10.1 Policy statement
It is vital that events are operated safely, and it is an important role of the event organiser and for ourselves to take into high consideration. The risks and requirements to manage an event safety will vary, but where necessary the following will be required as part of the full application process.
10.2 General requirements of the event organiser
10.2.1 Risk assessment
All events on our land require a well-considered and robust risk assessment to be in place. A risk assessment will identify the risks associated with the event and demonstrate how these risks will be reduced to an acceptable level.
A template for risk assessment is available on our safety information and resources for event organisers website page.
10.2.2 Event Management Plan (EMP)
An Event Management Plan is a safety document that should be written in conjunction with the risk assessment for the event and submitted for review with the event application form. The EMP details all the safety and organisational aspects of the event from rig to de-rig. Events are subject to Health and Safety regulations, and it is the event organisers responsibility to ensure all regulations are strictly adhered to, and addressed appropriately in the EMP.
All events must submit an EMP which is reviewed by our relevant officers/departments. Additional analysis of EMP's may be carried out by the SAG for events such as those with over 1,000 attendees, road closures or a higher risk activity.
Where relevant the following is included in an Event Management Plan:
- marshal and security details including job roles, training and location plan
- traffic management parking, vehicles on site and entry and exit of vehicles
- road closure details
- key contact details
- licenses required, applied for and received
- health and safety procedures/provision
- medical cover and first aid
- safeguarding procedures and policy
- fire safety and fire risk assessment
- crowd management
- waste management
- contact details of key roles
- site plan
- contingency plans (including cancellation and scaling back)
- emergency evacuation plan
- schedule and programme of events
- details of power sources/generators
- details of temporary structures
- details of event catering, traders and suppliers documented food safety controls
- stalls/stands and activities
- noise management plan
- communication plan
- proof of ADIPS (see glossary of terms for funfairs & circuses only)
- toilet facilities provision
Failure to submit the full information required in the Event Management Plan will result in the event not being approved. Event organisers are advised to use resources available for guidance such as the Purple Event Safety Guide.
10.3 Licenses
It is the event organiser's responsibility to ensure they have all the correct authorisations and licences obtained in the relevant timescales from our licensing department.
Further information is available on our licensing website page.
Table 5 - License information
License information
Type
|
Application deadline
|
What to submit
|
Fee
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Premises licence
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At least 2 months prior to the event date, applicants are advised to email licensing with proposed dates in the first instance
|
- premises licence application
- premises plan
- consent of premises supervisor (optional)
- supporting evidence to the application (optional)
|
- fees vary per application - please see our licensing fees web page for more information
|
TENS (Temporary Events Notice)
|
No later than 10 working days prior to the event date
|
- application form
- fee
|
£21
|
Street collection permit
|
At least 1 month prior to the event date, applicants are advised to email Licensing with proposed dates in the first instance to check for availability
|
Application form
|
No fee
|
10.3.1 Existing premises licences
The following sites have an existing premises licence in place for the playing of music and regulated entertainment:
- Avisford Park
- Bognor Regis Seafront and The Esplanade
- Caffyns Field
- Hampshire Avenue
- Hotham Park
- Jubilee Gardens and Town Quay
- Langmeads Recreation Ground
- Littlehampton Seafront Greens (East and West)
- Mewsbrook Park
- Southfields Recreation Ground
- Stage by the sea
- West Park
- King George V Felpham
10.4 Insurance
Event organisers must meet the following public liability insurance requirements:
- a minimum of £5 million indemnity public liability insurance cover must be provided to us. Whilst a minimum of £5 million public liability insurance is required, the events officer will consult our insurance officer and a minimum of £10 million may be required for events. All insurance must include all set up and close days of the event.
- event organisers are responsible for ensuring that all suppliers, traders, and exhibitors at the event have the necessary insurance cover in place (minimum £5 million indemnity)
- Events involving road closures and or those with higher risk activities require £10 million public liability insurance.
10.5 Parking and traffic management
Event organisers can request spaces in our council owned car parks for their event. Charges may be applicable for parking spaces allocated for the event in our pay and display car parks or any regulated area on the highway. Charges are in consideration of loss of revenue.
Event organisers are responsible for the management of car park spaces and the movement of vehicles at all times during the setup and the close of the event and will be expected to be marshalled accordingly. The event organiser will need to provide a traffic management plan showing the route the event traffic will take during the setup and close of the event. Traffic movement during an event will be confirmed on an event-by-event basis.
Event organisers must respect other car park users and not block access or exit to the facility or individual spaces.
10.6 Road closures policy and events on West Sussex Highways
Event organisers may need to apply for a road closure. The legislation under which a road closure is granted is determined by the type and scale of the event.
ADC Carpark services oversee applications for TCPA (standard, small) road closures, in consultation with agencies and West Sussex County Council, and have the final decisions in relation to issue or refusal of a road closure order.
For standard, small road closures application is via separate road closures application (embedded within the event application) and carries an admin fee of £98.00. Road closure applications must be submitted a minimum of 8 weeks prior to the event for small events and 10 weeks prior to the event for a large event and must hold £10m Public liability Insurance.
A road closure does not automatically suspend parking restrictions like pay and display, permit holder only or limited waiting bays. In all other instances suspension of parking bays is replaced by a Road Closure Order, therefore there is no need for both.
The event organiser will be contacted by ADC road closures as soon as a decision on the road closure order has been made.
West Sussex County Council manage larger events such as charity runs, cycle rides or concerts which involve temporary traffic management lasting all day or over a weekend these may require a Temporary Traffic Regulation Order (TTRO) or a Section 16 order. A Section 14 order is required where there is a risk of danger, this is to maintain highway safety. In all cases the event organiser should consult with ADC road closures or West Sussex County Council (as appropriate) at the earliest opportunity to discuss the most appropriate route to take concerning road closures and highway safety.
West Sussex County Council requires £10 million Public Liability Insurance where events take place on the highway or require road closures. Depending on the type of order required and fees may apply.
10.7 Safeguarding
We have a duty of care to ensure that all children/vulnerable adults are protected during the delivery of our services including events. Event organisers are expected to have regard to our safeguarding policy within their event management and operations plan.
If the site is to be used for the purpose of children's entertainment, the event organiser shall arrange for adequate adult supervision by those experienced in the care and control of children and who have undergone the necessary and sufficient checks to work with children/vulnerable people.
The event organiser must, within their event documentation, provide details on what processes will be put in place to protect children/vulnerable adults. The event organiser is advised to take the following information into consideration:
- provision needs to be made for lost children/vulnerable adults, baby changing facilities and lost property.
- details of DBS checked event staff.
- provide details of the event procedure relating to a lost or found child or vulnerable person (and how it would be logged)
- identifying a specific person who will be present at the event who can deal with complaints from attendees.
- to have two adults to one child policy, to ensure no child is supervised by just one member of staff or volunteer at any time.
- age limits that should apply to some events/activities.
10.8 Food safety
Where commercial caterers are used as part of an event, they must have a minimum food hygiene rating of 4 (Hygiene standards are good) or above. A list of caterers (and all associated paperwork) must be provided to the events officer a minimum of four weeks prior to the event, this is to allow our environmental health team time to fully assess.
The event organiser will be responsible for removing any caterers from their list who fail to meet this standard. Checks may be made throughout the event day by our representatives.
We expect the event organisers to prioritise using local business (within Arun District) for the provision of food/catering at their event. If suppliers are used from outside of Arun District, we require the event organiser to inform all similar local business which may be affected by this alternative provision.
The provision of single use plastics must follow all current government legislation: The Environmental Protection (Plastic Straws, Cotton Buds and Stirrers) (England) Regulations 2020 and any subsequent updates or amendments to the regulations.
10.9 Accident/incident reporting
As part of the EMP, and in accordance with H&S regulations all event organisers must have a procedure to record accidents/incidents or near misses associated with the event (including rig/derig) and must provide this information to ADC at the earliest opportunity.
Serious accidents and those requiring hospital visits - Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013 (RIDDOR) must notify the Health and Safety Executive and ADC immediately.