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Select your venue depending on the size of the event you are planning i.e., the content as well as the size of the crowd you hope to attract. Consider, accessibility, the availability of parking and the times it will be open to the public, particularly if the site is in a residential area. Reserve the venue with the Council’s Event’s Team checking that there are no other events happening on or around the same time that might compete with yours.
Once you have made sure your venue is available make a plan of the site to scale if possible.
Look at the facilities on site, i.e., toilet provision, electricity, water, fencing required and decide what infrastructure you need to cater for the size of the audience you hope to attract. As part of your application for landhire it may be necessary for the council to change the opening and closing times of toilet facilities or provide you with waste management systems. You need to consider these issues early in the process to give us sufficient notice.
Create an application form for exhibitors/attractions wanting to attend your event and ask them to submit all the documentation you will require with their application.
Third parties coming into your event, e.g., concessionaires, trade stands, fairground rides all come with standard documentation and they will consider it normal practice to be asked for copies of these in advance of your event. They should also be willing to supply risk assessments and copies of public liability insurance to the value of £5 million. (See advice under Specific Attractions). These documents will form part of your overall risk assessment.
If anyone wants to attend your event without the proper paperwork be prepared to say no. Remember the responsibility for safety ultimately rests with you and if litigation occurs as a result of an accident at your event you will be liable.
Consider the audience you will attract. Each age group brings its own demands and risks. Also bear in mind that you must protect the safety of any person helping or working at the event.
Make sure that you advise and consult with all of the agencies or emergency services well in advance of your event. As well as providing you with event support their advice can be invaluable and it is best sought as early as possible in the planning stage. It is helpful if, at this stage, you can provide as much information on your plans and proposals as possible. Some of the services you should speak to are:-
See our list of useful numbers for contact details.
Thanet District Council’s events team holds monthly meetings with event organisers and emergency service representatives. This can prove a useful vehicle for ‘fast tracking’ the consultation process. If you would like to attend an Event Safety Liaison Meeting please telephone us on 01843 577092.
Make sure you leave yourself sufficient time in which to plan and organise your event bearing in mind that you need time to publicise once all the arrangements are in place. You may also need to obtain licences or road closures which can take up to three months depending on the complexity of the application.
Depending on the size of the event you are planning you will need help. It is a good idea to appoint an Event Manager and Safety Officer at a very early stage. It is very difficult to manage the organisation or the event as well as the health and safety elements and these roles need to be split. This is particularly true during the course of the event.
Appoint a suitable competent person to act as the Safety Officer for the event. Before the event they will be responsible for compiling the risk assessment and all necessary documentation. During the event, they should be located in an easily identifiable area and available at all times.
An important duty of the Safety Officer is to ensure that there is continuous monitoring of site safety throughout the duration of the event. This should include numbers of people, any structure, barriers, electrical supplies and installations of other equipment provided. In addition this officer should take control of the welfare and management of the marshals/stewards throughout the event.
Plans should be put in place (as part of the risk assessment process) detailing how you would deal with an emergency such as personal accidents, crowd disturbance, bomb scares or adverse weather conditions. (i.e., gales/thunder and lightning).
Next: Infrastructure and Site Facilities
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Sarah Phippin
Community Development Officer
E-mail:
events@thanet.gov.uk
Tel: 01843 577092