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Events - Toolkit

Our Customer Service team will be unable to help with any specific enquires about this page - Reference Only.

If you are running an event in Swale please go to the Visit Swale website to find out how we can help promote it online.

Introduction to Events

Organisers of events have a legal responsibility to ensure the Health, Safety and Welfare of all employees, stewards, contractors, volunteers, performers, stall holders and the public.

This guide is designed to advise event organisers on safety matters, in an attempt to ensure that public safety is maintained at all events held in the Borough of Swale - however large or small they may be. This includes any events that may be held on the public highway, on council owned or private owned land. If an event is operated privately (i.e. not by a local authority) any work activity may be subject to inspection by Swale Borough Council Environmental Services' Commercial Team and Licensing Department. So, if this applies to your event, please contact them when planning your event for advice.

Organisers should be aware that any event on the public highway involves a significant amount of risk to individuals. If you have any doubt about the safety of your event, seek advice. Event organisers must minimise risks to all participants and members of the public. Organisers should consider pedestrians and traffic and should make every effort to minimise possible inconvenience. This guide will inform you of legal requirements as well as offering advice and guidance.

The Police do not normally support an event that takes place on the highway due to the inherent dangers to public safety. However, they may make contingency plans to deal with any potential public safety issues as a result of your event taking place, and also take any actions deemed necessary on the day of the event to resolve any public order issues that may occur. Event organisers must be aware that there may be a charge for any emergency services or local authority resources that are required.

The guide below contains a summary of What you need to consider, What you need to do and when you need to do it, as well as Contact Details and a list of Useful Publications. The individuals listed will be able to give you appropriate advice and assist with any questions you might have.

What do you need to consider? 

Planning and Notification

a) Planning

b) Notification

Where members of the public will be participating in a staged and organised event, responsibility for public safety rests with the organisers and/or the owner of the property or land where the event will take place. In general at least three months notice is required for small to medium sized events and up to six months for larger and more major events.

For events that require a road closure order, three months notice is required.

Who owns the land?

Examples of land owned or controlled by Swale Borough Council are promenade and foreshore areas, beaches, recreation grounds, car parks, parks and open spaces. Kent County Council is responsible for roads in the Borough, including most pedestrian areas. If there is any doubt contact Swale Borough Council.

Alcohol

Applications for events have to be made to the Licensing Department of Swale Borough Council. Depending on the size of the event, an application can take up to 6 weeks to determine; this includes the statutory 28 day consultation period and additional time for a licensing sub-committee, should representation be made. For further information contact the Licensing Department on 01795 417364.

Charitable Collections

Application must be made to the Licensing Department of Swale Borough Council, at least one month in advance. The Borough Council are restricted to the number of collections on any particular date. It is advised that you contact the Licensing Department as soon as you have agreed your 'Collection Dates' to provisionally book/reserve those dates.

Damage to Land and Buildings

Any possible damage to the land and adjoining buildings must be considered. If the event is staged on Council owned property the organisers must restore any damage to the satisfaction of the Council. Specific damage may be repaired through Council contractors and the event organiser will need to repay the total cost. Event organisers will be advised if a deposit is required at the time of the booking.

Disabled Access

The needs of disabled spectators and participants must be considered when planning your event. This includes access to and exit from the event, toilet facilities and rest areas. Swale Borough Council has a Policy and Performance Officer who will be able to advise you on any queries you may have. Contact the Customer Service Centre for more information.

Electricity Supplies

Electrical connections must only be undertaken by a competent person i.e. one who has the technical knowledge and experience to carry out the work safely. Injury to the public through incorrect installation may result in legal action, fine and even imprisonment. It is also likely to render you in breach of your Public Liability Insurance contract.

Emergency Services

Swale Borough Council will via the Safety Advisory Group and liaise with the Emergency Services if required.

Environmental Issues

As an event organiser you must, at all times, be aware of environmental concerns. Initially, this will include ensuring that the venue is suitable for your event. The needs of local residents must be respected, so ample provision for traffic control, litter and noise reduction must be considered. Do you need extra sanitary arrangements, catering, lighting, temporary structures such as tents and PA systems?

Filming

If you would like to film any part of the Swale Borough, for permission, you will need to contact the Kent Film Office.

First Aid

There must be an agreed and sufficient level of first aid, paramedical and medical facilities as appropriate and this must be provided at your expense. You must consult with the Ambulance Services and The St. John Ambulance Kent or The Red Cross voluntary groups. As a courtesy gesture organisers should inform the local cottage hospitals of any events being organised that may have implications for them.

Fireworks

On the grounds of public safety, bonfire and firework displays should be restricted to professional operators and recognised firework societies.

Food and Beverages Hygiene

Ensure that all food preparation is undertaken in hygienic conditions and in compliance with the appropriate legislation. This includes any outside caterers you may hire.

Funfairs and Circuses

When an event involves either a funfair or a circus, the event organiser must notify the Council's Leisure Services Department at least two months before the scheduled event as specific documentation must be signed and returned. Please contact or email Graeme Tuff, Green Spaces Manager, (01795) 417127, for further guidance.

The additional documentation for a funfair includes:

The Council does not allow circuses using animals on Council owned land. Circuses are required to be a member of the Association of Circus Proprietors in Great Britain.

Health and Safety

Guidance on running events safely from a health and safety at work angle on the Health and Safety Executive website. 

 

The Risk Assessment documentation you complete must incorporate all safety aspects required for the event e.g. crowd control, evacuation procedures, car parking, toilets, safety barriers, Any structure which is temporary and load bearing must be erected in strict compliance with Health and Safety regulations. The Event Support Team at Swale Borough Council will be able to supply a risk assessment form or you can down load the risk assessment form from our web page Risk Assessment - Events.

Inflatable Units

Understandably these prove very popular at fundraising events. However, if not properly controlled and tethered down they can cause extreme danger. Inflatable units must be operated in accordance with the Health and Safety Executive Guidance Note PM76 "Safe Operation of Passenger Carrying Amusement Devices - Inflatable Bouncing Devices (ISBN 0118856049 and available from HSE bookshops.

Insurance

Event organisers will need to take out public liability insurance to cover their event. Obtain details of others insurance (i.e. individuals providing entertainment).

Licences

Licenses are required for any event involving the sale of alcohol or that include regulated entertainment as part of the programme. Small events that involve less than 500 persons (including staff and organisers present) will require a 'Temporary Event Notice' and must be submitted at least 10 working days before the event is due to take place; please note that the day of receipt and day of the event is not counted. Event of 500 persons or more, will be subject to a full 'Premises Licence' under the Licensing Act 2003. We advise that the application is submitted 6 weeks prior the event taking place, to allow for representation or objections. Please refer to 'Licensing Requirements' for further information or contact the Licensing Department on 01795 417364.

Litter

The organiser must keep the event area litter free and arrange to have the site cleared at their cost. If you require any advice regarding disposal of your litter please contact Swale Borough Council's Cleansing Services.

Noise

The control of noise including music from public address systems is covered by Environmental Protection legislation and it is in respect of noise that most complaints about an event are made. The Council recommends that you advise local residents of your intentions as a gesture of goodwill.

Any event using amplification for music or speech must end at 2300 hrs. Seek further advice from the Council's Environmental Health Officer.

Promoting your event

Swale Borough Council is keen to promote properly organised events across the Borough by uploading information to the Council's tourism website 'Visit Swale'. Event details should be sent by email to tourism@swale.gov.uk for uploading consideration, or by post to Economy & Community Services Department, Swale House, East Street, Sittingbourne, Kent. ME10 3HT.

Note: Fly posting is illegal. All illegal promotional advertising will be removed and the Council will prosecute the event organisers. Event organisers should seek permissions of landowners before erecting any banner or promotional notice.

Public Conveniences

The provision of temporary public conveniences must be considered and the organiser is expected to pay for them and arrange for them to be cleaned during and after the event.

The 'Purple' Book

You will also find The "Purple Book" or as it is officially known "The Event Safety Guide" very useful. It is published by the Health and Safety Executive and is considered the bible of event management. The book reference is: HSE (1999) The Event Safety Guide: A Guide to Health, Safety and Welfare at Music and Similar Events. Norwich, HSE Books.
ISBN: 0717624536m RRP: £20

It is available from all good bookshops/HSE stockists and from Amazon.co.uk at: Amazon UK - The Event Safety Guide

Risk Assessments

A risk assessment is a written record of areas that may damage property or cause harm to the public; and which identifies actions that as far as is reasonably practicable will reduce or remove these risks. Remember it is better to manage a risk rather than ignore it. Risk assessments are required under the Management Of Health and Safety at Work Regulations and are restricted to work activities and those affected by them i.e. employees, visitors etc. If you have employees involved in the event then a risk assessment must be done. Risk assessments should be done for larger events, if you are using a professional company for the fireworks display they must produce evidence of their risk assessments, health and safety arrangements and their insurance. If your event is large seek professional assistance to ensure that you have all the necessary health and safety measures in place. The Commercial Team, Environmental Services are able to assist with advice on risk assessments.

Swale Borough Council will be able to supply a risk assessment form or you can down load the risk assessment form from our web page Risk Assessment - Events.

Road Closures

Closing a public highway is a complex legal matter. If you are considering closing a road, you are required to make an application in writing to the local Council whom will assess the implications closely. Only the closures of minor roads or streets are generally considered. There is no charge made for obtaining the relevant order. Neither the Council nor the Police are able to provide 'rolling' road closures for parades, marches and processions. Any temporary road signing on the public highway is subject to control of the Traffic Signs Manual and the New Roads and Street Works Act 1991. The Kent Highway Authority will need to approve your signs.

Selling of Goods

The Council prohibits the sale of illegal goods, animals, birds and fish, replica or real guns, knives and other weapons on its land. Events held on recreation grounds do not need a licence to sell goods (except an alcohol licence).

A Street Trading Consent will be needed if you propose selling articles in the street. The Council's policy on street trading is strict and an application does not guarantee that consent will be granted. The Council's Licensing Officer can advise event organisers, further information can be found on the Council's Licensing webpage.

Stewards

Provide as many easily identifiable stewards as you can to cater for the size and nature of your event. Clearly brief them as to their roles and responsibilities and provide any training they may need. Please note that it is not the duty of the Police to provide stewards and their training. Fluorescent jackets or waistcoats are a suitable means of identification. Communication between stewards is vital and radios are very effective. Remember also that you will need to communicate with the public at all times and especially in the event of an emergency i.e. an evacuation.

Tombola and Raffles

If you intend to hold a raffle or tombola, certain licensing conditions may apply. The simplest form of raffle/tombola is where a cloakroom ticket is used and permission id not required for these activities. However, if you are selling printed tickets to the public, in advance of your event or where the prizes are not on display then a licence to hold a lottery is required. Please contact the Council's Licensing Officer for an application form. As an event organiser, you are responsible for ensuring that any stall holders comply with this.

Finally...

The information supplied here is intended to reiterate the importance of arranging a safe event. The considerations listed are not exhaustive, and should be supplemented by other reading as listed below. Careful and prolonged planning will help to ensure that your event is both safe and enjoyable for everyone.

If your event is to be held on Council owned land or on a highway you will need to sign a form:

[What you need to consider - Top]

What you need to do, and when you need to do it. 

The following table provides a countdown of actions you will need to take prior to your event date if you have any questions please contact the Licensing Team.

Details Submitted

DAYS PRIOR TO EVENT = 42

The APPLICANT shall make arrangements for the collection and disposal of refuse from all parts of the site and submit details thereof to the Licensing Authority for their approval.

Yes / No

DAYS PRIOR TO EVENT = 28

The APPLICANT shall prepare an Emergency Contingency Plan in consultation with authorised representatives of Kent Police, Kent Fire Services and the Kent Ambulance Services, and submit it to the Licensing Authority for their approval.

Yes / No

The APPLICANT shall submit a schedule detailing numbers, duties and work locations of all traffic marshals to the Licensing Authority for approval.

Yes / No

The APPLICANT shall ensure that adequate arrangements as set out in the schedule approved by Swale Borough Council are provided.

Yes / No

The APPLICANTS arrangements for on site radio communications (Whom shall be issued with, and numbers of availability) shall be notified to the Licensing Authority.

Yes / No

The APPLICANT shall have in place, contingency arrangements in the event of the radio communication failing. Details shall be notified to the Licensing Authority.

Yes / No

Barrier arrangements shall be provided, particularly at the front of the stages where the musical entertainment takes place, to prevent access by the public to the pit area, stage or back stage, and shall be constructed so as to minimise the risk of harm to the public as necessary. Details of such arrangements shall be submitted to the Licensing Authority, in writing for their approval.

Yes / No

Barrier arrangements shall be provided to lighting towers, front of House Towers and similar structures within the Arena, which shall be constructed so as to minimise the risk of harm to the public. Details of such arrangements shall be submitted to the Licensing Authority, in writing.

Yes / No

There shall be a gap of at least 6 metres between any structures, tents or marquees provided by the Licensee, his employees or agents; details of any alternative fire resistance measures shall be submitted, in writing, to the Licensing Authority for their approval.

Yes / No

The Premises Licence Holder shall ensure that in all marquees and structures provided by them, their employees or agents, and to which the public have access that all exits and fire exit doors, openings, and gates are identified by the appropriate signs in white lettering on a green background.

The signs must be positioned immediately above the relevant door, opening or gate unless the headroom or area location prohibits such a fixing in which case the notice should be fixed as high as possible to the door or gate. All exit notices and directional notices indicating routes of escape shall be illuminated by both the Primary and Secondary lighting systems.

Details of the dimensions, style and location of the signs shall be submitted to the Licensing Authority, in writing, for their approval.

Yes / No

The Premises Licence Holder shall submit to the Licensing Authority, in writing, details of the method of supply and storage of LPG for traders, caterers etc.

Yes / No

The Premises Licence Holder shall appoint a Fire Safety Officer and provide an on-site fire appliance and crew. The details and identity of same shall be submitted to the Licensing Authority for their approval.

Yes / No

The Premises Licence Holder shall provide fire fighting equipment at locations throughout the licensed area, according to a schedule submitted to the Licensing Authority for their approval. The equipment must be properly maintained, identified and signposted and kept ready for immediate use.

Yes / No

The Premises Licence Holder shall provide, in writing, details of a means of raising the alarm in the event of fire on site, for approval by the Licensing Authority.

Yes / No

The Premises Licence Holder shall provide personnel staffing fire towers with means of raising the alarm in the event of fire. Details of the said means must be submitted to the Licensing Authority for their approval.

Yes / No

The Premises Licence Holder shall provide an adequate number of Fire Points in those parts of the licensed area set aside for camping and car parking and the details of their location shall be submitted to the Licensing Authority.

Yes / No

All necessary information shall be provided in writing, to the Fire Authority.

Yes / No

The Premises Licence Holder must submit the plans for all structures that the public have access in advance of the event.

Yes / No

The Premises Licence Holder shall ensure that the level of the Medical and First Aid Provision shall be no less than that defined within Chapter 20 of the Event Safety Guide (Guide to Health, Safety and Welfare at Pop Concerts and Similar Events) (Event Safety Guide HSG 195 2ndEdition 1999). The final arrangements for the provision of medical and first aid facilities must be submitted to the Licensing Authority, in writing.

Yes / No

Arrangements must be made for the collection and disposal of medical waste and approved by the Licensing Authority, in writing. An adequate number of Sharps boxes and yellow clinical waste sacks must be available within the first aid posts at all times.

Yes / No

The Premises Licence Holder shall, in consultation with the Ambulance NHS Trust and the medical services co-ordinator, provide a procedure for communications in addition to the 999 system, and submit the same to the Licensing Authority, in writing, for their approval.

Yes / No

The Premises Licence Holder shall supply, in writing, the names, addresses and telephone numbers of all traders and businesses that will be present at the event. The Premises Licence Holder shall obtain from these traders and businesses written statements of their arrangements for ensuring the health and safety at work of their employees and the health and safety of all other persons who may be affected by their undertaking. The health and safety policy statement shall be accompanied by an assessment of the risks to the health and safety of his/her employees and members of the public.

Yes / No

The Premises Licence Holder shall provide drinking water points with a constant supply of potable water to each main Arena catering area and to the camp site catering area to levels relating to the number of catering units situated in that area, details of which to be submitted to the Licensing Authority for their approval.

Yes / No

Potable drinking water points and drainage facilities must be provided and maintained in accordance with a schedule approved by Swale Borough Council. The Premises Licence Holder must submit an appropriate schedule to Swale Borough Council for approval. Water browsers may be provided as an alternative with the consent of the Licensing Authority. The Premises Licence Holder shall provide one drinking water point for every 500 tents in the campsite area.

Yes / No

A plan detailing number, location, cleaning, inspection frequencies of toilets and sewage disposal methods for all sanitary facilities should be provided in writing for approval by the Licensing Authority.

Yes / No

The Premises Licence Holder shall supply details of the Catering Operation including full names and addresses of all caterers expected on the Site to the Licensing Authority.

Yes / No

Details of the locations of the drinking points shall be submitted to the Licensing Authority for their approval.

Yes / No

Details of all artists and performers booked to attend the festival to perform, together with a short synopsis of their act, including any potentially dangerous, offensive or disorder inciting behaviour must be supplied to the Licensing Authority.

Yes / No

DAYS PRIOR TO EVENT = 21

The following documents, where applicable, must be submitted to the Licensing Authority for their approval;

Yes / No

Stage drawings, test figures; loadings and wind tests

Yes / No

Mixer tower, test figures; loadings and wind tests

Yes / No

Delay tower, test figures; loadings and wind tests

Yes / No

Platforms for people with difficulties, test figures; loadings and wind tests

Yes / No

Video screen, test figures; loadings and wind tests

Yes / No

Fire retardant test certificates (marquees)

Yes / No

Site security arrangements including test figures for perimeter fencing

Yes / No

Access and egress details for pedestrians and vehicles

Yes / No

Details of fire towers.

Yes / No

DAYS PRIOR TO EVENT = 14

The Premises Licence Holder must also submit plans for the VIP structures.

Yes / No

The Premises Licence Holder shall take out Public Liability and Third Party insurance. The effective period of the insurance shall be from 3 days prior to the commencement of the event until and including 2 days after the conclusion of the event. The Premises Licence Holder shall provide the Licensing Authority with certified copies of the Policy and Certificates of Insurance, or other acceptable proof of cover.

Yes / No

DAYS PRIOR TO EVENT = 7

The Premises Licence Holder shall prepare an Event Management Plan for each year's event, setting out how the event will be managed and the precautions which have been taken to cater for all reasonably foreseeable contingencies, and which will demonstrate the procedures, roles and specific responsibilities of his management team, security and associated personnel. The finalised version of such a plan must be submitted to and approved by the Licensing Authority.

Yes / No

The Premises Licence Holder shall provide written confirmation that all stewards and security personnel have received the appropriate level of training for the duties they have been assigned.

Yes / No

The Premises Licence Holder shall provide a copy of the detailed plan of the site, which shall identify means of escape. A final version of this site plan shall be provided to the Licensing Authority.

Yes / No

The Premises Licence Holder shall appoint an appropriately qualified and experienced person to act as the overall co-ordinator of the medical services. He/she, or their similarly qualified deputy, must be available at all times and the identity of the medical co-ordinator notified to the Police Commander, the Ambulance NHS Trust and the Licensing Authority.

Yes / No

Except where approved by the Licensing Authority, all drinking water shall be taken from the mains water supply. The Premises Licence Holder shall provide the Licensing Authority with the results of tests carried out on the mains water supply on the licensed area.

Yes / No

Full details of any such special effects shall be submitted to the Licensing Authority, in writing, for their approval.

Yes / No

The Premises Licence Holder shall provide full details of any laser display/laser type game to be submitted to the Licensing Authority, in writing, for their approval.

Yes / No

DAYS PRIOR TO EVENT = 3

The Premises Licence Holder shall provide on site facilities for Licensing Authority staff involved in monitoring the event. Such facilities shall include a portacabin and the exclusive use of one telephone and external line, and be in place not later than 3 days prior to commencement of the event. In addition two radio communicators, linking in to the Production Office and giving access to the Event Management Team, shall also be provided.

Yes / No

FIRST DAY OF EVENT

A Certificate, which must be completed by an appropriately qualified and experienced person or persons, declaring that all electrical installations at the site are installed, tested and maintained in accordance with the latest edition of the Institution of Electrical Engineers' "Regulations for Electrical Installations" (the IEE Wiring Regulations) which now also form British Standard 7671 "The Requirements for Wiring Installations", must be submitted to the Licensing Authority for their approval not later than 12 midday.

Yes / No

The Premises Licence Holder shall commission an independent Structural Engineer approved by the Licensing Authority to examine all temporary structures on the site and all drawings thereof submitted to them by the Licensee, for which the examination is to have been concluded and a written report detailing their safety and suitability to be submitted to the Licensing Authority not later than 12 midday.

Yes / No

Keep a watchful eye throughout your event and put right anything that goes wrong if you can. Gather as much information from any witnesses or stewards affected by any incident and keep a note of all you do to improve the event or rectify a problem if you intend holding your event annually. Amend your management plan as well. Remember it is always useful to learn from genuine mistakes.

Yes / No

Swale Borough Council sincerely hopes that the information supplied will assist you to arrange a safe and worthwhile event.

[What you need to do - Top]

Contact Details 

Advertising:

Alcohol Licences:

Disabled Access:

Emergency Services:

First Aid:

Fireworks:

For food hygiene/ health and safety at work and provision of sanitary accommodation:

Kent County Council Highways and Transportation - East Central - Ashford, Canterbury and Swale.

Kent Film Office:

Licences:

Licences for Charitable Collections/Selling Goods/Raffles:

Litter:

Lottery Licences:

Noise:

Private Events (those not operated by the local authority):

Promotion:

Swale Council Websites:

Risk Assessment Forms:

Road Cones:

Road Closures:

Street Collections:

[Contact Details - Top]

Useful Publications: 

Fire Safety Risk Assessment - open air events and venues. HM Government; Department for Communities and Local Government Publications.

Profile: This guide is for all employers, managers, organisers of events, occupiers, and owners of open air events and venues. It tells you what you have to do to comply with fire safety law, helps you to carry out a fire risk assessment and identify the general fire precautions you need to have in place. The guide does not cover sports stadia, permanent buildings and structures, large temporary structures and air-supported structures.

ISBN 13:978 1 85112 823 5

Temporary Demountable Structures - Institute of Structural Engineers.

Profile: This guide is concerned with the structural safety and adequacy of demountable structures used for temporary purposes and also with the overall planning and management of events.

Demountable structures are widely used for a variety of functions at public and private events. They may provide viewing facilities (including temporary easting), shelter (tents and marquees), platforms and supports for performers (such as stages), and for media facilities (such as supports for floodlights, loudspeakers, TV cameras, vision screens and press boxes.

ISBN-10: 187426645X

ISBN-13: 978-1874266457

Five Steps to Risk Assessments, Produced by the Health and Safety Executive, ISBN 0717615650

Guide to Safety at Sports Grounds, The Stationery Office Books, ISBN 0113000952

Managing Crowds Safely, Produced by the Health and Safety Executive, ISBN 0717611809

Code of Practice for Outdoor Events, Produced by the National Outdoors Events Association

Safety and Sponsored Walks, Safety leaflet published by the Department of Transport

The Event Safety Guide: A Guide to Health and Safety and Welfare, At Music and Similar Events, Produced by the Health and Safety Executive, ISBN 0717624536 (also known as 'The Purple Book').

The Highway Code

Working Together at Firework Displays: A Guide to Safety for Firework Display Organisers and Operators, Produced by the Health and Safety Executive, ISBN 071762481

Giving Your Own Firework Display, Produced by the Health and Safety Executive, ISBN 0717608360

Contact Details for Publications:

The Stationery Office, The Publications Centre, P O Box 29, Norwich NR3 1GN, Telephone 0870 600 5522

Website: The Stationery Office

Health and Safety Executive (Bookshops)

Caerphilly Business Park, Caerphilly CF83 3GG, Telephone 0845 345 0055

Email: hseinformationservice@natbrit.com

National Outdoor Events Association

7 Hamilton Way, Wallington, Surrey SM6 9NJ, Telephone 0120 8669 8121

Email: thesecretary@noea.org.uk

[Useful Publications - Top]

Useful web pages

 

Application for hire of parks and open spaces

Download the application form to hire one of our parks or open spaces. (PDF)

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