Documents you’ll need to provide

These will need to be submitted at the application stage if your event is taking place on our land.

If your event is taking place on private land, these documents should be sent at least 12 weeks before the event takes place. We will let you know how to submit your documents.

Risk assessments 

You’ll need to provide your detailed risk assessment for the event.  

Your risk assessment should be completed by a trained and competent person. 

A risk assessment must:

• identify all hazards and the associated risks to all persons at all times
• show the mitigation or control method used to prevent or reduce the hazard or control the risk

Use our risk assessment template [docx] 80KB to help you get started. You can use a template from somewhere else, just be sure all the required information is included.

Event management safety plan and timetable

A detailed overview to all planning aspects of the event, from the start of any building to the end of the event. It is a working document and needs to be reviewed and updated regularly.

The safety plan should contain information regarding:

• the contact details of organiser
• the name of your competent event safety officer
• location of event and permission obtained
• type of event
• event days and times
• event outline
• event management structure
• contingency planning
• crowd management
• evacuation and emergency procedures
• communications
• traffic management
• licensing
• fire precautions
• first aid
• welfare (toilets and water)
• catering
• contractors
• temporary structures (stage/marquee)
• security
• waste management
• lighting
• noise management
• managing lost children and vulnerable adults

Site layout plan

This scaled site plan should include:

• emergency evacuation access routes
• wet weather contingency plans for emergency service vehicle access
• event control point
• lost child point
• all attractions including caterers
• location of generators and power sources
• location of water and firefighting equipment
• fencing, barriers and ground protection if required

Traffic management plan

Traffic management plans explain how you intend to deal with the traffic issues caused by your event or the road closures you have requested. The plan will also detail what diversion routes will be put in place if necessary.

We recommend that all events have a written traffic management plan as part of the overall event management plan.

The plan is a very useful document for everyone involved in managing an event because it identifies traffic risks and actions taken by the promoter to minimise them and provides invaluable information in case of an accident or incident.