Responsibilities for organising events

a) Your responsibility

Your aim is to produce a successful event which can be safely enjoyed by visiting public. To achieve this you must identify all potential hazards and dangers and then decide, on your own or with help, the safety precautions that need to be taken and how you will put them in place.

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, even those in aid of charity, should comply with recognised safety standards. Even if the purpose of the event is in aid of a good cause it will not protect people from having accidents or you from liability.

The most relevant safety law is likely to be the Health & Safety at Work Act etc 1974 and Occupiers Liability Act 1957/1984 and its accompanying Regulations and Standards of safety.

As the event organiser you are responsible for contacting the performing rights society (PRS) if you are playing live or recorded music at your event.

Main Contacts for PRS for Music: 

Postal address:

Copyright House, 29-33 Berners St, London W1T 3AB

Switchboard:

020 7580 5544  Fax: 020 7306 4455

b) The council's role

If you are planning to use the council’s land for an event which you are organising you will need to make a land hire application through the Events Team at Thanet District Council.

You can contact us by telephone on 01843 577735 or by e-mailing events@thanet.gov.uk 

Alternatively download copies of the land hire application form.

You need to make your application well in advance of your event not only to ensure the area of land you have chosen is available but to give yourself sufficient time to collect the documentation that will be required as part of the process.

Once the Events Team has received your application we will begin the consultation process with the Emergency Services, other Council Departments and any additional agencies that need to be involved.  This will give them the chance to comment on your event and to make any recommendations they feel necessary. We will collate these comments and advise the applicant of any changes required.

As part of your application we will require an application fee (a figure will be quoted), payable in advance, full supporting documentation which will definitely include £5 million public liability insurance to cover your event and a full risk assessment.  Additionally, we will require all contributors to your event to carry their own £5 million public liability insurance and to have completed a risk assessment.  Further documents that may be required are highlighted within this guide. 

Once we have received all documentation and made sure that the event organiser has responded to the comments and advice of the Thanet Events Safety Advisory Group we will issue our permissions letter.

As a Council we 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 and until our colleagues in the Emergency Services and other agencies are satisfied with the way your event is being conducted.

Fairtrade 

Thanet is now officially a Fairtrade island and Thanet District Council is proud to support the Thanet Fairtrade Initiative. If you would like them to attend your event with an information stand, you can contact the Chair, Tammy Stewart - Jones on 07777 616697 or info@thanetfairtrade.org.uk to arrange.