Organising an event?

Introduction

Events add colour, variety and character to our district. As an event organiser you make use of, and promote, the unique features of our area and highlight their individuality. For all of these positive reasons, Shepway District Council fully supports well organised events, and is happy to facilitate such events on its land.

Organising an event is hard work and you take on huge responsibilities under the Health and Safety at Work Act 1974, and Occupiers Liability Act 1957/1984 Regulations and Standards of Safety, but we are here to help you make sure that your event is as safe as it can be, and is successful and memorable for all the right reasons.  

There have been recent changes to Health & Safety legislation which you would be wise to be aware of. Under the Health & Safety (Offences) Act 2008, increased penalties can be imposed by courts for health & safety offences. 
To read more click on the link. 
Source: Office of Public Sector Information (OPSI)
Reproduced in the terms of the Click-Use Licence.

Changes in the Corparate Manslaughter and Corporate Homicide Act 2007, enables companies and organisations to be prosecuted for corporate manslaughter in the event of serious health & safety management failures resulting in fatality.
To read more click on the link. 
Source: Office of Public Sector Information (OPSI)
Reproduced in the terms of the Click-Use Licence.

Event Organiser's Toolkit

• Start by downloading and reading the useful information here on our website which will give you a good starting point about your   responsibilities in terms of things like health and safety, insurances and permissions. It will also tell you what information we will need from you if you wish to organise your event on council land or if you need roads to be closed.
  
• Allow yourself plenty of time to plan your event, as we will need all your documentation three months in advance of the event date.
  
• If your event is on private land, please complete and return the Event Information form.

If you have any questions contact Bev Saunders on 01303 853264 or email beverley.saunders@shepway.gov.uk

Organising An Event booklet

SDC Event Organisers Toolkit

Event Application Form and Event Information Form

Shepway District Council, the Emergency Services and KCC Highways need to know about events taking place in the district. Some may require licences or raise public safety issues. These forms have been designed to highlight potential areas of concern, help ensure your event runs smoothly, and inform the emergency services of the location of events in the case of a major emergency. If your event is to take place on council owned/managed land, or you require a road closure, complete and return the Event Application Form. If your event is to take place on privately owned land, complete and return the Event Information Form.

It is advisable to contact us as early as possible. We will require three months to process your application, particularly if a legal road closure is needed. Your event needs to be finalised 28 days before it is due to be held. Changes after this time are not recommended, as this may well jeopardise the booking and will make more work for you.

To find out about licensing regulations click on the link.

Application Form

Event Information Form

Why you need to give so much notice for applications

We receive increasing numbers of applications each year and the assessment process needs to be very thorough when events are taking place in public open spaces. All events are discussed and approved by Shepway's Event Coordination Group during monthly meetings. Each event is quite different and often other departments or outside agencies such as the Emergency Services need to be consulted. The way the group works means that you apply to us and we undertake much of the liaison work on your behalf. By allowing plenty of time we can work with you to fine tune your event so that it is acceptable to all concerned. It can take many hours of work by the team on each event before approval can be given.

If your event requires a road closure, Kent Highways Services require a minimum of three months notice, in advance of your event date. This information is recorded electronically and will be accessed by a number of organisations to plan any necessary works. You can also access "Elgin" to help plan your event by avoiding booked maintenance work. Kent Highway Services can also advise on the most efficient and cost effective traffic management plan.
Information required: 
1. List of roads to be closed.  
2. Plan detailing the position of road closure notices. 
3. Contact details - The organiser will be the point of contact for all enquiries and utilities.

To enter the"elgin" click on the link

HSE Transport Management Guidelines

Good Practice Safety Guide

The Home Office has produced a good practice safety guide for small and sporting events taking place on the highway, roads and public places.

To access the guide click on the link.

Source: Office of Public Sector Information (OPSI)
Reproduced in the terms of the Click-Use Licence.

Risk Assessment

When we look at applications for events in our public open spaces, we must consider the wider picture. The public has a right to access these sites at all times, therefore events must be safe and not inconvenience local residents or people using the area.

We all make risk assessments every day - like when we cross the road, but when our actions involve others we need to take a more considered approach. Whether your event is on council or private land, risk assessments help you to look at your event in a different way, and provide evidence that your event has been organised responsibly. We recommend that risk assessments take place on site; and they are a good tool for highlighting potential problems, which may otherwise have remained undetected.

Even small events benefit from you taking steps to make sure that they are as safe as possible. In the long term it increases your confidence about your event, and that of official agencies, and of course the visiting public.

Event Risk Assessment Form

 Event Risk Assessment Continuation Sheet

The Regulatory Reform (Fire Safety) Order 2005, made it a Legal requirement for organisers of outdoor events to produce a fire Risk Assessment of their event

Fire Risk Assessment Form

Risk Assessing Your Medical/First Aid Provision

Your risk assessment is helpful in determining what Medical/First Aid provision you should put in place. This will very much depend on the nature of your event, it's location and the anticipated number of visitors. To help you decide what is needed, refer to tables 1,2,3 & 4 of Appendix 1 of "Medical Provision Guidance".

Medical-Provision-Guidance

Below you will find a number of organisations that may be able to provide first aid cover for your event. The Council does not recommend or promote any organisations referred to on these sites, and cannot provide any assurances or warrantees as to the completeness of these lists, or credibility of any named organisation.
We suggest that you discuss your event with a number of service providers and select the organisation that best meets your event requirements, as determined by your risk assessment.

Council Land available for Hire

There are a number of sites within the District available for hire. The following are just an example:

Folkestone

• Weymouth Road Recreation Ground (Cheriton Rec')
• Canterbury Road Recreation Ground
• Radnor Park
• Church Road Stadium
• Brabner Park
• Coastal Park
• Lower Leas Coastal Park & Amphitheatre

Etchinghill

• Etchinghill Amenity Land

Hawkinge

• The Green, Heron Forstal Avenue

Fees for the Hire of Council Land 2010/11

Commencing 1 April 2010

Useful Contacts within Shepway District Council

Useful Contacts - Outside Agencies

Mobile Gull Appreciation Unit by Mark Dion

Commissioned by the Creative Foundation for the first Folkestone Triennial

Photographer: Thierry Bal

It is important to the council that events continue to enhance the district, entertain residents and encourage new visitors to the area. Well organised events stand head and shoulders above the rest, and have a positive impact on the area.

We wish you every success in your forthcoming event.