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        Responsibilities for Organising Events

        The Event Organisers Role

        As the event organiser you will be held ultimately responsible in law for the safety of people at your event. It is essential that all events, should comply with recognised safety standards.

        It is the duty of the organiser to check the site prior to setting up for any event.  Should you spot any hazardous area please notify either the Parks Department or the Events Team as soon as possible so it can be rectified prior to the event.

         

        Provide Complete and accurate event documentation within the required time frames and respond promptly to and queries raised by the SAG
        Familiarise yourself with relevant health and safety guidance on events and have access to a competent safety adviser where necessary
        Information given on behalf of the organisation is accurate and the organiser has legal authority to enter agreements on behalf of that organisation or have delegated legal authority
        Inform the community of the event, encourage participation & engagement. Consult with residents regarding the event; show consideration where it may impact them
        Try not to duplicate concessionaires. Consider the type of concessionary stalls in conjunction with the event to provide enough capacity but not providing competition.
        Public Liability Insurance minimum £5 million covering the event (participants also need insurance). Public liability that complies with KCC Highways is required, where a road closure is concerned
        All required permissions are acquired where appropriate from Performing Rights Society (PRS) and Phonographic Performance Limited (PPL)
        Consider risks associated with the supply/use of illegal drugs or banned substances at events. Give due regard to discharging their responsibility to provide a safe environment for the public and liaise with the correct agencies
        Check safety certification, risk assessments, method statements, mechanical and animal rides, inflatables and firework displays for participants attending the absence would invalidated insurance

         

        Please ensure that the entire area hired, including surrounding areas has not been littered with rubbish from the event. TDC offer waste services for events please ask the events team.  For more information on waste at events: Zero Waste Guide

        For further help and guidance on planning your event: A-Z of Events 

         

        The Council’s Role

        All applications to hire public event sites need to be made through the Events Team

        Your application will be reviewed by the events team and Safety Advisory Group (SAG) which comprises of representative of local agencies such as; Kent Police, Kent Fire and Rescue, NHS, and RNLI.

        For large events further documents will be required.

        TDC have a duty to ensure that events operating on our land are appropriate and safe.  Therefore, we are unable to grant permission for the use of the council’s land until all the required documents are in our possession, the SAG approve efficient documentation has been provided and all fees and land hire charges have been paid.

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