will be used

o The routes that vehicles will take across the land and how they will be enforced (e.g. barriers, stewards)

o What steps will be taken to ensure damage is not done to land not usually used by vehicles

Working at height

o Whether any employees or contractors will be working at height, and what steps will be taken to ensure their safety

26

Waste Management

Making your event more sustainable – Reduce, reuse, recycle!

Recycling doesn’t stop with your green box at home. If you are organising an event, it is important to plan ahead to make it as ‘green’ as possible. This can lead to:

o Cost savings

o A reduced environmental impact (such as less waste being sent to landfill)

o A cleaner, more pleasant site and positive publicity

Road closure and collections

If you will be closing a road on its normal waste and recycling collection day, this may mean that we cannot collect in the usual way and you will need to contact us to discuss alternative arrangements for all the residents who will be affected. As the event organiser, you will need to let the affected residents know about the changes.

� To ask about waste/recycling collections, contact Council Connect on 01225

394041 or [email protected].

Using a contractor to take away waste and/or recycling

You can find suitable waste and recycling companies (other than the Council’s commercial waste and recycling service) in local directories or on the internet. Your chosen waste contractor or carrier must be registered with the Environment Agency.

If you are using a contractor, it is your duty to make sure that you:

o Check the person can take it – ask them to produce evidence that they are registered with the Environment Agency to carry waste. If they can't do this, do not give them your waste

o Ensure the waste goes to a proper site

o Give the person a transfer note – this must include a description of the waste and signed by both of you. Keep copies of your transfer notes for a minimum of two years

� To check if a contractor is authorised to carry waste, or to obtain a transfer note, contact the Environment Agency on 08708 506506 or visit www.environment-agency.gov.uk.

Recycling at your event

When planning your event it is important to consider:

1. Who is going to collect what materials, and how they will recycle as much of it as possible

27

o If you are inviting traders/concessions, ensure that they know about recycling and litter arrangements. If you are inviting food and drink vendors then your agreement with them might include them taking their own waste away for disposal.

2. What containers you are going to use for recycling and waste and where to place

them

o You will need to discuss this with your chosen waste and recycling company early on in the planning stage.

o Think about placing containers at sources of potential waste such as food and drinks stands and routes in and out of the event. Always place a litter bin next to the recycling bins so that people have to make a choice about in which bin to put their waste – this will help prevent contamination of the recycling.

o Check who is responsible for labelling the containers so it is easy for people to put their waste in the right place.

o The number of bins needed will relate to the of visitors expected and the type of event.

3. Publicising what you are doing

o Advertise the fact that you are recycling at your event – use the national ‘recycle now’ logo and material icons such as those for cans and plastic bottles, on publicity posters etc. These are now recognised by many people and are available from www.recyclenow.com.

o Use event registration/entrance points as an opportunity to let people know about recycling arrangements at the event.

o Contact the Waste Campaigns Team at the Council to see if we can bring our recycling road show to your event.

Reducing waste at your event

Even better than having to recycle waste is to reduce the amount of waste created in the first place. Here are some ideas:

1. Catering

o Only allow concessions that use recyclable, compostable or reusable cups, plates and utensils to trade at your event.

o Consider hiring equipment rather than buying.

o Encourage waste reduction by serving condiments such as sugar, milk, vinegar, ketchup in bulk rather than individual packages.

28

o Use recycled products whether possible e.g. toilet roll, pencils, recycled vending cups, serviettes, etc.

o Ensure there is a supply of tap drinking water to avoid selling bottled water.

2. Publicity

o Make use of electronic methods such as local websites and e-newsletters to promote your event, rather than use too much paper.

o Print necessary publicity materials on recycled paper and try not to over-order on print runs.

o Design and print leaflets on double sided paper.

o Signage - to make sure you can reuse them avoid putting date on if possible.

o Use whiteboards or chalk boards rather than flip charts.

o Use reusable name badges (if appropriate) and collect in at the end of the event.

3. Other

o Avoid plastic bags – make it a part of the contractual requirement that concessions use reusable bags (if they are necessary).

� For more information, contact Council Connect on 01225 394041 or

[email protected].

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Sources Of Further Information Health and Safety / Risk Assessments Event Safety Guide: A guide to health, safety and welfare at music and similar events (The Purple Book) Health and Safety Executive http://www.hse.gov.uk/pubns/books/hsg195.htm Fairgrounds and amusement parks: Guidance on safe practice Health and Safety Executive http://www.hse.gov.uk/pubns/books/hsg175.htm Fire Risk Assessments Avon Fire and Rescue http://www.avonfire.gov.uk/Avon/Commercial+fire+safety/Fire+Risk+Assessment.htm 0117 926 2061 Fire Safety Checklists for Catering Concessions / Market Stalls Association of Chief Fire Officers http://www.cfoa.org.uk/11544 Fire Safety Risk Assessments for Open Air Events and Venues Department for Communities and Local Government http://www.communities.gov.uk/publications/fire/firesafetyassessment Giving your own firework display: How to run and fire it safely Health and Safety Executive http://www.hse.gov.uk/pubns/books/hsg124.htm Good Practice Safety Guide for Small and Sporting Events Taking Place on the Highway Roads and Public Places Home Office http://www.homeoffice.gov.uk/publications/police/operational-policing/event-safety-guide Keeping Food Safe

Food Standards Agency

http://www.eatwell.gov.uk/keepingfoodsafe/

Managing crowds safely: A guide for organisers at events and venues Health and Safety Executive http://www.hse.gov.uk/pubns/books/hsg154.htm Working together on firework displays: A guide to safety for firework display organisers and operators Health and Safety Executive http://www.hse.gov.uk/pubns/books/hsg123.htm

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Waste and Recycling Register of Licensed Waste Carriers Environment Agency http://www2.environment-agency.gov.uk/epr/search.asp?id=EP8&&type=register 03708 506 506

Sustainable Events Guide DEFRA http://www.defra.gov.uk/sustainable/government/advice/documents/SustainableEventsGuide.pdf Waste Duty of Care responsibilities Environment Agency http://www.environment-agency.gov.uk/business/topics/waste/40047.aspx

08708 506506 Accessibility Attitude is Everything – Improving Deaf and Disabled People’s Access to Live Music http://www.attitudeiseverything.org.uk/ 020 7383 7979 Equalities Act 2010 – Guidance for Service Providers Equality and Human Rights Commission http://www.equalityhumanrights.com/advice-and-guidance/guidance-for-service-providers/ Miscellaneous

Guidelines for the use of Performing Animals RSPCA http://www.rspca.org.uk/allaboutanimals/wildlife/captivity/performinganimals 0300 123 0206 Outdoor Advertisements and Signs: A Guide for Advertisers Department for Communities and Local Government http://www.communities.gov.uk/publications/planningandbuilding/outdooradvertisements.

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