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Check site to make sure it is suitable for the proposed event. At this stage, consider likely dangers to the public during set up of the event. This could include the erection/placing of any staging, infrastructure or rides as well as vehicle movement. Will you need to close off the site (or part of it) during set up?
Will the site be suitable to give stability and safety to any staging or similar, including in any adverse weather conditions?
Are there any obvious hazards e.g. unfenced holes, drops, ponds, water or unsafe structures that it would be best to keep the public away from?
Will the event be during the hours of darkness and require the site to be lit, perhaps including emergency lighting?
Written certification should be obtained from any person that erects or constructs any item on the site confirming that it is safe. Any temporary structure, scaffolding or similar must meet the required standards for construction sites. If necessary these should be inspected by a Building Control Officer to ensure that it meets the required standards for safety. This includes staging.
If a marquee is erected, ensure that all stakes and pegs are highly visible and fenced off. Use a reputable company that is covered by Public and Employers liability and ensure that the marquee is certified fire retardant. You will need to install fire extinguishers and have clearly marked entry and exit signs.
Make sure that structures and installations do not obstruct any entry or exit points from the event site, including any emergency exit.
Consider how you will eliminate trip or other physical hazards (sharp edges/points) from the components of any staging, structures or event equipment.
The need for barriers/fencing on the site and around any attractions and equipment must be carefully assessed and re-assessed during the course of the event.
The type and design of fencing/barriers used must be fit for purpose i.e., selected according to the nature of your event, to contain and protect people including small children. Single rope barriers are seldom acceptable.
There should be an adequate number of toilets on site and how many you need will be based on how many people you expect to your event. A rule of thumb is one toilet per 200 people but additional provision should be made for people with disabilities.
Ideally it is best to use toilets connected to mains services, however event cubicles are also suitable for sites without ready access to electricity and water. Make sure that you have arranged for them to be regularly serviced throughout the event to make sure kept clean and hygienic throughout the event.
The toilets should all be suitably located and with necessary directional signs. If your event continues into the evening, there must be adequate lighting to and inside them.
If your event is making use of Council owned toilets, then you should ensure that the waste and recycling department are aware that your event is taking place.
The public and those putting on entertainment will create rubbish, often in considerable quantities some of which may well be hazardous. Organisers must therefore make the necessary arrangements to deal with this problem.
Your arrangements should include a litter management plan. Litter bins will need to be provided on site. Our waste and recycling department can help you with this but must have adequate notice so that they can plan appropriately.
It is the responsibility of the organisers to dispose of all event trade waste and you should contact a reputable contractor to deal with this. You should also make it a condition of attending your event that all commercial operators take away and dispose of their own waste.
The Kent Fire Service advise event organisers not to have skips left on site for rubbish collection as these often pose a fire threat,.
There are numerous hazards arising from any electrical supply and this is especially the case when running outside events.
A safe means of temporary supply for external use must ensure:-
All the wiring must be installed by a suitably competent electrician in a safe manner who should give you a written certificate to prove that this has been done.
That the supply is protected by suitable earth fault device – Residual Circuit Breaker (RCB) of maximum 30 m amp per trip.
The correct types of connectors for external conditions. Cables that are of the correct standard with no damage to the insulation.
Supply cables must be positioned safely, in order to ensure that they are NOT liable
to physical damage, e.g. through door openings, across surface of walkways/roads.
Cables to be positioned in such a way to ensure they do not cause trip or other hazard
The safety standard of the installation should be at least that of the current 16th
Edition of IEE Wiring Regulations.
Any generator should have a certificate with it to show that it is electrically safe. A safety fence must surround the working parts of the generator.
Any electrical equipment used at the event must be in a safe condition and be suitable for that type of use, e.g. in the open air where it may be subject to adverse weather conditions. Rubber matting should be used to protect cables from weather and to prevent tripping.
Advice should be sought from the Council, Police, Fire Brigade and Kent Ambulance Service about the likely impact that will be created by the public you expect to attend your event. Traffic signs, entry routes and car parking may need to be arranged
If you are providing car parks you should arrange to design and steward them to control risks such as reversing vehicles. Hazards occur where pedestrians and vehicles are mixed and these must be properly controlled.
Advice should be sought from the Police and the other emergency services as to their requirements but as a general rule 4 x metres should be left as clearance for emergency vehicle access.
Next: Specific Attractions and Activities
Back: Planning the Event
Sarah Phippin
Community Development Officer
E-mail:
events@thanet.gov.uk
Tel: 01843 577092