Erewash Borough Council

Event management guidance notes

What do you need to do?

  • Ensure that the site is suitable for the type of event. Consider whether the entrances and exits are suitable for the numbers attending and vehicles needing to enter/exit. Check that the ground of the site is suitable for example level and whether grassed or hard standing.
  • Complete the Outdoor Events Booking Form – Provisional Enquiry and return to the address at the top of the form.
  • You should ensure that you provide sufficient notice of your event. The amount of time that needs to be set aside for planning will be dependent upon the size, type and duration of the event.
  • After providing the initial details you will be advised in due course in writing whether your event has been accepted.
  • If you intend to carry out any ‘ licensable activities’ as detailed within the booking form you should contact the Licensing Section at Long Eaton Town Hall as soon as possible (see contact details within the Terms and Conditions). A delay in contacting the Licensing section may result in the activities not taking place and or prosecution for an offence(s) of carrying out unlicensed activities.
  • If your application is successful you must provide all information and forms as requested.
  • If your event is accepted you must read the Terms and Conditions as you will be required to sign the completed events form to say that you have read and understood these.

Health and safety management

The organiser and/or landowner are responsible for safety at public events.  Regardless of whether it is managed by an individual, volunteers or professional event staff, they have a responsibility to protect the health, safety and welfare of anyone who may be affected in any way by your event.  The organiser is to plan all arrangements and liaise with other organisations such as the local police and other emergency services in order to take action to manage the event safely. 

Health and safety information for events is available at: hse.gov.uk/event-safety

Guidance on completing the outdoor events booking form

Event Details

Please provide a brief description of the proposed event which should include:

  • Events taking place on site
  • Anticipated numbers (if over more than one day please indicate anticipated numbers each day)
  • Map – detailing access/egress, event control, first aid point, toilets, disabled facilities, stalls/attractions, fire safety equipment.

Booking Details

Please provide details of when you wish to gain access to site for setting up (key access may be required).

Please provide the date(s), start time and end time of the event.

Please state when you will leave the event site.

If you are a registered charity please provide the registration number.  Erewash Borough Council reserves the right to validate the registration.

Disabled Facilities

Please outline arrangement for disabled people such as reserved parking, access, viewing areas, mobility scooters available.

Additional Information or Requests

Please provide any additional information that you think is relevant or list any additional requirements.

Promotion

If you would like Erewash Borough Council to help promote your event please give brief details which might include: entrance fee/free, car parking charge/free, target audience.

Please provide any images from previous events that would help us to publicise your event.

Before you return the form:

  • Have you provided necessary information, for example maps and site plans?
  • The level and type of stewards. They should be over the age of 18 and where necessary be SIA (Security Industry Authority) trained.
  • Make sure all staff, performers, organisations are briefed fully and understand their responsibilities.
  • Appropriate communications systems are in place between key people on site.
  • That communication can be heard throughout the site for emergency messages.
  • Are crowd control barriers required?
  • Can the emergency services gain access to and through the site – the Fire Service will only go onto site via hard standing?
  • Are there any temporary structures such as Stages, stalls, marquees, bouncy castles etc.
  • Do you require additional facilities/arrangements such as Signage, toilets, lost property/children, noise control, parking.
  • Litter control.
  • Contingency plans for extreme weather conditions including cancellation details.
  • The need for possible road closures.
  • Security arrangements such as for those handling money.
  • Designated areas for contractors’, performers’, and exhibitors’ vehicles.
  • How do you monitor the bar (if appropriate) for underage drinkers.

Please note the following:

Litter collection, water, gas, electricity, grounds maintenance may incur a charge. Please check with the supplier before the event.

Good Luck with planning your event. Should you require any further information please do not hesitate to contact the Events Officer; Helena Richardson This email address is being protected from spambots. You need JavaScript enabled to view it.