London Borough of Hackney

Events Team Green Spaces

Event Management Plan Template and Guidance
Notes
Event Name
Event Location
Event Date
Organisation
Document last updated
1. INTRODUCTION ......................................................................................... 3
2. EVENT MANAGEMENT ................................................................................ 3
2.1. PRE PLANNING...........................................................................................3
2.2. EVENT OVERVIEW........................................................................................4
2.3. KEY EVENT MANAGEMENT CONTACTS................................................................4
2.4. KEY EVENT CONTACTS OTHER.......................................................................4
2.5. STAFFING.................................................................................................5
2.6. ORGANISATIONAL MATRIX..............................................................................5
2.. PROGRAMME ! PRODUCTION SCHEDULE............................................................6
2.". RUN SHEET...............................................................................................6
3. HEALTH AND SAFETY ................................................................................. "
3.1. YOUR RESPONSI#ILITY FOR HEALTH AND SAFETY AT YOUR EVENT.............................."
3.2. RISK ASSESSMENTS AND MANAGEMENT............................................................."
3.3. RISK ASSESSMENTS OTHER CONTRACTORS......................................................."
3.4. SECURITY................................................................................................."
3.5. STEWARDING.............................................................................................$
3.6. EMERGENCY PROCEDURES.............................................................................$
3.. FIRST AID % MEDICAL COVER.........................................................................1&
3.". ELECTRICITY............................................................................................1&
3.$. FIRE SAFETY AT YOUR EVENT........................................................................1&
3.1&. FUN FAIRS AND INFLATA#LE PLAY E'UIPMENT..................................................11
3.11. TEMPORARY DEMOUNTA#LE STRUCTURES........................................................12
3.12. ANIMALS AT EVENTS................................................................................12
4. COMMUNICATIONS .................................................................................. 13
4.1. EVENT COMMUNICATIONS SURROUNDING RESIDENTS.........................................13
4.2. EVENT DAY COMMUNICATIONS ( AUDIENCE.......................................................13
4.3. EVENT DAY COMMUNICATIONS INTERNAL........................................................13
5. LOST CHILDREN ...................................................................................... 14
6. LICENSING .............................................................................................. 15
6.1. PREMISES AND TEN )TEMPORARY EVENTS NOTICE*............................................15
6.2. PRS AND PPL LICENCE..............................................................................15
. INSURANCE ............................................................................................ 15
". PROVISION OF FOOD ............................................................................... 15
$. SITE CONSIDERATIONS ............................................................................ 16
$.1. SITE PLAN..............................................................................................16
$.2. TOILETS.................................................................................................1
$.3. VEHICLES ON SITE.....................................................................................1
$.4. TRAFFIC+ TRANSPORT AND PARKING................................................................1
1&. ENVIRONMENTAL CONSIDERATIONS ........................................................ 1"
1&.1. RECYCLING............................................................................................1"
1&.2. NOISE..................................................................................................1"
1&.3. SURFACE PROTECTION AND TREES................................................................1$
2
1. Introduction
The purpose of this document is to provide broad guidance notes for event organisers
planning to hold an event in one of the London Borough of Hackneys !LBH" parks# The
document also provides sections that should be completed to help you develop a detailed
E$% !Event $anagement %lan"# &t is recommended that you save a ne' version of the
document and complete all sections in blue( after all sections have been addressed you 'ill
have an E$% for your event# )emember to delete all the guidance te*t once you have
completed the template#
2. Event management
2.1. Pre Planning
The success of any event is al'ays dependant upon ade+uate pre planning and it is essential
that you allo' enough lead,time to ensure that your event is a success# By addressing the
'hy- 'hat- 'here- 'hen and 'ho early in your planning process- it 'ill help you to make
informed decisions during the event planning process#
Why it really is 'orth asking this +uestion at the very beginning- sometimes you may find
that the ans'er is not immediately obvious# By addressing the 'hy it 'ill help your
organising committee establish the core values of your event# Establishing the core values
'ill help you design your event and develop the .'ho and therefore .'hat elements you
should include as part of your event programme#
What you need to decide 'hat it is that you 'ill present at your event# /our core values
'ill provide direction here# 0no'ing 'ho your target audience is 'ill help you identify 'hat
elements should be at your event# Try to put yourself in the shoes of someone from your
target audience- 'hat are there interests- 'hat 'ill attract and e*cite them at your event#
Where some things that should be considered 'hen deciding on your event venue
include1 site area- access- community impact- transport- car parking- ground conditions and
e*isting facilities such as toilets# &t is also 'orth considering your venue in terms of your
target audience- is the location accessible to your main target audience2
When consider your event date in terms of some of the follo'ing1 other events- day of the
'eek- do your opening times suit your audience and the likely 'eather conditions at that
time of the year#
Who this is one of the most important points to consider in your pre planning process#
&dentifying the .'ho 'ill come from your .'hy and the identification of the core values# /our
.'ho may also mean you need to give special consideration for facilities such as young
children- teenagers- the elderly or disabled#
2.2. Event overview
%rovide a paragraph here that provides an e*ecutive summary of the event#
%lease keep in mind that you are trying to provide someone 'ho kno's nothing about your
event 'ith as much information as possible in a succinct paragraph or t'o#
3
2.3. Key event management contacts
%opulate the follo'ing table 'ith the names- roles- responsibilities and contact details of the
key people involved in organising your event#
4ny event should al'ays have one person 'ho is ultimately responsible for all aspects of the
event# 5epending on the nature and scale of the event a number of other people 'ill have key
tasks and responsibilities allocated to them- but 'ill report to the event manager#
6ame )ole )esponsibility 7ontact !$bl %ref" 8
radio channel if radio
allocated
9ohn Smith Event $anager :verall responsibility ;;;;;;;;;;;
)adio channel <
9ohn Smith %roduction 4ll event infrastructure-
ordering- delivery timings
etc
;;;;;;;;;;;
)adio channel <
9ohn Smith =olunteer 7oordinator =olunteer recruitment-
training and event day
management
;;;;;;;;;;
)adio channel 3
9ohn Smith Health 8 Safety )isk assessments- legal
compliance- fire points-
site inspections
;;;;;;;;;;;
)adio channel <
2.4. Key event contacts other
%opulate the belo' table 'ith all the other key contacts for your event#
/ou as the event organiser should start collating the details of all people that 'ill have some
involvement 'ith your event# This could be event suppliers- stallholders- emergency contacts-
council contacts etc# >hile it is not necessary that 'e !council events team" have this list it is
important that you create comprehensive list# This helps 'ith your event planning and event
management on the day# There is nothing 'orse than the main stage act not sho'ing up on
time and you dont kno' ho' to contact them?
Suppliers !mar+uees- catering etc"
Organisation Contact ervice Contact details Notes
4B7 mar+uees 9ohn Smith Temporary
structures
Email and mobile %rice confirmed
'aiting for 'ritten
+uote
4uthorities !fire- police- first aid etc"
Organisation Contact ervice Contact details Notes
$et %olice 9ohn Smith :n call Email and mobile Have briefed on
event
4rtists @ Entertainment
A
Organisation Contact ervice Contact details Notes
4B7 arts 9ohn Smith >alkabout
entertainment
Email and mobile )e+uire payment on
the day
2.5. Staffing
:ver and above the key event management contacts you have documented under section 2#3
please list here the other staff that 'ill be re+uired to deliver your event#
&t is important that you think carefully about your event and the level of staffing that 'ill be
re+uired# &t is easy to underestimate ho' many staff 'ill be re+uired to plan and successfully
run your event# Bollo'ing an event design process and completing a risk assessment 'ill help
to ensure that you allocate ade+uate staff to the event- thus ensuring it is effectively managed
and is safe for the public and your staff#
2.6. Organisational matrix
7reate a simple organisational matri* belo'#
Bor smaller and community based events an organisational matri* should still be developed# &t
helps everyone understand the management structure and 'ho is responsible for 'hat# &t is
also an essential element in your emergency response planning# &f an incident occurs it is
crucial that your staff- the public or emergency services kno' the chain of command# The
belo' e*ample is a very simple structure- you should highlight the levels of command and the
protocols for communication up and do'n the hierarchy#
%olice @ Emergency services
Event manager
Security
manager
Safety manager %roduction
manager
4rtist
manager
=olunteer
manager
Security staff %roduction staff Stage
manager
=olunteers
Ste'ards 7re' Stage cre'
2.. Programme & production schedule
%lease populate the belo' production schedules#
&ts important that you produce and document an event day programme( this not only helps
your event management on the day but also allo's you to promote your programme to your
audience prior and during the event#
4 production schedule is also an essential element in successful event management- it
ensures tasks are done on time and not forgotten- 'ith so much to think about it is easy to
forget things if you dont document each and every task# )egardless of the scale of the event
you should document 'hat needs to be done prior- during and after the event to ensure all
C
tasks are carried out in a timely manner# 4 simple production schedule that can be used is
provided belo' 'ith an e*ample in each#
%roduction Schedule ;;;;;; event prior to event day
Date Tas! tart "inish #esources$
%ho
Notes In &and Complete
2D@DE@2DDF %ick,up
event
signage
from sign
'riter
<Dam <2 noon =an G Bill 8
Ben
Take
che+ue for
payment
; =an
booked
%roduction Schedule ;;;;;; event event day
Task Start Binish
#esources$
%ho
Notes In &and Complete
Stall holders arrive on site Ham Fam Stalls
coordinator
, Sam
4ll vehicles
off site by
F#3D and
no further
vehicle
movements
; stalls
coordinator
briefed
%roduction Schedule ;;;;;; event post event
Date Tas! tart "inish #esources$
%ho
Notes In &and Complete
2C@DE@2DDF )eturn
generator
Fam <Dam =an G
Tom
$ake
sure
cables go
back
;
2.". Run sheet
/ou can use the belo' table as a template to develop a run sheet for your event#
4 run sheet is a useful tool 'hen your event has multiply activities occurring across the day at
different locations 'ithin the event site# Bor e*ample you may have a stage- arena area and
'alkabout entertainment# Therefore its important you programme all the activities in a
sensible and logical manner to make the event flo' for your audience# Bor e*ample you could
programme an arena act to start shortly after a stage act has finished- this gives time for a
stage changeover 'ithout a total absence of entertainment to keep your audience
entertained# )un sheets can be as detailed as seconds for a stage production- ho'ever for
smaller outdoor events increments of bet'een C and <C minutes usually 'orks 'ell# The LBH
events team can provide further assistance in regards to run sheets if re+uired# 4n e*ample of
a basic run sheet is provided belo'#
%lease note that often a separate stage run sheet should be developed that is in minute
increments- this helps to ensure a professional and seamless stage programme is presented#
Stage and arena programme for ;;;;; event
E
Time
Stage
programme
4rena
programme
Bace
painter
>alkabout
theatre
Bubble
blo'er
Balloon
modeller
other
<21DD
$ayor
opening
Bace
painter
<21DC
<21<D
<21<C
7hangeover Bike demo >alkabout
<
Bubble
blo'er
<212D
<212C
<213D
5ance
performance
Balloon
modeller
<213C
<21AD
<21AC
<21CD
<21CC
<31DD
3. &ealth and sa'ety
3.1. Your responsiility for health and safety at your event
The Health and Safety at >ork 4ct <FHA http1@@'''#hse#gov#uk@legislation@hs'a#htm is the
primary piece of legislation that covers health and safety at 'ork# Even if you are a
community organisation 'ith no employees it is still your responsibility to ensure that your
event and any contractors are operating legally and safely# To this- it is essential that you
address the follo'ing headings to ensure that you have taken all steps that is reasonably
practical to ensure your event is safe and complies 'ith all health and safety la' and
guidelines#
3.2. Ris! assessments and management
%lease provide a copy of your completed risk assessment using the LBH Events Team
template#
The risk assessment process in not an option 'hen planning an event- it is an absolute
necessity and no event 'ill be granted permission in a Hackney Green Space until a suitable
risk assessment has been completed# The LBH Events Team have developed a risk
H
assessment template( you should have received a copy of this once you gained %rovisional
4pproval# Guidance notes are provided on this form that 'ill lead you through the risk
assessment process# &t is important that a risk assessment is not Iust something you do
because it is a legal re+uirement- it is the single most important tool to ensure you cover all
health- safety and planning aspects of your event# 4 risk assessment is a .fluid document that
should be developed early- constantly monitored- adIusted and shared 'idely 'ith internal
and e*ternal stakeholders#
The first step in the process is to develop a risk register- do this 'ith your planning group and
brainstorm every identifiable risk# Each identified risk 'ill then be dealt 'ith via the risk
assessment template# /ou must include the fire risk 'ithin this assessment#
%lease contact the LBH Events Team if you re+uire more information on risk assessment and
management# /ou can also refer to the HSE !Health and Safety E*ecutive" C Steps to
Successful )isk 4ssessment http1@@'''#hse#gov#uk@risk@fivesteps#htm
3.3. Ris! assessments other contractors
%lease list here all other contractors associated 'ith your event that you 'ill need to collect
copies of their risk assessments#
Some e*amples could be a fun fair ride- face painter or 'alkabout performer# )emember that
you as the event organiser hold ultimate responsibility for any element of the event you
contract in#
3.4. Security
$ost events- although not all- 'ill re+uire some professional security# The main purpose of
security and ste'arding is cro'd control and it 'ill be your risk assessment that 'ill identify
'hat your security re+uirements 'ill be# >hen assessing the security needs of your event
give consideration to the follo'ing( venue location- date- operating times- target demographic-
planned attendance numbers- fenced or open site etc#
5ocument your security plan here#
Security at events must be S&4 !Security &ndustry 4uthority" registered# $ore information is
available at http1@@'''#sia#homeoffice#gov#uk@%ages@home#asp*
$ore information on security at outdoor events is available in the HSE Event Safety Guide
7hapter E 7ro'd $anagement %age C<
3.5. Stewarding
&n addition to your o'n organisations staffing re+uirements you 'ill also need to consider
ste'arding re+uirements#
5ocument your ste'arding plan here#
Some key points to consider 'hen developing your plan are1
/our risk assessment 'ill help you identify your re+uirements
Ste'ards re+uire training and briefings to ensure they are fully a'are of their duties and
J
responsibilities
/ou must ensure that you develop a communications plan for all staff- including ste'ards as
they need to understand ho' they can cascade information or report incidents during the
event
Give consideration to( venue location- date- operating times- target demographic- planned
attendance numbers- fenced or open site etc
3.6. Emergency procedures
%lease document here 'hat emergency procedures you 'ill have in place for your event#
:nce again your risk assessment should help you document your procedures# Think about
'hat you 'ill do if a fire occurs- 'here on the site 'ill you evacuate people2 Ho' 'ill you
communicate this instruction to your audience2 >ho 'ill take responsibility for these
decisions2 >hat systems do you have in place to contact emergency services2
&t is important that you document your procedures and communicate this 'ith all your event
staff- contractors and volunteers- as 'ell as making the emergency services a'are of your
event# Emergency procedures 'ill al'ays include definitions- i#e# 'hen does an incident
become maIor and therefore the management of the incident is handed over to the police#
Burther guidance can also be obtained from the HSE Event Safety Guide page 3< 7hapter A
$aIor &ncident %lanning
3.. "irst aid # medical cover
%lease document here 'hat first aid and or medical cover you 'ill have at your event#
The HSE !Health and Safety E*ecutive" Event Safety Guide provides a template that helps
you establish your first aid- medical and ambulance re+uirements# %lease refer to page <3D of
the Event Safety Guide or contact the LBH Events Team to access these calculation tables#
3.". Electricity
&f you are including electrical supply as part of your event please document the details here#
Temporary electrical installations are subIect to the same standards and regulations as
permanent electrical installations and must comply 'ith the general re+uirements of the
Electricity at >ork )egulations <FJF# 4ny event that has electrical supply included must have
a competent electrician sign,off the installation prior to the event starting# Burther information
on electrical installations for events in Hackney green spaces is available upon re+uest or
refer to the HSE 'ebsite for detailed information on electrical safety
http1@@'''#hse#gov#uk@electricity@inde*#htm
3.$. "ire safety at your event
/ou must address the area of fire safety for your event# 4s stated under 3#2 )isk
4ssessments and $anagement you need to include the risk of fire in your event risk
assessment#
F
%lease confirm here that you have addressed the fire risk in your event risk assessment# 4lso
document ho' you have addressed the key areas of the fire risk assessment process
highlighted belo'1
&dentify the fire haKards- i#e# sources of ignition- fuel and o*ygen
&dentify people at risk 'ithin and surrounding your site and those at highest risk
Evaluate the risk of a fire occurring and evaluate the risk to people should a fire occur
)emove or reduce fire haKards and remove or reduce the risks to people
7onsider the follo'ing1 detection and 'arning- fire fighting- escape routes- signs and
notices- lighting- maintenance
)ecording significant findings and action taken
%repare and emergency plan
&nform and instruct relevant people- provide training
0eep assessment under revie' and revise 'here necessary
Lseful resources for fire safety planning include1
http1@@'''#communities#gov#uk@publications@fire@firesafetyassessment
Bire Safety )isk 4ssessment open air events and venues !do'nloadable from above
'ebsite"
Guide to Bire %recautions in E*isting %laces of Entertainment and Like %remises Home
:ffice 7hapter <3 page <3E .Special %rovisions for Temporary Structures and places of
Entertainment 'hich are under cover in other'ise open air situations
3.1&. "un fairs and inflatale play e$uipment
&f you plan to have bouncy castles- rides or a fun fair at your event you must carry out a
number of checks and collect a range of documentation before the LBH Events Team 'ill
grant approval for these to be present at your event#
%lease include here any inflatable play e+uipment you intend to have at your event#
%oints you 'ill need to address before approval is granted for any piece of inflatable play
e+uipment are1
&s the operator conforming to the %&%4 Scheme2
Have they carried out the daily checks on the e+uipment as re+uired by E&SH
>hen 'as the e+uipment last fully inspected2
>ill you get full instructions on its S4BE operation2
Has the inflatable a %&%4 tag2
5o you have a copy of the current %&%4 test certificate for this e+uipment
&f it is set it up 'ith the blo'er unit at <#2 metres distance 'ill it still fit on my site2
&s the e+uipment clearly marked as to its limitations of use !ma*# user height etc#"2
4re you a member of a relevant association !4&$:5S- 64&H or B&H4"2
<D
!7heck this against the relevant 'eb site listing !See %articipating :rganisations"
5o they have MC million %ublic Liability &nsurance2
Burther guidance on the British Standards and la' relating to inflatable play e+uipment is
available on the %&%4 &nflatable %lay &nspection Scheme 'ebsite
http1@@'''#pipa#org#uk@inde*#asp
%lease include here any rides or fun fairs you intend to have at your event#
%oints you 'ill need to address before approval is granted for any ride or fun fair are1
4ny stand,alone ride or rides that are part of a fun fair must be part of the 45&%S
!4musement 5evice &nspection %rocedures Scheme" scheme
The operator must provide you 'ith a copy of their &n Service 4nnual &nspection papers and
copy of these must be provided to the Events Team
The operator must also confirm in 'riting that that adhere and operate under the HSG<HC
Bairgrounds and 4musement %arks Guidance on Safe %ractice
Burther information is available on the HSE 'ebsite in regards to the 45&%S scheme at
http1@@'''#hse#gov#uk@pubns@etisJ#htm
The LBH Events Team are also able to provide a copy of the HSG<HC Bairgrounds and
4musement %arks Guidance on Safe %ractice document on re+uest
3.11. %emporary demountale structures
The use of temporary demountable structures at events is an area that is broad and comple*#
Bor a small event it may simply be some market stalls and a mar+uee# Larger events and
festival may include stages- grandstands- lighting to'ers- gantries- site offices etc# 5epending
on the scale and types of structure- different authorities 'ill be re+uired to be involved in the
approval process# &f structures are planned to be in place for e*tended periods of time then
planning permissions may be re+uired# Larger temporary constructions 'ould re+uire
independent engineers to sign,off structures before they can be used# So you can see that
this is an area that re+uires careful consideration by the local authority prior to approval#
%lease provide a detailed list of all temporary structures you plan to bring onto your event site#
&nclude 'hat procedures you 'ill follo' to ensure all structures are supplied by a competent
contractor#
Guidance on minimum re+uirements prior to the LBH Events Team granting approval for your
event based on 'hat temporary structures you intend to bring onto the site1
4ll suppliers 'ill need to supply you 'ith a copy of their public liability and employee
insurance certificates
4ll suppliers 'ill need to provide you 'ith relevant risk assessments and method
statements relating to the product they are supplying for your event
Suppliers 'ill provide a signed hand over inspection once the structure is completed to say
that it is safe and ready fro use
/ou need to consider all other health and safety aspects relating to any temporary structure
<<
$ore information can be found in the .Temporary 5emountable Structures Guidance on
%rocurement- 5esign and Lse The Events Team can provide a copy upon re+uest
3.12. &nimals at Events
/ou must obtain consent from the 7ouncil in 'riting before you may bring any animals onsite
for e*hibition- performance or entertainment# The 4uthorised :fficer may prohibit the use of
any animal at the Event 'hich they consider may pose a danger to the public#
Event Holders may use only the animals 'hich are listed on the Event 4pplication form and
any updates to that list- 'hich must be submitted to the 4uthorised :fficer for approval at
least H days before the animals are to be brought to the Site# 7opies of all relevant licences @
registration documentations for each animal must be provided 'ith the application form#
The Hirer shall be responsible for the 'elfare of the animals- 'hich are to be transported-
housed- fed and displayed to the public in a manner suitable and appropriate to the animals
needs# The Hirer shall furthermore at all times abide by the obligations and the duty of care
imposed on him by the 4nimal >elfare 4ct 2DDE#
%lease provide a detailed list of all animals you plan to bring onto your event site# &nclude
copies of all relevant licences @ registration documentations for each animal#
%lease refer to the Terms and 7onditions section E#<3 for the information regarding animals
at events
4. Communications
The importance of communications 'hen planning and delivering an event is paramount# /ou
need to consider three main areas of communication 'hen developing your event#
<# 7ommunicating 'ith your planning team pre event to ensure all people are a'are of all
'hat is being proposed# &t is also essential that you communicate your event plans to
the residents and businesses in the surrounding area- the earlier the better#
2# 7ommunications on the day of the event- ensuring that there is a clear
communications plan in place and that all stakeholders are familiar 'ith the plan# /ou
also need to make sure that you have the practical tools to make the communication
plan 'ork on the day- this could include radios- mobile phones- runners !staff to run
errands and messages" and a public address system#
3# 4udience communication needs to be considered to make the visitor e*perience
enIoyable and seamless# Elements here could include flyers- site plans- signage- public
address system- stage schedules- $7s and information points#
4.1. Event communications Surrounding residents
5ocument here ho' you are going to communicate your event plans to surrounding residents
and businesses
The LBH Events Team can provide some assistance on ho' best to communicate 'ith these
<2
stakeholders
%lease note that you can list your event on the LBH 'ebsite under .>hats :n# Go to
http1@@'''#hackney#gov#uk@servapps@>hats:n@EventsList#asp* and go to .%ost an Event
4.2. Event day communications ' &udience
5ocument here 'hat plans you have in place for communication 'ith your audience on the
day- take note of point 3 above#
$ore information on event communication can be found in the HSE Event Safety Guide
7hapter C 7ommunication page A2
4.3. Event day communications (nternal
5ocument here 'hat plans you have in place for your event day communication for event staff
and emergency services- both on site and off site#
0ey points to consider 'hen developing your plan are1
Ensure that under 2#3 0ey Event $anagement 7ontact you list phone contact details and
radio channel details if radios are being used
Ensure that via your organisation matri* !2#E" all people 'orking on your event understand
the chain of command and therefore 'ho they 'ill contact should they need to report an
incident or cascade information
/our communications plan needs to be developed taking into consider the organisational
matri* and the emergency response plan
$ore information on event communication can be found in the HSE Event Safety Guide
7hapter C 7ommunication page A2
5. Lost children
%lease document here 'hat your lost childrens policy and procedures are#
/ou must ensure that you develop a lost childrens policy and make all event staff and
volunteers familiar 'ith the procedures and policy# Some important points to consider 'hen
developing your policy are1
&dentify arrangements for the .safe care of children until such time that they can be reunited
'ith their parent@s or guardian
There should be a clearly advertised point for information on lost children
Lost children should never be left in the care of a sole adult- al'ays ensure that there are at
least t'o adults that have the appropriate 7)B !7riminal )ecords Bureau" checks in place#
$ore information on 7)B can be found http1@@'''#crb#homeoffice#gov#uk@
&f a lost child is found and reported to one of the event staff a message should be
communicated to all event staff as per the communication plan !radio- phone- in person to
event control point" that a .code 'ord at .location# T'o staff should then remain 'ith the
<3
child at this point for a period of <D minutes to allo' for a possible +uick reunification#
&f after <D minutes there has been no reunification then the child should be taken to the
designated lost childrens point by t'o members of staff# &f possible this point should be
adIacent to your event control point or the first aid@medical area#
4ll incidents need be logged- ensuring all details are recorded#
The 7)B checked staff should try to ascertain a description of the childs guardian- their
name- mobile number if kno'n and a description#
The child and the parent@s guardian should not be reunited until a match has been
established# To this if a parent comes to the lost childrens point claiming they have a lost
child they must provide a signature and identification along 'ith a description of their child-
this could include age- clothing- hair colour- height etc#
&f there is any reluctance from the child to go 'ith the adult then you should inform the
police#
:nce a lost child incident has been resolved you must inform all staff that the .code has
been resolved# 7omplete the report and log#
Burther information on lost children and general 'elfare of children at events is available from
the HSE Event Safety Guide 7hapter 22 page <AA# The LBH events team can for'ard this
information upon re+uest#
6. Licensing
6.1. Premises and %E) *%emporary Events )otice+
&f your event is including any licensable activity please provide details here#
%lease refer to the LBH Events Licence Guidance document for details on1
LBH parks- those that have overarching %remises Licenses in place#
The A key licensing obIectives
5etails of 'hen a TE6 !Temporary Events 6otice" application is re+uired and ho' to go
about it#
>hat activities are defined as licensable activities2
0ey license contacts 'ithin LBH#
6.2. PRS and PP, ,icence
Live and recorded music at one,off events does re+uire a licence- ho'ever the LBH events
team are registered 'ith both the %)S !%erforming )ights Society" and the %%L
!%honographic %erformance Limited"# The fees that are payable for live or recorded music
have no' been incorporated into the .Hire fees for a Hackney Green Space
%lease provide details on any recorded or live music you plan for your event#
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. Insurance
4s stated in the Terms and 7onditions for the Hire of Hackney Green Space all event
organisers must hold public liability insurance to the value of MC million# /ou must also ensure
that any contractors that you are engaging also hold public liability insurance and any other
appropriate insurance- i#e# product liability- employee insurance#
%lease confirm that you hold public liability insurance to the minimum value of MC million and
that a copy of the policy has been for'arded to the Events Team#
/ou 'ill also need to ensure that you hold copies of all contractors relevant insurance and
that copies of such can be provided to the Events Team upon re+uest
". Provision o' 'ood
5ocument details here of any catering and or provision of food you plan to provide at your
event# %lease note that all details of any catering concessions should be listed under 2#A 0ey
Event 7ontacts :ther# The events team 'ill check that the LBH Environmental Health Bood
Team has approved all your listed suppliers prior to Binal 4pproval#
4nyone that is providing catering at your event must complete the LBH Environmental Health
7atering Nuestionnaire and return to the appropriate officer no later than 2 'eeks prior to the
event date#
4 guidance document titled .4 Guide )unning Bood Stalls at Sho's and Bestival in Hackney
accompanies the +uestionnaire#
$. ite considerations
$.1. Site Plan
%lease include a copy of you site plan 'ithin this document or as separate attachment#
4 site plan must be submitted for each and every event# 4s this template has been designed
to assist smaller event organisers 'e do not e*pect you to supply a site plan of a standard
that 'e 'ould anticipate from a larger professional event organiser- ho'ever the more
accurate and detailed the plan the better# &t 'ill help you e*ecute the site build and production
elements of your event#
/our site plan should include the follo'ing1
%lacement of all temporary structures 4ll other site infrastructure
4ny fencing or barriers Generator or po'er sources
%o'er supply runs !cables" Entry and e*it points
Emergency e*its and assembly points Birst aid points
&nformation point Lost childrens point
=ehicle entry points 4ny event dOcor- i#e# flags- banners etc
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Be a'are that you may 'ant to create t'o versions of a site plan- one that you 'ould use at
the site on the day to provide event participants 'ith information and another version that is
purely for your management team# 4ccurate site plans are very helpful 'hen you are doing
the site build as you are able to clearly direct people 'hen they arrive on,site to their correct
position# Site plans are also a useful tool in the event design process as you can plan ho'
people 'ill enter the site- ho' people 'ill interact 'ith the site and ho' people 'ill move
about the site#
PP%lease note the LBH Events Team can supply %5B files of all the maIor parks# These can be
imported into $S >ord and then the 5ra'ing Tools in >ord used to plug,in the elements of
your event# :ur G&S team upon re+uest can also supply 745 files if re+uired# Google $aps is
also a tool that can be used to develop a site plan#
$.2. %oilets
/ou are re+uired to provide ade+uate toilets facilities for you event attendees- staff and
contractors#
%lease outline here your planned toilet provisions for your event based on your e*pected
numbers and gender split#
The HSE guidelines for toilets numbers are provided belo'# $ore information on Sanitary
Bacilities at your event can be found in the HSE Event Safety Guide 7hapter <A page JJ#
Be conscious that you 'ill need to provide disabled facilities and separate sanitary facilities
for caterers#
Bor events 'ith a gate opening time of E
hours or more
Bor events 'ith a gate opening time of less
than E hours duration
Bemale $ale Bemale $ale
< toilet per <DD
females
< toilet per CDD males
G < urinal per <CD
males
< toilet per <2D
females
< toilet per EDD males
G < urinal per <HC
males
$.3. -ehicles on site
%lease outline here 'hat you vehicle policy is for you event site#
%oints to consider 'hen developing your vehicles on site policy1
4s part of your emergency planning !and included on your site plan" you should have
clearly marked emergency ingress and egress routes# &deally this should be a sterile route
ho'ever this may not al'ays be possible and you therefore need a procedure in place for
the safe ingress and egress of emergency vehicles#
>hat vehicles 'ill need to access the site for your event2
>hat vehicles 'ill need to remain onsite throughout your event and 'hich 'ill be off,site
before the event opens2
4re there any vehicles that 'ill need to move on the site during your event2 &t is strongly
recommended that you avoid the need for this- ho'ever if it is needed you should have a
rigid procedure in place and ensure that all people involved in your event are fully briefed on
<E
the protocol#
$.4. %raffic. transport and par!ing
$any smaller community events 'ill have limited impact on traffic and parking- ho'ever it is
still important that you give this consideration 'hen planning your event# Larger events can
have significant impacts on local traffic and transport and 'ill re+uire e*tensive risk
assessments and detailed plans dealing specifically 'ith traffic and transport# &t is important
that through your risk assessment you consider traffic- transport and parking no matter 'hat
scale your event is#
:utline any traffic- transport or parking plans you have in place for your event#
%oints to consider 'hen developing your plans1
Ho' 'ill your target audience travel to your event2
7onsider the various transport links around the event site- and ho' these can be promoted
to your audience as a 'ay to get to your event#
4re you proposing any road closures2 &f so the Events Team can provide the correct
contacts to apply for a road closure- be a'are that road closures re+uire a minimum of E
'eeks lead time and in all cases the more notice provided the better#
%arking suspensions can be applied for and the information and form can be found on the
LBH 'ebsite at http1@@'''#hackney#gov#uk@ek,suspensions,dispensations#htm
1&. Environmental considerations
&t has never been more important for event organisers to put in place plans to minimise their
environmental impact# The LBH Events Team 'ill not approve any event unless the follo'ing
headings regarding the environment are addressed#
1&.1. Recycling
&t is essential that your event has a recycling plan in place and that it is carried out# Bor small
community events this could be as simple as labelling some bins to encourage people to
separate their 'aste into a range of categories and then making sure that these are taken to
the council provided recycling bins located around the borough#
Larger events 'ill need to demonstrate that they have a sound recycling strategy in place or
are employing a professional recycling organisational to manage recycling on the day#
5ocument your recycling plans for your event here
%oints for consideration1
$ake sure your concessions and food suppliers have appropriate policies and procedures
in place in regards to providing biodegradable containers and systems for the disposal of
dirty 'ater- cooking oil etc
Think through ho' you 'ill encourage people to place the appropriate 'aste into the correct
receptacle# 7ontaminated recyclable materials could mean that the materials need to be
sent to landfill
<H
Ho' 'ill you keep the site clear of 'aste2 >ill this be the remit of ste'ards or volunteers2
Burther advice can be sought from the LBH recycling team on D2D J3CE EEJJ
1&.2. )oise
4ll green spaces in the London Borough of Hackney have residential areas in close pro*imity
and it is therefore essential that the Events Team and the LBH 6oise Service are fully a'are
of any event elements that may cause noise issues# The most obvious elements that have the
potential to cause noise pollutions issues are live music stages- fun fairs and public address
systems# &t is therefore essential that you contact the noise service on D2D J3CE AACC to
discuss your plans and get agreement on noise levels at identified sites surrounding your
event# 6o event that has the potential to cause noise nuisance 'ill be granted approval until
confirmation has been received from the 6oise Service that they are happy 'ith your plans#
%lease document 'hat elements of your event have the potential to cause noise nuisance
and 'hat plans you have in place to mitigate this#
%oints to consider1
Selection of location for your event
Larger events that have a music stage 'ill al'ays have to employ a professional sound
engineer and they must liaise 'ith the LBH 6oise Service to establish agreed sound levels
)esidents should be provided 'ith a event day contact from your organisation that can be
contacted on the day should they 'ish to raise a noise complaint
1&.3. Surface protection and trees
&f your event re+uires a large amount of e+uipment to come onto the site you may need to
consider installing track 'ay to protect the ground# The Terms and 7onditions outline your
obligations in relation to the sighting of e+uipment around the base of trees# Tree root
compaction is a big issue and can cause the premature death of trees due to compaction of
soil around roots- restricting their ability to absorb o*ygen from the soil#
%lease document here your plans for minimising damage to the parks ground and trees#
%lease refer to the Terms and 7onditions section E#3 for the information regarding sighting
of e+uipment around trees
<J