Getting Started

When you begin to plan for your event you need to ask yourself a few basic questions:

• What is the aim of your event?
• Why are you hosting this event?
• Do the activities suit your target audience group?
• Are you going to have food stalls, trade stands, attractions and/or displays?
• How many people do you want to attend your event?

From these initial questions, you can look at more in-depth questions about your planned event:

• Who is helping you plan the event? Do you have an organising committee?
• Where is the event going to be held?
• How large is the event?
• What does your event involve? - the contents of the event
• What are the dates and times for your event?
• Is your event free or is there an admission charge? If there is a charge, how is that going to be managed?
• What age group is your event appealing to?
• Which suppliers are you going to use?
• Does your event require a licence?
• Does your event require a road closure?
• Are there going to be any mechanical rides?
• What sanitary facilities do you need?
• How much is the event going to cost you?

How far in advance should I start planning?

Ideally, you should start planning your event at least 6 months before the event date, 3 months is the minimum amount of notice required by the Council. This will give you time to carry out risk assessments and obtain the necessary documentation required by Test Valley Borough Council. It will also allow time for the statutory authorities (i.e., Police, Fire and Ambulance services) to be made aware and to prepare for the event.

Time and date of event

When do you plan on having your event? You should consider the following:

• Weather conditions
• Location conditions
• Day and time of the week
• Is your event in the school holidays?

Remember that summer is going to be the busiest time of year for events. It is worth researching what other local events are taking place on the same day.

Do you have an adequate plan in the event of a cancellation due to adverse weather conditions or other unforeseen circumstances?

Location of event

It is important that you find a suitable location for your event. We recommend that event organisers do a site visit to their preferred location before making an application.

Here are some considerations to bear in mind when choosing the ideal location for your event:

• Is the location you have chosen adequate for the proposed event?
• Is the space large enough for all the activities you have planned?
• Is it large enough for the numbers of expected people?
• Will there be sufficient room for stallholders, caterers, stage and bar, etc.?
• Are there any hazards on or around the location?
• What toilet facilities are already on site or nearby? Will you need extra?
• Is there enough room for car parking? (Allow one car for every 2.2 people)
• Is there access, facilities and car parking for disabled visitors?
• How will the event affect the local community and local area?

It is important to recruit an appropriate event team, who can support you during the planning stages as well as on the day. Consider how big the team needs to be in relation to the type of event and what roles are required. The list of roles below are examples, and some may not be necessary for smaller events.

Event Manager

This is the person who is in overall charge of the event on the day. It is likely that this is the main contact person throughout the planning stages too.

Safety Officer

This person will have overall responsibility for safety matters (though overall responsibility for the event remains with the organising committee / Event Manager). They should be trained or have experience or knowledge of safety matters appropriate for the event. For large or complex events you may need to seek professional help and advice.

Marketing Officer

Promoting your event is important! Consider the best person for this job and don’t leave it to the last minute.

Stewards

When you are planning your event, you must make sure that you include in your staffing an appropriate number of stewards (paid or voluntary) who are there to assist event attendees and help with the smooth and safe running of your event. Please be aware that security related functions can only be carried out by SIA licenced security personnel. To work out the type and amount of stewards required, consider the multiple roles that they may take on:

• Staffing entrances and exits
• Controlling access to attractions and activities
• Providing direction and information to attendees
• Monitoring the area for hazards
• Car parking duties
• Gathering feedback

If your event is to last several hours, allow for extra stewards to cover for meals and comfort breaks.

NB: It is not the role of the police to provide stewarding at events, nor to provide training to steward personnel.

Team Communication & Training

Everyone in your team should be aware of their own role and responsibilities as well as the roles of others. This could be listed in your event management plan or in a team briefing note.

Consider the training that everyone needs to do their job, and make sure they are aware of key information such as emergency and safeguarding procedures. For events with a large team it is a good idea to hold a meeting before the event to share key information and address questions.

Make sure that everyone in the team has contact details for the Event Manager and any other important people.

A risk assessment is a document that all event organisers are required to complete prior to hosting an event. A risk assessment is a careful examination of what could cause harm to people at your event (including staff) and what measures you will put in place to reduce or eliminate those risks. Undertaking a risk assessment will allow you to make decisions about what steps to take in the reduction of risk and to ensure that you have adequate health and safety measures in place.

Conducting a Risk Assessment

Below are the 5 steps that are needed to be taken to assess the risks arising from any particular activity:

Step 1: Identify the hazards

Consider all the hazards that could be present at the event, for example moving vehicles, low levels of light, electrical equipment, trip hazards, manual handling. This list is by no means exhaustive and care should be taken to identify any other hazards associated with the activities and location of your event.

Step 2: Decide who might be harmed and how

For each hazard identified, list all those who may be affected. Do not list individuals by name, just list groups of people, for example traders, event staff, members of the public, contractors.

Step 3: Consider ways to reduce the risk

What actions could be taken to prevent or reduce the risk? Who is responsible? For example ‘use barriers to prevent vehicle access during an event.’

Step 4: Assess the level of risk after actions taken

Risk is usually assessed based on a) likelihood and b) severity. For example if a risk is deemed highly likely or will have a catastrophic impact it would be given a high risk score. A risk matrix can be used to calculate this.

Step 5: Review your assessment and update if necessary

Following a risk assessment it’s important to ask yourself if the event can take place safely and if any further action could reduce the risks further. It’s also important to review and update your risk assessment regularly.

To record your risk assessment findings the most suitable way is to use a form.

Download risk assessment template here

For more information please have a look at the HSE website: https://www.hse.gov.uk/simple-health-safety/risk/index.htm

As the event organiser, you are legally liable for the costs or damages for any injuries etc that may occur during your event. Public liability insurance that covers everyone on the site including employees, volunteers, performers and the public can be obtained from insurance providers.

Test Valley Borough Council usually requires the event organiser to hold Public Liability Insurance for at least £5 million, however, larger or riskier events may need greater cover. You must provide evidence of this before your booking can be confirmed.

If you are using contractors, it is your job to check that they have sufficient Employer’s Liability, Public Liability and Product Liability Insurances.

You must also gain copies of all insurance documents relating to your event from traders, exhibitors etc.

TVBC may request to see evidence of contractor or supplier insurance cover at any time. If a supplier is deemed to have insufficient cover they will not be permitted to supply your event.

It is important that you don’t start to advertise your event before you have received written confirmation of your event booking.

Cost effective ways of promoting your event

• Press releases to local newspapers, community publications, radio stations and online community forums
• Features in newsletters produced by local interest groups and town centre initiatives
• Local interest websites
• Leaflets using door-to-door delivery
• Posters or leaflets in public buildings such as libraries, leisure and community centres
• Parish magazines, notice boards and websites
• Outdoor banners and posters

Outdoor banners and posters - Council display points

The Council has four community display sites for event publicity banners.

• Vigo Road Recreation Ground, Andover
• Test Valley Borough Council’s offices at Beech Hurst in Weyhill Road, Andover
• Southampton Road, Romsey, near to the Rapids Leisure Centre
• Knightwood Leisure Centre, Sky Wood Road, Valley Park

All four sites can be booked free of charge for the display of banners promoting non-commercial charitable community events in the borough. Book a banner site here.

Outdoor banners and posters - other locations

If you intend to advertise your event, it’s important to check whether your adverts will comply with the Town and Country Planning (Control of Advertisements) Regulations 2007.

The act allows for temporary advertising without the need of what’s called express consent (sometimes referred to as advertising consent), so long as the adverts comply with Class 3(D) of the act.

Class 3(D) allows for temporary adverts that are intended to advertise any local event being held for charitable purposes, which may be religious, educational, cultural, political, social or recreational, but not for any commercial purposes.

Examples of events which may fall under Class 3(D):

• A church bazaar
• A fete for a parent-teacher association
• A sponsored marathon in aid of charity
• An amateur sports event, but not any sporting event organised for commercial purposes

If you’re unsure as to whether your intended event falls under Class 3(D), please contact the Planning Department by emailing details to planning@testvalley.co.uk.

Once you’re happy your event is within Class 3(D), you’ll need to ensure your adverts:

• Don’t exceed 0.6 square metre in area (this will prevent most banners)
• Aren’t displayed any earlier than 28 days before the first day on which the event or activity is due to take place
• Are all removed within 14 days after the end of the event or activity
• Aren’t illuminated
• Contain no character or symbol more than 0.75 metre in height
• Aren’t more than 4.6 metres above ground level

You will also need permission from the land or property owner to display your advertisement.

If your event doesn’t fall under Class 3(D), or if any of your intended adverts won’t meet the requirement of Class 3(D), you’ll need to apply for express consent (advertising consent).

Further information on how to do this can be found on our website: Application for consent to display an advertisement(s) | Test Valley Borough Council

Failure to obtain permission or comply with these conditions could result in posters being removed and enforcement action taken.

Apply for consent to display a banner or poster from Hampshire Highways

Temporary Event Notices (TENs)

If your event involves a licensable activity, you must submit a temporary event notice (TEN) no later than ten clear working days before the event, or for a late TEN at least five clear working days before the event.

Licensable activity includes:

• Selling alcohol: The sale of alcohol for consumption on or off the premises requires a licence.
• Providing entertainment: This includes live music, dancing, indoor sporting events, plays, film exhibitions, boxing or wrestling, and recorded music.
• Late night refreshment: The supply of hot food or drink between 11 PM and 5 AM.

Temporary Event Notices (TENs) are limited to event audiences of 499 or less.

More information on TENs can be found here: Temporary Event Notices | Test Valley Borough Council

Events over 500 people

For events of 500 persons or more a Premises Licence will be required. Some TVBC sites hold a premises licence for regulated entertainment with specified conditions.

In Andover these sites include:

• High Street
• Pocket Park
• Riverside Park
• Vigo Park

In Romsey sites include:

• War Memorial Park

A separate licence will be required for sale of alcohol, which is not covered.

If your event is on one of these sites and includes regulated entertainment you must contact Test Valley Borough Council to request permission to operate under the existing premises licence.

Other types of Licence

A licence may also be required to permit:

• Street trading Consent
• Charity collections and fundraising
• Exhibition of live animals and raffles
• Tombolas or lotteries (gambling)

More information on the different types of licences can be found here: Licensing | Test Valley Borough Council

Other kinds of licences that may apply include:

• PRS for Music for the playing or live or recorded music
• Media for screening film or TV content

To ascertain whether a licence is required for your event, you are advised to contact the Licensing department within the Council to discuss your proposals.

Email: licensing@testvalley.gov.uk

Telephone: 01264 368013

Traffic management can form a major part of an event and needs to be given careful consideration. The Highways Authority should be consulted at the start of your event planning if your event will have an effect on the highway.

When is a temporary road closure needed for an event?

• If there is a likelihood of crowds spilling onto the highway
• If it is necessary to prevent traffic flow for however short duration to facilitate the event (i.e. a parade)
• If the volume of persons taking place in an event on the highway means that road safety will be compromised
• If it is necessary to control traffic flow by managing the routes available for use (i.e. carnivals)
• If the event involves a march or parade.

Test Valley Borough Council can close highways on behalf of event organisers under the Town Police Clauses Act for special events such as street parties and parades.

For large events consultation with the Council should start around 6 months before the event and in some cases this involves meeting with the Safety Advisory Group. For smaller events on lightly trafficked streets the procedure to promote a closure is much more straightforward.

More information can be found here: Temporary Road Closures for Public Events | Test Valley Borough Council

Please note that the police will not assist with a road closure so you may need to contact a private traffic management company.

Road signs

If you expect people to travel from outside the area, you may wish to consider contacting a motoring organisations to provide directional signs. You will be charged for this service.

Vehicles on Site

You should inform the Council of any vehicles requiring access for the purposes of loading and unloading at the beginning and end of the hired period, as well as any vehicles required to remain on site during the event for any purpose.

Any static vehicles should be included on your site plan.

Wherever possible, vehicles should be restricted to paths and hardstanding, not grassed areas. In Andover High Street, no vehicles are permitted on the Time Ring or the cobbled apron in front of the Guildhall.

Any large commercial vehicles requiring access will be required to provide vehicle weight/loading information.

All vehicle users will be required to act responsibly and must ensure that they use due care and attention when driving on the event site.

Strictly no vehicle movements will be permitted on site during the event hours, with the exception of emergency vehicles. It is your responsibility to ensure that traders and contractors do not attempt to drive on site during the event.

Large scale public events will usually be discussed by the local Safety Advisory Group (SAG) although smaller events may require the involvement of the SAG depending on the event.

The core members of the public events Safety Advisory Group (SAG) comprises senior personnel from various agencies including the emergency services (Police, Fire and Rescue Service and the Ambulance Service), Test Valley Borough Council and Hampshire County Council. The Group is chaired by the Borough Council’s Licensing Manager. When dealing with operational matters the Chair of the Group may also invite persons who can contribute to the discussion e.g. event organiser, licence holder and public transport providers.

SAGs do not have legal powers or responsibilities and are not empowered to approve or prohibit events from taking place. They provide independent advice to event organisers, who retain the legal responsibility for ensuring a safe event. The SAG will advise the event organiser of the outcome of their assessment of the event application. It is the event organiser’s responsibility to take any appropriate action.

What type of events does the SAG consider?

It can be difficult to strike the right balance in deciding which events should be considered by SAG. The guiding principle is that events presenting a significant public safety risk (whether in terms of numbers of people attending or the nature of the event and/or the challenge of the environment) should be considered. However, small events such as village fetes, where large numbers are not expected and/or the event is routine in relation to the activity normally carried out, need not go to SAG.

Some types of event may require you to attend one of the SAG meetings to discuss your proposals. Other smaller events may not require your attendance.

More information can be found here: Planning a Major Event – Safety Advisory Group | Test Valley Borough Council

Site plans are available to download for most TVBC public open spaces. You should use these to create a site plan, preferably to scale.

The plan should also show:

• Stalls, rides, attractions
• Arenas
• Stages
• Marshalling points
• Temporary barriers
• First aid points
• Sanitary facilities
• Point for collection of lost children
• Location of firefighting equipment
• Entrance & exit Points
• Static Vehicles
• Access and exit for emergency vehicles (to be kept clear at all times)

Entrance & Exit Points

Planning your entrance and exit points carefully will minimise risk and disruption during the event, and allow for quick and safe evacuation of the event site if required. Consider the following actions:

• Arrange separate vehicle and pedestrian entrances/exits to the event site where possible.
• Arrange entrance queues so they do not obstruct vehicle access or road junctions.
• Make sure entrances/exits are suitable for pushchairs and wheelchairs.
• Ensure entrances/exits are clearly marked and make sure the entrance is well stewarded and if required, a form of counting is used to prevent overcrowding.
• Exits should be at least 1.2m wide and kept free from obstructions at all times.
• Ensure entrances and exits are well lit if the event runs into the evening.
• Keep car parking well away from the pedestrian areas of the event site. The parking area should be clearly signposted and vehicles should not be permitted to park anywhere else.
• Provide stewards (with torches if necessary) for the car parking areas.
• Except for emergency purposes, ensure there is no vehicle movement in the public areas of the site during the event or as the public are leaving.
• Always allow space for emergency vehicles to enter your event.

Consider the impact of your event on nearby parking provision. Will attendees use public car parks, street parking or are there alternatives?

Check the charges and opening hours for nearby car parks. Please be aware that some car parks may be locked overnight which may impact your staff or attendees.

Information on TVBC public car parks can be found here: Parking & Car Parks | Test Valley Borough Council

It is the event organiser’s responsibility to limit the impact that their event has on the surrounding area and on local residents. This is usually related to noise from music performances or playing recorded music, but could include other activities that generate noise.

Consideration should be given to any element of the event that generates noise that is likely to be heard at any properties in the vicinity. In order to minimise noise disturbance, careful consideration should be given to the positioning of speakers and stages and the duration, start and finish time for the event. Ideally speakers and PA systems should be directed away from the nearest residential properties.

Noise related risks to attendees at the event, including staff, audience and contractors should also be carefully considered.

Depending on the scale and nature of the event, it may be necessary to employ an acoustic consultant to monitor noise levels arising from the event and you may be asked to submit a noise management plan in advance.

Security Staff

Certain types of events will require a suitable level of supervision on the event site at all times. If you require professional security services, all personnel must carry appropriate ID as necessary. For information regarding legal requirements for security at events go to: www.the-sia.org.uk/documents/licensing/sia-security-at-events.pdf

Control Room

If your event is a medium or large scale event it is advisable to consider setting up a control room on the site to:

• Act as a base for any communications systems (not forgetting recharging points for mobile phones and radios)
• Monitor the event, giving an early indication of any problems
• Control any incidents
• Direct resources to deal with any problems
• Recording of any incidents

The control room should be continually staffed during the event and provided with a telephone.

Communications

Many medium/large scale events use radios or mobiles phones as a communication link between the event manager, safety officer and stewards in case of an emergency especially if the event site is large. It is useful if all mobile phones are pre-programmed with any relevant numbers.

Local Police

It is advisable to inform the local police of your event in writing, including estimated numbers, risk assessments, site plan and event safety plan (for medium/large scale events).

More information can be found here: How to tell us about an event or procession | Hampshire and Isle of Wight Constabulary

Every event organiser has a responsibility to develop contingency plans which will guide safe evacuation and emergency response.

Types of incidents requiring a full or partial event evacuation could include:

• Fire
• Accident
• Crowd disturbance
• Bomb scare
• Sudden extreme weather

You will need to consider and identify all emergency evacuation routes in advance. An Emergency Evacuation Plan and an effective Communications Plan between all staff, volunteers, stewards and security personnel will need to be in place before the event. Remember, event organisers are responsible for the safety of everyone involved and could be held personally liable if anyone is hurt or injured because of the organisers’ negligence.

Remember to maintain clear access routes for the emergency services at all times.

Public Address system

Consider using a public address system for announcements and instructions to staff and the public. Larger events may require a system with emergency power backup. For small events a portable loud-hailer may be sufficient.

Contingency Plan

An event contingency plan should deal with issues around the event site and the ability of the event to take place or continue.

Developing and implementing these plans is the responsibility of the event management team. Such plans may cover issues such as:

• What do you do if your event is cancelled prior to its opening?
• What to do in the case of an emergency occurring?
• Who will take what action?
• How you will let the right people know about the emergency? (Consider personal radios, mobile phones, coded messages etc)
• How do you inform your attendees and other relevant people, if the event is to be rescheduled?
• How to use social media to tell people the information quickly?

If an incident does occur you may be asked:

• Were plans in place to manage a major incident?
• Were there enough emergency service resources on site?
• Was there a detailed casualty treatment, management evacuation plan?
• Were the emergency plans properly published, explained and practiced?
• Was there a clear chain of command and control?
• Were communications between key personnel and the crowd adequate?

Marquees and Temporary Structures

If you choose to use marquees and temporary structures, including stages and lighting columns etc, they must be capable of withstanding wind forces and bad weather conditions. They should be erected by competent persons, and subcontractors must supply certificates of compliance.

See the Health and Safety Executive website: Event safety - Temporary demountable structures (hse.gov.uk) for further information.

Test Valley Borough Council require a list of all marquees and temporary structures used at events, including contractor details and location on a site plan.

Gazebos

Gazebos should be suitable for withstanding wind forces and must be weighted or pegged down. It is recommended that domestic garden gazebos are not suitable in adverse weather conditions.

Electrical Provision

If your event requires the use of electric power, you as the event organiser, have the responsibility to make sure that all electrical equipment is safe for the public and staff.

Here are a few points to consider:

• The whole installation, including wiring and any generators, should be installed in a safe manner by a suitably qualified contractor. They should provide a written certificate (NICEIC or ECA) to prove this.
• The electric supply needs to be protected by a suitable earth leakage device or residual current devices (RCDs).
• All cables should be of the correct rating for the load. The insulation needs to be clear of defects and the correct type of connectors need to be used for external use.
• All cables should be positioned so they do not cause a trip hazard or other hazard.
• All electrical equipment used at the event must be in a safe condition and suitable for that type of use, i.e. in the open air where it may get wet.
• PAT test certificates should be acquired for all electrical equipment in use.

On Site Power

If the site you are using has an event power supply you can request use of this as part of your event booking. Arrangements will need to be made for you to access the power on the day. You may be charged for this service.

Generators

• Any generator being used should have a certificate to show it is electrically safe.
• Any generator or other electrical equipment should be safely cordoned-off to prevent unauthorised access.
• Only silent generators will be permitted.
• Generators should be supplied and operated by a reputable contractor.

Waste Management

You will be surprised at how much rubbish your event will generate. It is your responsibility as the event manager to provide an adequate number of litter bins throughout your event site, make arrangements to regularly empty the bins and to satisfactorily dispose of the rubbish at the end of the event. Don’t forget to undertake a litter pick of the grounds after the event has finished.

Test Valley Borough Council can provide event litter bins for non-profit community events on request. There is a charge for this service, which includes delivery and collection. More information can be found here: Event Litter Bins | Test Valley Borough Council

Commercial events should source an alternative registered waste carrier for their event. You will need to obtain a waste transfer note from your waste contractor.

The first aid provision needs to be proportionate and suitable for the number of people attending your event and the type of event you are planning to host. Basic services for first aid should always be available, ideally with a dedicated first aid area for any treatments.

At smaller events such as summer fetes there should be at least one qualified first aider present and an area suitable for first aid treatment, including a supply of water as this will minimise the impact on local NHS services. A first aider is a person who holds a current certificate in first aid from any of the three voluntary agencies: St John Ambulance, British Red Cross or St Andrews Ambulance Association (or other recognised bodies or organisations).

Remember that medical provision should be provided for the full duration of your event, including build up and break down.

NB: The holding of a Health and Safety at Work or three-day First Aid at Work certificate does not necessarily qualify a person as competent to administer first aid to the public at events.

Toilets and Handwashing

It is important to make sure that there are enough toilets for the number of people expected to attend your event, including people with disabilities. You should also provide baby changing facilities wherever possible. It is best to use mains-connected toilets but you may need to consider temporary toilet units for your event.

Arrange for all the toilets to be serviced regularly to keep them fully operational, clean and hygienic throughout the event.

Remember to provide directional signs to the toilet facilities and provide adequate lighting, particularly if your event continues into the evening.

You should also bear in mind odour when considering where to site them.

For events with a gate opening time of 6 hours or more

• Female: 1 toilet per 100 females.
• Male: 1 toilet per 500 males, plus 1 urinal per 150 males.

For events with a gate opening time of less than 6 hours duration

• Female: 1 toilet per 150 females.
• Male: 1 toilet per 600 males, plus 1 urinal per 175 males.

Where possible, locate toilets at different points around the venue rather than in just one area to minimise crowding and queuing problems.

Toilets should also be provided with hand washing facilities, including hot water and soap and towels, particularly any facilities that are provided for food handlers.

Preference should always be given to providing warm-water hand-washing facilities and adequate supplies of suitable soap. This is the most effective means for cleaning hands. Antiseptic hand wipes or bactericidal soap/gel can be provided, however organisers should be aware that these wipes may only be effective when hands are not visibly contaminated (for example, by mud). Hand washing facilities should be provided at between 1 per 5 to 1 per 10 temporary toilet units and there should also be suitable hand drying facilities. If paper towels are to be provided, arrange for regular disposal and restocking.

Unisex accessible facilities should be provided on ground level without steps. At least one accessible toilet with hand washing facilities should be provided for every 75 disabled people expected at an event.

For further details on sanitary facilities provisions refer to BS 6465: Part 1 2006 or the Purple Guide.

Drinking Water

Consider making free drinking water available on site, especially for event staff, contractors and volunteers. This is particularly important in the summer months.

Wherever possible, try to avoid the use of single-use plastic by promoting a refill scheme, using reusable cups, or cans instead of plastic bottles.

Just over 20% of the population report having a disability. Take time to think about what you may need to put in place to increase access to your event. Disability isn’t just about wheelchair users, it can include hidden disabilities, mental health, learning disabilities, neuro-diverse, visual and hearing impairments.

• Do you need to adapt any infrastructure or put some in place (ramps, viewing platform, quiet space, accessible toilets) to ensure access?
• Are your staff trained? Knowledge about language and behaviour helps develop skills and confidence. Are staff aware of what is being provided?
• Is your advertising clear? Is all the information available that will assist people with disabilities to attend, such as accessible parking, where there are steps, gradients etc? Most disabled people conduct more prior research before visiting a venue.
• If you have put things in place to increase accessibility, don’t forget to tell people, and make sure you are advertising this in places the relevant people would access this information.

You could ask a local disability group to assist in your planning, or appoint an Accessibility Champion to be trained and to advise and assist.

It is your responsibility to ensure that all stallholders attending your event have the correct insurance, licences and risk management procedures in place. This includes market traders, food and drink vendors, and entertainment providers. It is recommended that you request documents as evidence.

Food & Drink

The food and drink vendors that you choose are required by law to be registered with a local authority. TVBC will refuse permission to any food business that is not registered with a local authority or awaiting their first inspection from a LA, nor any who have a low food hygiene rating (i.e. 0, 1 or 2).

If you are having food vendors at your event, you should request the following documentation from them:

• Risk Assessments & Method Statements (RAMS)
• Evidence of what food safety management system they use (e.g. Safer Food Better Business, NCASS)
• Gas Safety/PAT test certificates (if appropriate)
• Food Hygiene Training Certificate
• Local Authority Registration
• Food Hygiene Rating (Recommend 4 or above). You can also look these up using the following website: Search for ratings | Food Hygiene Ratings

Food (Non Vendors)

Community groups holding a one-off event and selling/providing food do not need to be registered with the local authority. However, a risk assessment should be completed, including making people aware of ingredients in case of allergies, safe food handling and storage, etc. – See guidance on Providing food at community and charity events | Food Standards Agency

BBQs (Non Vendors)

Permission for BBQs is dependent on location; not all sites are suitable.

Any events including a BBQ must have necessary Public Liability Insurance and fire risk assessments in place.

Anyone putting on a BBQ must also follow the guidelines set up by the fire and rescue service: Barbecues - Hampshire & Isle of Wight Fire & Rescue Service

TVBC may request a list of all concessions attending your event at any time and can refuse permission to any concession that fails to meet required standards.

Please be aware that an Environmental Health Officer may arrive unannounced on the day of your event to check all regulations are in place.

As the event organiser, it is your responsibility to check that all entertainment providers meet the required industry standards. You are responsible for checking they have the correct insurance, safety certificates and licences in place.

You will be required to provide Test Valley Borough Council with a list of entertainment suppliers as part of the booking process.

Inflatables

PIPA (Pertexa Inflatable Play Accreditation) is a national scheme dedicated to the safety of inflatable play equipment. Bouncy castles and other inflatable play equipment is required by law to be inspected every year and should be issued with a PIPA tag and PIPA certificate to demonstrate it meets industry standards. See www.pipa.org.uk for further information.

Funfair Rides

If you plan to use a funfair, you must make sure that you receive all insurance and APDIS (Amusement Device Inspection Procedure Scheme) documentation from the funfair company. All fairground equipment must comply with the HSE document “Fairgrounds and Amusement Parks - Guidance on Safe Practice” (HSG175).

Fireworks

Fireworks should only be undertaken by a qualified person or professional private contractor. For further information, please consult the Health and Safety Executive: www.hse.gov.uk/explosives/fireworks

Sporting Activities

Depending on the nature of the activity, suppliers may be required to hold a higher level of public liability insurance. Test Valley Borough Council will contact you if this is necessary.

Live Animal Exhibition

Exhibitors of live animals must hold a valid licence and have a risk assessment and public liability insurance. TVBC will require evidence of these documents at least 6 weeks before your event.

Risk assessment must follow ‘Preventing or Controlling ill health from animal contact at visitor attractions industry code of practice’.

It is your responsibility as the event organiser to take steps to safeguard children and vulnerable adults from harm. If the target audience of your events includes children and families this is particularly important. It may be advisable to have a safeguarding policy in place.

Simple safeguarding steps you can take include:

• Use DBS checked staff and stewards.
• Avoid lone working.
• Give clear messaging to your attendees if children require accompaniment by a supervising adult.
• Avoid taking close up photos of people of any age, without their permission (or the permission of a parent/guardian for under 18s).
• Have a lost child procedure in place.

Lost Children

It is advisable to provide an area where enquiries can be made about lost children and lost property. Ensure it is well publicised, signposted and easily identifiable. It may be useful to provide wristbands for children at medium/large scale events onto which parents/guardians can write down their contact number in case of a lost child.

A clear lost child procedure should be prepared for your event, and shared with all event personnel in advance.

Key safeguarding considerations:

• Make sure that you DO NOT pass on the information about a lost child or vulnerable person to the members of the public.
• Use DBS checked staff or stewards in child liaison roles.
• Avoid any member of your event team being alone with children or vulnerable people for any reason or length of time.
• Avoid giving food and drink, other than water, to a lost child or vulnerable person in case of allergies.
• Keep a record of any incidents, including contact details, even when a child is re-united with a parent or carer.

It is important to evaluate your event to review what went well and what could be improved if you want to run the event again. Think about who needs to be involved and create some time for this after the event.

You should also think about what feedback to gather, from whom and how/when you will collect it.