Craven District Council’s

Event Management Guide

From top clockwise: 3 Peaks Cycle Race – Simon Fell Ingleborough; Start of the 3 Peaks Fell Running Race; Beacons Festival; Hope & Social: The Band Anyone Can Join at Grassington Festival; Mara Menzies at Settle Stories. Background image: The Joshua Tree by Philippa Troutman.

CONTENTS We suggest you read the overall document Events Guidance, then look at the more in-depth guidance and templates. Contents Accident Report Form Alphabetical Event Check List Child/vulnerable adults Protection Policy Child/vulnerable adults Protection Form for Event entertainers etc Events Guidance including Event Management Plan Evaluation Form Event caterers, exhibitors, entertainers etc contact details form Fire Safety Fund raising Health and Safety Policy How to write a press release Introduction Licenses and Temporary Events notices Marketing Outdoor and Mobile Catering guidance Outdoor and Mobile Catering checklists Photographing Children guidance Photography permission form Risk Assessment Guidance Risk Assessment Forms Road Closures Safety Advisory Group Safety Inspection Checklist If you are holding an event on Craven District Council land, including Aireville Park, please also read/complete Event Application form Aireville Park byelaws

Page number 7 61 9 11 3 13 15 17 19 25 27 2 31 33 35 41 45 47 49 53 55 59 57

77 81

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INTRODUCTION Thinking of running an event? There are many guidelines out there but we have tried to pull together the most relevant information for you in this short handbook which includes templates, information about policy documents, and useful websites. We also recommend that you read the information at www.hse.gov.uk/event-safety/running.htm

This Guide is to provide general guidance only and does not constitute legal advice. The Council has worked hard to provide a comprehensive Event Management Guide but it should not be seen as a complete or authoritative statement of the law. It is the responsibility of event organisers to ensure that they fully comply with the law in place at the date of the event. The Council is not responsible for the content of external websites referred to in this Guide.

You may advertise your event for free via the Council’s Craven Events website www.cravenevents.org.uk If you need to talk an idea through, these Council Officers may be able to help: For Arts events – Arts & Exhibitions Officer – [email protected] 01756 706408 For Sports events – Sports Development Officer – [email protected] 01756 706391

Craven District Council wishes you every success with your event. 2

Events Guidance We have worked across a number of council departments and researched on numerous websites to compile this Events Guide. We hope you find it useful, although please be aware this guide doesn’t constitute legal advice. We have included guidance sheets and Form templates which you can use, or you can devise your own. We wish you every success with your event. Before you start… What do you want to do? What kind of event are you thinking of? How long will it last? How many people do you think will come? Will your event include anything which might add extra complications, like live animals or water sports for instance? Try and describe your event in an appealing way, in 20 words or less, and keep this description the same for all publicity material through websites etc so you get a really strong core message about what your event is going to be. Why? Is your event because you want to promote a particular activity (theatre, music, cycling) in your area which does not exist already? Is it because you want to get the community working together on a joint project? Do you want to raise money for something? Be clear about what you’re doing it for before you start, and work with the end in mind. If someone else is already doing something similar to your event, would it be better to work together for a bigger and better event rather than two small ones even though this might mean compromise? Who with? You might want to work with the whole community, but in reality that will often be just a small number of people. Make sure that your team is open and inclusive (and not viewed as a clique) and that there is a way for people to be involved in a variety of ways – see the Making it Happen section for ideas. Where? If you do not own the land or property where your event will take place, make sure that you have booked the space and gained permissions for your activity before you do any publicity or spend any money. Think about access, not just for people in wheelchairs, but for people who cannot stand for long periods, or who are hard of hearing, or visually impaired. Consider public transport routes and times and how these fit with your event, as well as car parking spaces. If your event is outside, think about the terrain 3

– water hazards, the type and condition of the ground, overhead power lines etc. If you’re in the Yorkshire Dales National Park there may be additional considerations too. Dates, times One of the reasons you might be putting on your event at a particular time of the year is to extend the tourist season, or to make the best of the weather. You need to think about who else is doing what at that time, so that you complement each other rather than compete with each other. Talk to other similar events organisers and see if you can do joint marketing and ask for advice – what works, and what doesn’t. If your event is happening over two days, what happens to the marquees etc overnight - will having a two day event incur a lot of extra expense for security? Do you need lighting for the evening? Will there be a lot of noise/loud music and if so, think of the neighbours when you’re working out a finishing time. Try and ensure that the event can be reached by public transport – this might make a difference to your start and finish times, or consider supplying transport. What constitutes success? When you look back at your event, what will make you feel good about it? The number of people who came? The professionalism/quality of the performers? The wide range of ages who attended? The people from your local community and/or visitors who came? The amount of money raised? Work out what will make the event feel a success in your eyes and agree these with your fellow event organisers/planning committee. Making it happen THE TEAM An events team needs to have a balance of people with different skills. Most people have a combination of personality traits but these might break down to: 

 



Someone who has lots of creative ideas – but doesn’t really like dealing with details – they may be best being the creative director, coming up with ideas for the events and marketing but not necessarily the person expected to make those ideas come to fruition Someone who puts people first and foremost – this team member might be best at recruiting and organising volunteers Someone who works best with lists and plans – this person will be good at organising logistics, booking performers, checking that toilets and equipment has been booked and arrived, carrying out risk assessments, financial planning etc Someone who likes leading – this person doesn’t mind being unpopular to make the event happen and will drive it forwards, but also needs to listen to the rest of the team. 4

It’s important that a team has a balance of people with a range of qualities and that each approach is valued. Ask team members to volunteer for roles, to give people the chance to play to their strengths. If you find you have too much to do and not enough people to help you, try to expand your team if you can. It’s important that people not currently in the team know how to get involved and that the team encourages new blood, otherwise all events fall to a small number of the same people within a community - which is not good for succession planning or for new ideas. New members need to be heard, and if at all possible, try and implement their suggestions. The Team must have at least an Event Manager, and an Event Safety Co-Ordinator. Write down the organisational structure for your event, naming the individuals who will take responsibility for each aspect of the management of the event. THE EVENT MANAGEMENT PLAN The event team needs to compile an Event Management Plan for the event. A comprehensive Event Management Plan makes sure that if the Event Manager is suddenly absent, the event can still go ahead as planned. It therefore needs to be very thorough and detailed. An Event Management Plan also makes it clear to the owners of the land who is doing what. You need to include       

The name, date and location(s)of your event Your definition of the aims and objectives for your event The structure of your event management team The names of your Event Manager and Event Safety Co-ordinator A list of the component parts of your event Paragraphs detailing how each component is to be managed Risk Assessments for your event and all associated activities

It is at this stage in your planning that you will need to ensure you have enough knowledge and expertise to manage your event safely and effectively. If you are concerned about anything, see if you can contact another event organiser locally who may have dealt with this problem before, or speak to the relevant person at the Council. Evaluation If you have already worked out why you are holding your event, and what makes it a success, evaluation becomes much easier. Evaluation is always worth doing – it helps you to improve for next time, and it shows external organisations – funding bodies and 5

corporate sponsors – that you know your target audience. You can use your evaluation to produce a short report about the event which you can email to everyone who helped make the event happen, and you can use as the basis for the next event you plan, as well as helping you to raise funds in future. If these are your criteria of success:     

Numbers attending Quality of performers Wide range of ages Local people and visitors who came Money raised (tickets sold)

You could capture the numbers attending by how many tickets you have sold, or if someone has a clicker at the entrance gate, or if every person is given a raffle ticket when they come through the door. The quality of performers is partly worked out by where they have performed before, and by audience feedback via an evaluation form (see below). Wide range of ages – include an age section on your evaluation form if this is important to you – there are ways to do it that are more sensitive than just asking someone how old they are! Local people and visitors who came – again, an evaluation form will hopefully provide you with this information if you ask for postcodes only, or even just the first section of the postcode BD23 or LS11 for instance. Money raised/tickets sold – you should know how much you raise as part of your budget control, so this element of evaluation should be relatively straight forward. It is worth giving someone the task, right from the beginning of the project, to take care of the evaluation part of the process. Best practice is also to pull together a concise, illustrated, post-event report which can be sent to all those who volunteered, sponsored, supported or funded the event. You can use the Evaluation Form template within this pack, or devise your own. Doing it all over again Try and write down what worked, and what didn’t, pretty soon after the event. Don’t forget to congratulate yourself and celebrate your successes. Then, start fundraising again…

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Accident Report Form You need to complete this form if any one suffers a personal injury or loss at your event. If your event is on Craven District Council land or property, you will need to provide copies of the Accident Report Forms to the Council. Make sure the person who completes the form must be the event organiser or an event representative NOT the person suffering the loss or injury. Event Name Event date INJURED PERSON DETAILS Name Address Post code Tel No Mobile Date of birth How are they connected to the event? Employee Volunteer Exhibitor Public Other (please specify)

Contractor

Member of the

DATE AND TIME OF ACCIDENT/LOSS Date & time reported Person reported to Do you have an Accident Book? YES/NO Is this incident recorded in it? YES/NO DETAILS OF INJURY/LOSS Specify injury details eg left or right side etc, and/or loss or damage

PTO 7

DETAILS OF ACTION TAKEN/FIRST AID GIVEN

Assisted by event representative First aid administered by Ambulance called YES NO Name and address of hospital Taken home

Taken to Hospital

YES NO

YES NO

CIRCUMSTANCES OF ACCIDENT AND LOCATION OF ACCIDENT

NAME, ADDRESS, TEL NO OF WITNESSES

PERSON COMPLETING THIS FORM Name Address Post Code Tel No /Mobile Signature 8

Child and Vulnerable Adults Protection Policy Your organisation should have a Child and Vulnerable Adults Protection Policy. If you do not have one already, go to this website https://thecpsu.org.uk/help-advice/put-in-placestandards-and-policies/ which will help you put together a very good child/vulnerable adults protection policy. Although it is written for sports activities, the policy information on this website is equally applicable for arts and community events. These policies are to protect not only children and vulnerable adults (including for instance adults with dementia), but all those involved in putting on events, and volunteers, so please do undertake this piece of work well. It is not enough to write a policy. Now you need to copy it and make sure that all members of your events team, and all those involved in the event, are aware of it. For instance, it is important that anyone involved in transporting children/vulnerable adults are aware of the contents of the policy, and if a child/vulnerable adult tells them something worrying, what to do about it.

The Criminal Records Bureau (CRB) and the Independent Safeguarding Authority (ISA) have merged into the Disclosure and Barring Service (DBS). CRB checks are now called DBS checks. You need to check if you or members of your team need DBS checks. All the information is here http://www.safenetwork.org.uk/help_and_advice/Pages/event_r esponsibilities.aspx Small organisations who only need a few DBS checks a year, can apply via an umbrella organisation. Craven District Council is an umbrella organisation and charges a small administration fee per application. Contact Craven District Council via email [email protected] or by telephone 01756 706210 for more information.

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Child and Vulnerable Adults Protection Form Please make sure you complete the parts of the form in bold black. Then give a copy of it to all outside groups/performers/service providers and ask them to complete the parts in blue and return it to you before the event. Name and date of Event

Name of Child/Vulnerable Adults Protection Officer for this event

Contact details

The Child/Vulnerable Adults Protection Officer for this event, on the day of the event, will be available (where? – please give details)

Does your organisation have a Child/Vulnerable Adults Protection Policy? YES / NO If yes, please attach a copy. Are there any specific measures that you have decided to take to safeguard children/vulnerable adults who attend your part of this event? If this includes risk assessments, attach copies to this form.

Do any members of your team have current DBS checks? YES/NO If yes, please specify.

Are you clear about the Child/Vulnerable Adults procedures for this event? If not, please contact the Protection Officer named above. 11

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EVALUATION FORM - sample

Evaluation is always worth doing – it helps you to improve for next time, and it shows external organisations – funding bodies and corporate sponsors – that you know your target audience. You can use your event evaluation to produce a short report about the event which you can email to everyone who helped make the event happen, and you can use it as the basis for the next event you plan, as well as helping you to raise funds in future. Please change the questions below so that you are evaluating the success criteria of your own event. But keep the format similar so that people mainly have to tick boxes or circle numbers – they are more likely to fill them in. It’s also worth asking people if they stayed overnight or spent money locally so that you can show your event’s contribution to the local economy.

NAME AND DATE OF EVENT 1.

How many people are in your group?

2.

In your group, how many people are:

-

1

2

3

4

5

Under 16

1

2

3

4

-

Between 16 and 24

1

2

3

4

-

Between 24 and 60

1

2

3

4

-

Over 60?

1

2

3

4

6

(These ages roughly coincide with child, student, working age, retired – but change the age ranges if you have reasons to do so) 3.

What is the first part of your postcode?

BD23

4.

If you do not live locally, did you pay to stay overnight somewhere near here? NO

5.

Apart from at this event, have you spent money locally?

6.

How many acts did you see? 6

1

7.

How many activities did you take part in? 6

1

8.

Would you recommend this event to a friend? YES

NO

9.

Would you come again?

NO

10.

What marks would you give us out of 10? (1/10 is terrible, 10/10 is fantastic) PTO

YES

BD24

Other (please write) YES

YES

NO

2

3

4

5

2

3

4

5

13

11.

What was the best, and what was the worst, bit of this event?

12.

Any other comments – please write here and overleaf.

Would you like to have your name added to our email list so we can keep you informed of forthcoming events? If so, please print here

Thank you very much for completing this evaluation form. Please give it to the steward on the way out/ post into the box on table near the exit – give guidance how to return the forms, but don’t expect people to return them by post, they won’t. You might want to add COMPLETE THIS FORM AND WIN A BOX OF CHOCOLATES! If you choose to supply your email address we will automatically enter you into a prize draw to win a box of XXX chocolates (or some other product supplied by a sponsor or made locally etc). You also need to include data protection wording here eg Your email address will be solely for our use, to inform you of future events. We will not pass your details on to anyone else.

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Event caterers, exhibitors, entertainers etc contact details You need to have contact details, insurance details and health and safety documents for all the people involved in providing services on your event site – caterers, performers, entertainers, inflatables/marquee/fairground providers, dance groups, bands etc. You must make sure all involved have appropriate Insurance and Health and Safety documents well before the event. Event name Event date Name of Type of company/organisation activity

Example Mr Tubby

Bouncy Castle

Insurance Health & details Safety attached? documents attached? NO

YES

If NO, why not? Action taken? Renewing insurance; expected 13/7 Chase up 14/7

15

Name of Type of company/organisation activity

Insurance Health & details Safety attached? documents attached?

If NO, why not? Action taken?

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Fire Safety

You must consider fire safety as an important part of your event planning. You need to consider how you will     

Identify fire hazards Identify people at risk Evaluate, remove, reduce and protect from risk Record, plan, inform, instruct and train Review.

For information and advice, and to check that you have covered everything, please go to the North Yorkshire Fire and Rescue Service website www.northyorksfire.gov.uk. If you go to this link www.gov.uk/government/uploads/system/uploads/attachment_data/file/14891/fsraopen-air.pdf you can download more helpful information and advice and risk assessment guidance. Use the ‘Ask us a question’ function on the website to send an email. Or you can telephone the North Yorkshire Fire and Rescue Service (West Area Office) on 01423 857840. It is much better to make sure you have covered everything fire-related at the beginning of your planning than have a last minute fright, or worst of all, a fatality.

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So far as the law is concerned, it is now the duty of the responsible person to carry out a risk assessment of the premises with regard to the provision of suitable fire safety measures specific to the layout and use of the premises. The Regulatory Reform (Fire Safety) Order 2005 (RRO) applies to all non-domestic premises in England and Wales. Even if the event you are running does not fall under the RRO, you should still consider fire safety as an essential part of your planning.

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Fundraising 1. 2. 3. 4. 5. 6. 7. 1.

Set up a fundraiser or fundraising group Make sure you’re ready to be funded Decide what you need funds for Make a Budget Think about your local links Write funding applications Follow up

Set up a fundraiser or fundraising group

Ask your team members if anyone would like to volunteer to fundraise. Fundraisers can be good at enthusing about the project in person; or good at writing things down. Both sorts of skills are needed, but fundraisers need to work out a plan of attack and commit time and energy to it. It is best if fundraisers are not married/partners, and not related to each other so that if there is any opportunity for embezzlement it is more likely to be picked up. (This might seem really unlikely, but it can and does happen.) 2.

Make sure you’re ready to be funded

You need to show potential funders that you are organised and can manage money and projects efficiently. Ideally your organisation should have a constitution which sets out your aims and how you operate. Contact Craven CVS www.cravencvs.org.uk if you need help with this or any of the other issues raised in this section. You need to have a bank or building society account in the name of the organisation before you start to fundraise. You need to have three signatories (people who can sign cheques on behalf of the organisation) and you must have two people required to sign each cheque. You also need to work out a system for online payments, to make sure that no one member of the team can spend money on the project’s behalf without other team members knowing. Sometimes this happens with no malice intent, the individual is doing what they thought was best, but the organisation still suffers financially. If your organisation is very small or new it may be acceptable for you to get a larger community organisation to manage your funds for you. For instance, if you want to run a one-off street party, and that’s all, your Parish Council might be prepared to manage the funds for you and allow any fundraising money to be paid into their account. If this is the case, your treasurer needs to take careful notes and a spread sheet of any money 19

paid into and taken out of the larger body’s accounts to ensure everyone agrees on income and expenditure. If you use stationery, make sure you have a letter head including contact details and a charity registration number, if you are a charity. If you use emails, agree on a signature strap line for any emails sent by individuals on behalf of the organisation. You should also be sure that you are ready to manage the amount of money you will request, and that you will successfully complete the work or project that the funding is for. 3.

Decide what you need funds for

You should be clear about what the event is going to be, and why you are doing it. You will need to know when the project starts ie when any money is spent on the project, and ends. Decide when you need the money for – this is crucial – as you can’t put in a funding application for money you have already spent. Usually you need to start writing funding applications SIX MONTHS BEFORE YOUR EVENT, so that if you don’t get the money the first time around, you still have time to reapply or apply elsewhere. Is the money you need for Capital or Revenue expenditure? Capital means items of equipment that you usually pay a fixed one-off amount for - a building, a computer, a vehicle, for example. Revenue is on-going costs like wages, rent, expenses, bills, core funding. Events usually need revenue funding and sometimes some capital funding. Your costs might include               

Project manager and/or creative director and/or volunteers manager and/or other members of staff Spending on artists fees (including street performers, musicians etc) Workshop materials Barriers for people/traffic management Licenses (Temporary event license, alcohol license, road closure costs) Printings costs for brochures, programmes, posters, flyers, tickets and stationery Advertising and publicity Room/venue hire (possibly including piano tuning) Bar and refreshments costs and overheads (including drinks, food, staffing costs) Box office system Technical costs (for stage assembly, lighting etc) Marquee hire Stage hire Exhibition board hire IT costs (might include buying a laptop and/or software) 20

     

Website development Wristbands Additional seating/furniture hire Postage Generator hire Contingency for unexpected costs

These are all revenue costs. 4.

Make a budget

Budgeting is simply putting amounts to all the things you'll need to spend money on. Don't underestimate how long it will take to do and start working on the budget as soon as you can. Budgets aren't simply there to help your group raise funds - they are your guide to show you if you are spending your money as planned. Every time you have a management meeting, the treasurer should bring an up-to-date copy of the budget for you to see, to make sure you are not over spending and you have enough funds to complete your project. Budgets should not be guesswork - get as near as you can to the actual amounts you will have to pay. For example: get quotes for building work, get exact prices for equipment, ask how much rent people pay for similar offices to yours, find out how much people get paid for the kind of posts you want to fund, ask performers how much they will cost etc. Don't forget to include expenses like training (for staff, volunteers, management committee members), National Insurance and pension contributions for paid staff, inflation in future years, volunteer expenses, VAT on goods, services, repairs, renewals, insurance etc. There are basic costs that nearly every group has, such as postage, stationery, rent, electricity and telephone bills. There may be other costs related to the work your group does, such as transport or catering. Don't forget to include in your budget realistic amounts for contingencies and reserves. Funders will know if your budget is not accurate - your figures will be too rounded, or unrealistic. A properly worked out budget is one of the most important elements of successful fundraising. Some funders will only make grants for capital costs (office equipment, buildings, etc.), while others are prepared to fund revenue costs (salaries and other costs associated with running the organisation or project). Divide your budget up in this way, in order to help you decide which funder to approach for what. 21

Your budget should include what you plan to spend, but also what income you expect. This may come from        

Ticket sales Bar and refreshment sales People paying for advertising space in your publicity material Payments from caterers etc for pitches Sponsorship Raffles and other fundraising activities Grants and Trusts income Public funding (Parish council, Craven District Council, Lottery funding)

Or your income may be In Kind, which means that you are getting goods and/or services free of charge or at a reduced price. For instance, if you need a website which would normally cost £1,000 but someone who is a professional website designer but also sits on your management team is prepared to do it for half that price, your cost would still be £1,000; but your income would be split into £500 cash needed and £500 contribution in kind. If you need scraps of fabric, wool etc for your workshop materials, you write the cost of those materials (say £40) into your budget. But if someone gives you enough scraps so you don’t need to buy any, you can write £40 in kind. Your budget expenditure costs should equal the same amount as your income + in kind costs. By including the items/services you get for free, you get a genuine idea of how much the total project costs. If you need to apply for funds, it helps show funders that you have been proactive in raising as much money as you can from other sources. When you write an application you will often be asked if you have match funding – Income that you generate yourself + in kind income = match funding. 5.

Think about your local links

When you have worked out your budget, think about where you might get goods, services or money from locally.    

You might be able to get some items just by asking local people via parish magazines or the local press. Someone locally might have a hidden talent in web design, or can manage your Facebook page and Twitter feeds for you. You may get sponsorship from local companies, or products which you can raffle. Sometimes organisations will pay for advertising space in your publicity materials, or they will give you a donation in exchange for their company logo being included on your publicity material. 22



If you have a Chamber of Trade you could talk to them about ways in which your activity could promote the shop/business owners in your town in exchange for a grant. There may be another charity/estate owner who owns land near your event who might be happy to sponsor you, jointly promote your event, or join in with the delivery of it. More information about corporate sponsorship is available here http://www.charitychallenge.com/pdf/corporate_sponsorship.pdf





6.

Write funding applications

First, identify the funder who has the same aims and objectives as you do. Don’t try to squash your application into a shape that doesn’t fit it. The Big Lottery fund is a good place to start www.biglotteryfund.org.uk – click on the Funding button at the top of the home page. The key point for Lottery funded projects is that you have to prove a need for a project. This is sometimes quite hard if you are putting on an event that is more of a ‘want’ than a ‘need’. However, if you have social problems in your village – for instance the young people and the old people don’t get on - it might be that your event could address this problem through community activities/arts/heritage/sports, and that your project is therefore needed for reasons other than just having a good time. You will also need to be able to show how your project made a difference. An excellent search engine, for which North Yorkshire County Council pays a subscription so that Craven residents can use it free of charge, is Grantnet www.grantnet.com . This search engine takes you through a series of questions, teasing out what your organisation and project is like and giving you a list of possible grant givers. When you get the list of grant givers, it’s best to copy and paste the list into a Word document immediately; otherwise you tend to get timed out of the search engine. There are also some informative downloadable guidelines on the Grantnet website giving you more information about how to write a successful grant application. Usually there is an application form that you need to complete, but sometimes you are asked to write a letter about your project. Refer to the trust's guidelines before you start. Your letter should include:  

Project title What your organisation is (and what it does). Make sure your organisation’s website is up to date – it will be the first place funders check for more information and to check your credibility. 23









7.

A clear summary of your project - why it is needed, why something needs changing, who will benefit and how, how much it is costing and the amount you are asking for. It should be clear why your organisation is delivering the project and not someone else. How you plan to carry out this work - what results you expect to see, where it will take place, how the project will be managed, monitored and evaluated. You should include outputs (there will be three ‘How to use a mobile phone’ workshops) and outcomes (young and old people will develop mutual respect). Budget - be clear and realistic, ask for a specific amount. Show how you intend to raise money both now and in the future. Explain what funds have been received so far and who else you are applying to (if applicable). Include your income from other sources (including potential bar sales and ticket revenue) and in kind costs. Income + in kind = match funding. The higher the element of match funding, the better. Signing off - who you are, your position in the organization and who to contact for further information.

Follow up

After your event, write a short report with photographs, and send it to each organisation who supported/sponsored you, with a letter of thanks. For Big Lottery Funding you will have a more formal report to complete, and you must do this within a certain time period. If you do not, you jeopardise your chances of future funding.

Fundraising notes

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Health and Safety Policy People often think Health and Safety are words which will stop things happening. But without H&S considerations, more people would die in fair ground accidents and suffocate in night clubs because of blocked fire exits etc. Of course there is risk associated with doing anything, but as an events organiser, it is your duty to minimise risk, and make sure your event runs smoothly, because the buck stops with you. There is a Health & Safety Policy template available here http://www.hse.gov.uk/risk/casestudies/index.htm but the Lymm Festival Health & Safety Policy example pasted below might be more useful to you

Health and safety policy LYMM FESTIVAL

18 April 2012 Lymm Festival is an annual arts and cultural event that takes place at the end of June / beginning of July. Around 50 separate events are held in the Lymm area, which are promoted by the Festival Committee. From time to time, the Festival Committee may promote other individual events in the area. Lymm Festival Committee has a responsibility for the health and safety of its volunteers and for those attending the events it promotes. Organisations and individuals contracted to supply services to the Committee will be expected to have their own arrangements in place. However, Lymm Festival Committee will satisfy itself that these are sufficient to allow it to meet its own responsibility. Event organisers and participants will be required to co-operate with the Committee to enable it to meet its responsibility. Each event promoted by the Committee will be subject to a risk assessment before it takes place. This is the statement of general policy and arrangements for Lymm Festival Overall and final responsibility for health and safety policy is that of Lymm Festival Committee Day to day responsibility for ensuring this policy is put into practice is delegated to Roger Hannam Statement of general policy Lymm Festival Committee will use its best endeavours to prevent accidents and provide adequate control of health and safety risks

Responsibility of (Name / Title) Roger Hannam

Action / Arrangements Assess the hazards and risks associated with each event in association with event organisers and participants. Ensure events have properly trained stewards, capable of informing the

that might affect those attending Lymm Festival events or those contracted to provide services.

To engage and consult with volunteers on health and safety hazards and risks and provide advice and supervision on occupational health. To maintain a record of any accidents and ill health in accordance with the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) Signed (Lymm Festival Committee chair) Subject to review, monitoring and revision by

Roger Hannam

Roger Hannam All volunteers, organisers and participants Ian Marks Roger Hannam

public about and implementing emergency procedures, for example, evacuation in the case of fire or other significant event. Ensure that there is a responsible person in respect of each event who can liaise with the emergency services and manage any media interest. Ensure that the Health and Safety Law poster is displayed at places where events are being held. Ensure that a First Aid box and accident book are available at events attended by the public. Ensure that plant, equipment and machinery used at public events have been properly maintained and are fit for use. Ensure that contractors have their own health and safety policy, public and employers’ liability insurance. Ensure that the needs of disabled people attending events are taken into consideration. Volunteers, including event organisers and participants, will be fully involved in the identification of hazards and the assessment of risks associated with Lymm Festival activities. Maintain supply of forms and report as necessary to the Health & Safety Executive’s Incident Contact Centre Supply information about any work-related deaths, injuries, accidents and dangerous occurrences. Date 18 April 2012 Every 12 months, or sooner if activities change.

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How to write a press release Most local newspapers don’t have many staff journalists. Therefore they will welcome press releases that are well written and can be used immediately. For your press release, you need to include: 1. 2.

3. 4.

5.

6. 7.

8.

PRESS RELEASE as a heading on the top of the page The date you want the information released, usually the day you write the press release, but if there is some reason why you don’t want it printed immediately you can write Embargoed for release at X time on Y date, instead. A headline title in bold – try and make it sound newsy and interesting if at all possible The first part needs the most important information in it – the whole point of the press release. Include in the first paragraph what your event is, and when and where it’s happening. The second part can deal with who is putting the event on, and why. It’s always good to include a quote at this point, because it makes the piece look like a journalist has been along to talk to the organisers of the event, rather than just you making it up! The final part should include contact details for the public. Ideally you should acknowledge sponsors/fund givers too in this paragraph. If you have any photographs, include them with your emailed press release. If you have High Res (high resolution – large file size) images, keep the originals, but send a Low Res version by email, as the high res versions clog in-boxes and often have to be deleted before they are seen. Make sure you have copyright permission for reproduction of the photographs you send. At the end of the press release, include all your contact details, so that the newspaper can get back to you if they need to.

Local papers like news stories with a local angle and they don’t publish articles that look like adverts, so whilst you might have a theatre performance you want to sell, you write the press release so that it’s locally newsworthy. You might write that it’s the first time your event has ever put on this kind of performance; or the writer of the play comes from your village; or the actor comes on his holidays here and is now performing here etc etc. When you’ve written your press release, the next thing to do is work out who to send it to, and when. Press releases generally have more chance of being taken up if there is a good image with them, and you can email your press release with an image. If you include an image, make sure it is a small size, but at the bottom of your press release explain that you have a higher resolution image that you can send them separately. Images for print usually need to be at least 350dpi, but journalists don’t want high resolution images sent to them initially as it can clog up their inboxes. (If this is goobledegook to you, find someone who works on computers for their job, or ask a teenager.) 27

When you’re working out who to send your press release to and when to send your press release out, ideally you should call the newspaper/magazine you wish the piece to go in, and ask who is the journalist who deals with this subject area and when is the best time to send them information. You could then speak to the journalist yourself and explain you are about to email them a press release and that you have images to go with it. Ideally the following day or two you need to follow up with another phone call asking if they have received everything ok and do they need any additional information. That way, you’re starting to build up a relationship with the journalists and it’ll help you get other pieces in later on. If your piece is included, it’s polite to drop the publication a line to say thank you. Again, it’ll help develop a relationship with the journalist. Alternatively, you might see if the local newspaper would like to be a partner with you enabling them to get more coverage of your event, and you to get more advance publicity. Work out what is in it for the local newspaper, and talk to the editor. Local newspapers and regional newspapers are often quite similar in style but you may need to add a little more information about the context of your event if it is going further afield. If you are hoping to get information into a national magazine, contact them at least six months before your event. Read all the publications you are targeting before you send out press releases, as one size doesn’t fit all, and you need to tailor each press release for the publication you are sending it to. Other points to consider: • • • • • •

Keep to one side of A4 if there is room, use double spacing so sub-editors can write their instructions in the spaces reiterate the key points at the end use headed paper if you have it or something with your logo/potter’s mark/image on it to distinguish it but make sure it’s a low resolution image read and check your release and get someone else to check it as well avoid using jargon or technical vocabulary – keep your press release in plain English and explain technical terms if you have to use them.

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This is a press item taken from the Craven Herald website on 13 August 2013 Note how the image makes the whole piece immediately much more eye catching. This piece may only have been used for the website and not for the printed paper, but either way it’s good publicity for free.

Countdown is on to Beacons Festival at Carleton

The final countdown is on to this year’s Beacons Festival. Held on the Funkirk Estate, Carleton, the event runs over four days, starting with a comedy night next Thursday, August 15. “It is an affordable festival brought to you by a collective of tastemakers who, for years, have been bringing the best music to reputable northern venues,” said a festival spokesman. “Beacons will bring together the cream of the finest club nights and gig venues for one weekend in Yorkshire.” More than 75 acts will perform during the festival and the Friday night headliner will be Bonobo – Leeds-born Simon Green – who will bring his electronic wizardry to the main stage. Ghostpoet, who was a highlight of last year’s sellout festival, will also play on the Friday. Latest acts to be confirmed are Danny Brown, SBTRKT (DJ), Gold Panda, Wire, James Holden, T Williams, Throwing Snow, Findlay, Eagulls and Sky Larkin. Friday’s fancy dress theme is Frontiers of The Future. “With just a week to go we are now on site, building the best ever Beacons Festival,” said festival booker Ash Kollakowski. “We have bigger tents, better facilities and improved areas. We have lots of new attractions planned and are anticipating another sellout, so don’t leave it too late if you are planning on buying a ticket.” In addition to the main stage, “guerilla theatrics” will unfold across the site and festival favourites. The Impossible Lecture will be back for their 72-hour lecture of endurance. The Garden Shed Stage will host impromptu events, and an interactive light and sound installation is promised. The spoken word and film tent, Into the Woods, will run in conjunction with Sheffield Docfest and Cine Yorkshire and The Ladybird Project will provide children’s entertainment For more information, visit www.greetingsfrombeacons.com

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Licences and Temporary Event Notices You will need a licence from the Licensing Authority if you want to carry on licensable activities including:    

selling alcohol serving alcohol to members of a private club providing regulated entertainment (this may include live or recorded music, dancing or indoor sporting events) serving hot food or drink between 11pm and 5am

Craven District Council is the Licensing Authority for all licensable activities within the District. It is an offence to carry on unauthorised licensable activities. If you are unsure whether you need a licence for your event please check www.cravendc.gov.uk/letour or speak to the Licensing Team on 01756 706251. It is recommended that you apply for your licence at least 3 months before your event. When planning your event you must consider how you will promote the 4 licensing objectives:  the prevention of crime and disorder  public safety  the prevention of public nuisance  the protection of children from harm The type of licence you need will depend on the size of your event.

Temporary Event Notice (TEN) A TEN is a notification to the Licensing Authority that you intend to carry on one or more licensable activities. A TEN can be given for indoor or outdoor events. Your licensable activities must:  be restricted to less than 500 people at any one time (including staff and others running the event) and  not exceed 168 hours You must be at least 18 years old to give a TEN and there are limits on how often and the number of TENs that can be given in respect of a premise each year. You will need to send your TEN, with the fee, to the Licensing Authority and a copy to the Police and Environmental Health. The Police and/or Environmental Health may object to your event if they consider any of the licensing objectives will be undermined. Full details of the TEN process including the current fee and application form are available at www.cravendc.gov.uk/letour

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Premises Licence If you cannot give a TEN in relation to your event (for example if the event is for more than 500 people or you have already reached your limit on TENs) and you want to carry on licensable activity you will need to apply for a Premises Licence. To apply for a Premises Licence you will need a Designated Premises Supervisor for your event if you are applying to sell or supply alcohol. The Designated Premises Supervisor will need to have a Personal Licence. You will need to send your application and fee to the Licensing Authority and send copies to the Responsible Authorities (these as organisations named in the Licensing Act 2003 such as the Police, Fire Authority and certain Council services). The application must include:  an application form with operating schedule describing the proposed activities and  a plan of the premises You will also need to advertise the application in the local press and at the premises for a period of 28 days. For full details including the current fee and an application form please go to www.cravendc.gov.uk/letour

Varying a Premises Licence If you already have a Premises Licence but your event is not covered by your current licence (for example if you want to open longer hours) and you cannot give a TEN you can make an application to vary the Premises Licence. Full details including an application form and details of the fees are available at www.cravendc.gov.uk/letour If you have any queries in relation to obtaining a licence for your event please contact the Licensing Team on 01756 706251.

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Marketing Good marketing of your event is crucial to its success. A named person needs to take responsibility for marketing - organising a number of people to help so that each different element is covered, and everyone plays to their strengths. Target markets The Arts Council has done a great deal of research work on arts audiences, downloadable for free from here http://www.artscouncil.org.uk/publication_archive/arts-audiences-insight-2011/ They have divided arts audiences up into segments, which helps you work out who your event might appeal to, and how to market to them. Think about attracting audiences from further afield too, and how you will appeal to them. Free publicity Do as much as you can for free – put things on local websites www.cravenevents.org.uk www.digyorkshire.org.uk www.cravenherald.co.uk and any others your target audiences might check. This is usually quite straight forward. Press release Write a press release (see the How to Write a Press Release notes in this guide) and send it to all your local newspapers, at least 2 weeks in advance of your event. It’s best if you can write it using a local angle, email it to a named person, and include a high quality digital photograph if you have one. Also go to www.communitynewswire.press.net/faq.jsp and upload your press release for free to reach a much wider coverage at least 10 days before your event. Try and get a feature piece in a magazine – Dalesman or other rurally based magazines and the Saturday and Sunday colour supplements of eg the Yorkshire Post. Make sure you read the paper/magazine before approaching them and target a particular journalist with your press release/letter. Tailor each separately to each publication – one size doesn’t fit all. For a national paper you’ll need to be in touch at least two months in advance; for a national magazine six months. If your local town has a Business Improvement District or a Chamber of Trade, talk to them about getting national newspaper journalists up to the town through Welcome to Yorkshire etc. Digital marketing Set up a Facebook page for your event. If you have a website already, make sure it’s linked to the Facebook page and everything is kept up to date. Think about putting beautiful images on Pinterest, and Tweet and/or write a blog about the event.

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Print For printed marketing (posters, flyers) and advertising (advert design) you need to get good graphic design. This may cost you money but it will be worth it. Write a brief for the graphic artist (even if it’s a friend who’s doing it for free) about what impression you are trying to portray (rural, traditional/more cutting edge, family friendly or young people without parents, etc). Think about which colours you would like to use for branding, and use them throughout. Include logos of sponsors. Ensure you have a good image and that the art work is not too busy with different fonts. Ensure the date, start time and location are really clear, with details of how to buy tickets made explicit. If you can buy tickets in advance make sure where you can get them from is clear. (Ideally you should try and sell as many tickets as possible in advance because then you cover your costs even if people don’t turn up due to bad weather etc.) Print distribution It’s easy getting leaflets printed, but quite a different matter distributing them. You can pay an agency to distribute leaflets, or arrange distribution by physically dropping off leaflets/posters yourself. Most leaflet racks take A4 folded into 1/3; most posters shouldn’t exceed A4 size. Consider where/how you are going to distribute printed materials before you order them, otherwise you run the risk of over-ordering. What’s your Unique Selling Point? Why should someone come to your event rather than another one like it? Make sure the unique element is explicit on your website and publicity material. It might be the views, the location, the cooking, the quality of performers, unique transport systems. Local elements help to make yours a special event and if you can sell tickets through the internet, people on holiday and further afield may want to buy tickets in advance, helping your advance ticket sales and cash flow. Ticket sales Sell as many tickets in advance as you can. You could sell via other people. You may need to pay a commission, but local people might be happy to help for a couple of free tickets. Try tourist information centres, local newsagents, caravan site, golf club, village pub and/or through your website or another website like www.wegottickets.com. You might be able to sell tickets over the telephone using a credit card or paypal. The more tickets you sell in advance the better. If you’re not selling tickets, but need to know how many people are coming, you can set up your event for free on Eventbrite. If you’re appealing to family audiences, is it worth selling a family ticket (define what it is – up to 2 adults + up to 3 children)? If your event is mostly for older people, don’t necessarily offer a concessionary rate, as you may lose all your profits that way.

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Outdoor and Mobile Catering Guidelines As the organiser of the event, you have a legal responsibility to ensure the health, safety and welfare of all employees, volunteer helpers or contractors involved in arranging the event; and to the public and visitors attending it. Food business operators taking part in the event also have the same responsibility for their stall or catering service. When you have read the guidance notes below, and completed the checklists, please contact the Environmental Health team at Craven District Council with your event plans. By email [email protected] by telephone 01756 700600 or by post Environmental Health Team, Craven District Council, 1 Belle Vue Square, Broughton Road, Skipton BD23 1FJ. They will help you ensure you have a safe, and legal, event. The guidance notes below are an extract from the Chartered Institute of Environmental Health – Outdoor and Mobile Catering Guidance. Full details here http://www.cieh.org/uploadedFiles/Core/Policy/Publications_and_information_services/Policy_publicati ons/Publications/CIEH_Outdoor_Mobile_Catering_Guidance_Final_Consultation.pdf For events happening within village halls etc, please see www.food.gov.uk/business-industry/guidancenotes/hygguid/charity-community-groups/

The guidance for outdoor catering includes: 1. Organised, planned events both large and small such as local village fetes, exhibitions or more regional, national and international for example agricultural shows, concerts, festivals, carnivals, music and sports events 2. Street trading such as mobile traders, markets, boot fairs and similar events Catering at an outdoor event or from mobile facilities is a high risk activity and will always carry with it the possibility of causing food poisoning to a large number of people. There is a general requirement in the hygiene legislation for all food businesses to be operated in a hygienic manner. However, the remaining advice is recommended as it may be necessary to help you to meet a legal requirement or to achieve good management practice. Pre event planning by the event organiser The event organiser should contact the local environmental health service within the local council in advance so that appropriate advice can be given. If possible, a plan showing  the intended location of marquees, position of services, access/egress together with policies on refuse/recycling, emergency planning, crowd management  The event organiser will need to undertake a risk assessment and a fire risk assessment  The event organiser may need to contact other services such as the Police, Fire Brigade and Health and Safety Executive  A list of exhibitors/food stalls (including those giving away food as part of demonstration) should be given to environmental health services. 35

 

Public toilets must be provided as agreed with the environmental health services A Temporary Events Notice may be required and should be discussed with the licensing officer within the local council

Food safety advice for the caterer The food business operator must:  Make sure food is supplied or sold in a hygienic way  Have in place a documented food safety management system such as “Safer Food Better Business”, which identifies food safety hazards, which steps are critical for food safety and ensures that safety controls are in place, maintained and reviewed  Your food business must be registered with the local authority where your unit is based  Selling alcohol may need a licence – check with the licensing officer at your local council  If someone asks about an allergy – be honest and do not guess about ingredients  Buy from reputable suppliers and keep a record  Food and drink must be described fairly and labelled accurately (check with Trading Standards if you need more advice on this)  Make sure you risk assess and do a fire risk assessment and take with you a suitable fire extinguisher and fire blanket  Do you provide healthier options?  Are you eco-friendly?  Weather forecast - be prepared Design and structure  All stalls/vehicles should be designed and constructed to protect food from risk of contamination  Fittings and equipment for mobile units should be of good quality materials capable of being readily cleaned. Bare wood is not acceptable  Floors in mobile units should be of smooth, impervious and non-slip material and preferably coved to the wall fixtures  Stalls should be screened at the sides and back to prevent risk of contamination and pests  Tent/marquees should be of cleanable materials or the kitchen/preparation areas should be provided with washable wall linings  Frequently used walkways should be effectively weatherproofed  Lighting levels within the marquee must be adequate Layout  Ideally catering exhibitors should be sited close to essential services e.g. water/power  Allow adequate space for preparation, cooking, storage and wash-up  Ensure that refrigerated storage vehicles and trailers are easily accessible  Dirty crockery and dirty laundry should not be carried through food handling areas  The event organiser should arrange collection and removal of refuse and recycling from the site  Check for any tripping and safety hazards

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Services Outdoor events take place in a wide variety of sites and locations. At some sites it may be possible to provide essential services such as water, drainage and electricity, others may not. You need to find out the service arrangements before arriving on site. Water supply  

There must be an adequate supply of clean and wholesome water provided ( ideally from the mains) If water containers are used they must be cleaned and sanitised on a regular basis.

Drainage Waste water from sinks and wash hand basins should be discharged into foul water system or into suitable containers and not directly onto the ground. Equipment  

All equipment should readily cleanable Preparation surfaces and tables must have smooth, impervious surfaces, stainless steel or laminate surfaces are suitable

Washing facilities 

  

Suitable and sufficient hand wash basins must be provided and accessible for use by food handlers. Supplies of soap and means of hygienic hand drying must be available at each basin Suitable sinks must be provided for food preparation and for equipment washing A constant supply of hot water should be provided at the sink(s) and wash hand basin The use of plastic bowls as sinks or wash hand basins is not recommended

Staff toilets   

Separate toilets for the exclusive use of food handlers should be provided on site where possible All sanitary accommodation must be maintained in a clean condition Suitable and sufficient wash hand basins with hot and cold water, soap, towels must be provided at the sanitary accommodation

Temperature control Effective temperature control and storage is one of the most important safeguards for controlling the growth of food poisoning organisms. You should consider the following points:  

High-risk products such as cooked meat and dairy products, must be kept at or below 8°C or above 63°C Ideally food should be prepared immediately before service, if this is not possible then the food should be prepared in small batches and kept at the correct temperature

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       

All should have sufficient fridge space for the storage of high-risk foods or the use of commercial cool boxes with eutectic freezer blocks. Keep a check of the temperatures in your food management diary Cooked food should reach core temperature 75°C. Take particular care when barbequing as cooking temperatures can be less predictable. Use a probe thermometer and disinfect before and after use Hot food displayed for sale/service should be kept above 63°C Thermometers with probes should be used to check temperatures (all probes should be disinfected after use) Keep food covered when stored in the fridge Vehicles used for transporting high-risk food should be refrigerated Four hour rule Protect stored food from public access and contact

Cross-contamination One of the main risks facing event and mobile catering is to protect food from contamination. This is an important legal requirement:          

Food preparation areas/chopping boards should be cleaned/disinfected after use Raw and cooked food should be kept separate at all times, raw food should always be stored below cooked food, ideally separate refrigerators should be used Clean sinks after washing/preparing vegetables and raw food Avoid touching food use tongs etc All equipment including knives and containers should be cleaned and disinfected after use Disinfect all cloths regularly and replace as soon as they become worn/damaged. The use of disposable cloths and paper towels is recommended Food must not be stored on the ground and must be kept away from risk of contamination Food may be kept at a suggested height of 45cm above ground and protected from the weather Equipment/utensils/crockery should be stored above ground, covered and kept free from contamination Protect food from pests (insects, birds and rodents)

Cleaning   

Adequate supplies of suitable food grade disinfectants or sanitising agents should be used for the regular disinfection of equipment and work surfaces Hazardous substances such as cleaning materials must be used and stored in a safe manner Hot and cold water (or water at a suitably mixed temperature) must be available at sinks and basins and must be available before food preparation begins

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Transporting food  

Vehicles and storage areas should be of sound construction, kept in good repair and able to be cleaned Ensure that appropriate containers are used Recommended use of refrigerated vehicles

Personal hygiene High standards of personal hygiene are essential and the following rules must be followed:          

Hand washing must be carried out at the following times: before starting work, after handling any raw foods. After using the toilet, after a break, after sneezing, coughing, etc Where possible tongs should be used for handling food All cuts or boils should be covered with a waterproof plaster preferably coloured Jewellery and nail varnish should not be worn. Hair should be covered and tied back Clean, washable, over-clothing must be worn at all times when handling food Outdoor clothing must be stored away from any food area Any food handler who knows, or suspects, they are suffering from symptoms of food poisoning (particularly diarrhoea and vomiting) must notify their employer or manager and refrain from working with food

Food safety training Event catering is a high-risk activity with potential for food poisoning. Food handlers must be trained to a level appropriate to their work.

It is recommended that any person who handles, prepares or cooks high-risk food have a Level 2 Certificate in food hygiene. The courses developed by the Chartered Institute of Environmental Health are suitable. First aid A first aid-kit including washable (preferably coloured blue) plasters must be provided. Refuse  

There must be an adequate supply of suitable refuse containers provided Plastic sacks must be tied securely and stored to prevent attraction of pests

Electrical Supply      

Permanent mains electricity should be provided for lighting/power where practicable Electrical appliances must be protected from weather, physical damage and interference Appliances must be protected by residual current circuit breakers Cables and flexes must be positioned so as not to cause a tripping hazard If generators have to be used, steps should be taken to place them safely, protect from interference and to reduce noise and fume nuisance A competent electrician should carry out all electrical work.

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Liquefied Petroleum Gas (LPG)         

Gas appliances should be fitted and tested by a competent person and certificate required LPG cylinders should be in a fire-resisting lockable compartment (with ½ hour fire resistance). Compartments must have adequate ventilation at high and low levels Cylinders should be fitted with automatic cut-off valves and be protected from tampering All cylinders should be kept away from heat and ignition sources All pipes and fittings should be as short as possible with appropriate crimp or compression fittings (not slip-on fittings) All pipes should be protected from abrasion or mechanical damage (armoured if subject to temperatures over 50°C) All pipes should be renewed every two years; All gas appliances must be fitted with a flame failure device and adequately ventilated All fryers should be fitted with an automatic high temperature-limiting device (operates at a fat temperature of 250°C or lower) Suitable signs indicating "Caution – LPG" and "Highly Flammable” should be displayed.

Someone in your Event Management Team will need to take responsibility for checking the checklists on the following pages, and for ensuring food safety on the day of the event itself. You might want to add their contact details to the checklists. You need to make sure that all caterers and food business operators attending your outdoor events complete these checklists. Send the Setting up your stall checklist to caterers when you book them. Ask them to bring their completed checklists with them to the event. Ask the caterers to fill in the Safe Food Practices during the event checklist on the day.

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Outdoor/Mobile catering checklist - Setting up your stall For all outdoor and mobile caterers at your event to complete in advance. Food safety management Do you have documentation on the food safety controls you adopt to ensure the food you prepare is safe to eat? Do you keep monitoring record sheets, training records, etc? Are these available for inspection on your trailer/stall? Storage Are all food storage areas under cover and protected from contamination? Are they clean and free from pests? Do you have enough refrigeration? Does it work properly? Food preparation and service areas Have you got enough proper washable floor coverings for the food preparation areas? Have you got precautions to keep mud out of the stall in wet weather? Are all worktops and tables sealed or covered with an impervious, washable material? Have you got enough preparation work top space? Have you got enough wash hand basins? Are they supplied with hot and cold water, soap and paper towels? Have you got sinks which are large enough to wash food and equipment in (including bulky items)? Are they supplied with hot and cold water? If there is no mains drainage have you made hygienic provision for the disposal of waste water, e.g. waste pipe from sink to waste water carrier? Have you got enough fresh water containers? Are they clean and have they got caps? Have you got a supply of hot water reserved for washing up and hand washing? Have you got adequate natural/artificial lighting, particularly for food preparation and service at night? Is all your food equipment in good repair? Are any repairs outstanding since your last event? Can you keep high risk foods stored/displayed at 8C or less? Cleaning Is your stall/vehicle clean? Can it be kept clean? Have you allowed time for thorough cleaning of the vehicle/stall equipment between events? Do you have a written cleaning schedule to ensure all areas are kept clean?

YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES/ NO YES/ NO YES/ NO YES/ NO YES/ NO YES NO YES/ NO YES/ NO YES NO YES NO YES/ NO YES/ NO YES NO YES/ NO YES/ NO YES/ NO YES 41

Have you an ample supply of clean cloths and a ‘food-safe’ disinfectant/sanitiser to clean food and hand contact surfaces? Are the cleaning chemicals stored away from food? Contamination Can food be protected from contamination at all times? Is the unit free from pests and is open food protected from flying insects? Food waste Have you got proper bins with lids for food and other waste? Yes No Do you have appropriate arrangements for the disposal of food waste and recycling? Do you have arrangements for the collection and disposal of waste oil? Staff Are all your food handlers trained, supervised or given instruction to ensure food safety? Have you any untrained, casual staff carrying out high risk food preparation? Do your staff display a good standard of personal hygiene and wear clean over-clothing? Have you a good supply of clean overalls/aprons? Are your staff aware that they should not handle food if suffering from certain illnesses? Have you a first aid box with blue waterproof plasters?

NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES/ NO YES/ NO YES NO YES NO

You may wish to add here the name and contact details of the Event Management Team member responsible for managing the food safety process eg Please return this form to X By email Y Or by post Z By DATE

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Outdoor/Mobile catering checklist - Safe Food Practices during the event. For all outdoor and mobile caterers at your event to complete on site. Storage Is good stock rotation carried out, and are stocks within their expiry dates? If you use raw and cooked foods are they adequately separated during storage? Are high-risk foods (e.g. cooked rice) stored under refrigeration below 8°C? Purchase Are you purchasing raw ingredients or food products from a reputable company? Preparation Do staff always wash their hands before preparing food, and after handling raw food? Are separate utensils used for raw and cooked food, e.g. tongs, knives, etc? Do you use separate chopping boards for raw and cooked food? If you answered ‘no’ to the previous question, are they properly disinfected between contact with raw and cooked foods? Cooking Is all frozen meat and poultry thoroughly thawed before cooking? Is all meat and poultry cooked until it is piping hot (above 70°C and the juices run clear? Are cooked and part-cooked food separated during cooking? Reheating food Is all food reheated to above 75°C? Do you only reheat food once? After cooking Is food cooked and served straight away? If ‘no’ is it hot held at 63°C or above until served? Or is the cooked food cooled to below 5°C? Once cooked, is food protected from contact with raw food and foreign bodies? Cleaning Do you and your staff operate a ‘clean-as-you-go’ procedure? Are you using clean cloths and a ‘food-safe’ disinfectant/sanitiser to clean food contact surfaces?

YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO YES NO 43

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Photographing children at your event If you are taking photos in a public place, where you can’t work out the identity of individual children, you don’t need permission to take photographs. But if you take a photograph of an individual child, or a child within an identifiable group, you must have the permission of the child’s parents/ guardians, and ideally the permission of the child too. The use of photos of children on websites and in other publications poses direct and indirect risks to children and young people. This guidance from the NSPCC explains how to minimise the risk. What are the risks? Even if the child's personal identity (full name, address) is kept confidential, any other details accompanying the photo, such as an organisation or club they belong to, or a band they like, can make them identifiable and therefore vulnerable to individuals looking to 'groom' children for abuse. There is also a risk that the photo itself is used inappropriately by others. Photos can easily be copied and adapted, perhaps to create images of child abuse, which can then find their way on to other websites. How can the risks be minimised? Establish the type of images that appropriately represent the organisation and the activity, and think carefully about any images showing children and young people on your website or in your publication. Never supply the full name(s) of the child or children along with the image(s). (Even if local newspapers ask you for this information you do not have to provide it and you should have a policy not to.) Only use images of children in suitable dress/clothing. Activities such as swimming, gymnastics and athletics present a higher risk for potential misuse than others. Photos of these activities should: • focus on the activity rather than a particular child • avoid showing the full face and body of a child. Show children either in the water, or from the waist or shoulders up. Consider using models or illustrations if you are promoting an activity, rather than the children who are actually involved in it. 45

What to do when using photographers • Provide a clear brief about what is considered appropriate in terms of content and behaviour. • Issue the photographer with identification, which must be worn at all times. • Do not allow unsupervised access to children or one-to-one photo sessions at events. • Do not allow photo sessions away from the event, for instance at a young person's home. If parents or other spectators are intending to photograph or video at an organised event, they should also be made aware of what is permitted and what is not. Do I need parental permission? You should ask for parental permission to use an image of a young person. Parents should be aware of and support your policy on using children's images, and of the way these represent the organisation or activity. This can be recorded on a parental consent form for use of images of children. You should also ask for the child's permission to use their image. This ensures that they are aware of the way the image is to be used to represent the activity. A children's permission form is one way of recording their consent. Examples of permission forms are available on both the Safe Network and the Child Protection in Sport Unit websites. When using a photographer, inform parents and children that a photographer will be in attendance and ensure they consent to both the taking and publication of films or photos. How should I respond to concerns? Children and parents should be informed that if they have any concerns regarding inappropriate or intrusive photography, these should be reported to the event organiser or official (ideally your Child/Vulnerable Person Protection named person). You must have an appropriate safeguarding policy in place to ensure that any reported concerns are dealt with in the same way as any other child protection issue, ensuring that your child protection or safeguarding officer is informed.

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Child Photography Permission Form Name of organisation: To be completed by the organisation In accordance with our child protection policy we will not permit photographs, video or other images of young people to be taken without the consent of the parents/carers and the child. The (ORGANISATIONS NAME) will follow the guidance for the use of photographs and videos, a copy of which is available from (MEMBER OF STAFF RESPONSIBLE). The (ORGANISATIONS NAME) will take all steps to ensure these images are used solely for the purposes they are intended. If you become aware that these images are being used inappropriately you should inform (INSERT ORGANISATIONS NAME) immediately. TO BE COMPLETED BY PARENT/CARER I consent to (ORGANISATIONS NAME) photographing or videoing my child (CHILD’S NAME) I can confirm that I have read, or been made aware of, the organisation’s photography and videoing policy. I can confirm that I have read, or been made aware of how the organisation’s will use these images or videos in future and how these images or videos will be stored within the organisation. Signature of parent /carer Print name parent/carer Date TO BE COMPLETED BY CHILD I (CHILD’S NAME) consent to (ORGANISATIONS NAME) photographing or videoing my involvement in sporting activities. I confirm that I have read, or been made aware of, the organisation’s photography and videoing policy. Signature of child/young person Print name child/young person Date

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Risk Assessment You need to identify anything which could cause harm at your event, assess what might arise as a result, and work out how you can either get rid of, or minimise these risks. A hazard is anything which has the potential to cause harm to people. Risk is the likelihood that the harm from a hazard is realised, and the extent of it. In a risk assessment, risk should reflect both the likelihood that harm may occur, and its severity. There are five steps to a risk assessment: 1. 2. 3. 4. 5.

Identify the hazards Decide who might be harmed and how Evaluate the risks and decide on precautions Record your findings and implement them Review your assessment and update if necessary.

More information and a Risk Assessment Template is available at www.hse.gov.uk/risk/fivesteps.htm

Sample Risk Assessment for a Bouncy Castle at a Village Fair Hazard Identified Possibility of people falling from the structure either by tripping or by being pushed Who is likely to be at risk from this activity? Predominantly young children as this is the age group likely to be attracted to this activity; and older children or adults who shouldn’t be using the structure What are the current control measures to minimise the risk?

  

Bouncy castle is to be operated by a professional contractor who holds appropriate Public Liability Insurance Operator works on the basis of height restrictions for all those using the castle to ensure only children of appropriate height and similar age use the structure Operator provides six stewarding staff who ensure no-one using the structure is acting in an inappropriate manner

Taking current control measures into account what are the remaining risks and what other actions are required to minimise those risks? With the current control measures undertaken by the operator, there is still a risk that too many children use the structure at any one time.

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Additional control measures The event organiser will ensure that the contract with the operator takes account of a maximum number of children using the structure at any one time and that the operator takes responsibility for imposing this restriction.

Taking into account the above, what is the assessment of the risk (low/medium/high)? Low to Medium

It is important to note that whilst the event organiser in this example is intending to make the operator responsible for imposing certain restrictions, the overall responsibility for event safety still lies with the event organiser. The event organiser will need to ensure that he/she is satisfied with the management arrangements for the attraction on the ground. Your documented Risk Assessments form an important part of your Event Management Plan. Make sure you return to your written Risk Assessments once you have started organising your event, and keep them up to date. If an incident occurs at your event, you may be required to produce a written copy of your Risk Assessment documents. You may need to prove that your event was managed on the basis of the changes that you identified to lessen risk. In addition to your own Risk Assessments, it is important that you have copies of Risk Assessments carried out by contractors or performers operating any attractions, activities or equipment at your event.

HAZARDS Here are some hazards which might be relevant for your event. Please note this is not an exhaustive list, and there will be others: Slipping, tripping or falling hazards

Any vehicles on site

Hazards relating to fire risks or fire evacuation procedures

Electrical safety e.g. use of any portable electrical appliances

Any chemicals or other substances hazardous to health e.g. dust or fumes

Manual handling activities

Moving parts of machinery

Poor lighting, heating or ventilation

Any possible risk from specific demonstrations or activities

Crowd intensity and pinch points

High noise levels

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IDENTIFY THOSE AT RISK For each hazard identified, list all those who may be affected by it. Do not list individuals by name, just list groups of people. For instance: Stewards

Performers

Trespassers

Employees

Members of the public

Expectant mothers

Volunteers

Local residents Disabled persons

Contractors Vendors, exhibitors,

Older people Children Potential

AREAS TO CONSIDER You need to think about how the following might impact on hazards and risk:

permanent) Type of event Waste

management

Potential major incidents Site hazards including car parks Types of attendees such as children, elderly persons and the disabled Crowds: control, capacity, ways in and ways out, stewarding Provision for the emergency services Provision of first aid Provision of facilities Fire, security and cash collection Health and safety issues Exhibitors and demonstrations Amusements and attractions Structures (temporary and 51

ASSESS THE RISK You need to think about how you can lessen the possibility of something going wrong. Use any information, instructions and training. Comply with the law, codes of good practice and British Standards. Reduce the risk as much as you possibly can and document all the ways you have done so. Categorise the risk into HIGH, MEDIUM or LOW. ---------------------------------------------------------------------------------------------------------------------------

Example of Risk Categories High

An unsecured inflatable being used in adverse weather conditions by young children. Medium A display of animals in a roped off arena. Low A mime artist performing amongst the crowd. --------------------------------------------------------------------------------------------------------------------If something is a High or Medium Risk, think about ways that you can minimise it. You might have to

     

Make the activity happen in a different way so that it’s safer Remove the hazard Find a substitute for that activity/machine etc Prevent access eg by guarding dangerous parts of machinery, or providing a walk way further away from the hazard Put plans in place to reduce exposure to the hazard Use personal protective equipment (as a last resort)

RECORD THE RISK ASSESSMENT FINDINGS Use a Risk Assessment Form to record all significant hazards, the nature and extent of the risks, and the action required to control them. Use this as part of your Event Management Plan and update as and when any changes happen. You need to minimise risks if you possibly can. REVIEW AND REVISE If circumstances, and therefore risks and hazards, change during your event planning, you will need to review and update your risk assessment forms. Make sure the most recent versions are included in your Event Management Plan. INFORMATION If your risk assessment has highlighted activities with significant risks, you must contact all those affected. Inform them about the nature of the risk and what you and/or they need to do to make the risk less problematical. The buck always stops with the Events Manager and the Events team. Make sure you do everything you can to minimise risks and if this is not possible, make sure you are all well informed with the necessary health and safety plans in place. Example risk assessments are available here www.hse.gov.uk/risk/casestudies/index.htm Or use the Risk Assessment Form provi 52

Risk Assessment form You need to read the guidance notes and then complete this form for every area of activity in your event. What are Who might be the harmed and how? hazards?

What are you already doing?

Slips and trips

We carry out general good Better housekeeping is needed housekeeping. All areas are well lit in staff kitchen, eg on spills including stairs. There are no trailing leads or cables. Staff keep work areas clear, eg no boxes left in walkways, deliveries stored immediately, offices cleaned each evening

Staff and visitors may be injured if they trip over objects or slip on spillages

Do you need to do anything else to manage this risk?

Action by whom?

Action by Done when?

All staff, 01/10/2013 01/10/2013 supervisor to monitor

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What are Who might be the harmed and how? hazards?

What are you already doing?

Do you need to do anything else to manage this risk?

Action by whom?

Action by Done when?

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ROAD CLOSURES You need to think about where the safest location for your event is. If the public highway is the only alternative (for instance, you’re planning a large street based festival), check what you need to do AT LEAST SIX MONTHS IN ADVANCE OF YOUR EVENT. This is because you will need to liaise with a number of people before putting in your application for road closure, which itself takes AT LEAST THREE MONTHS TO PROCESS. If you need a temporary road closure, whether for a street party or a much larger event, you need to go to North Yorkshire County Council’s website http://www.northyorks.gov.uk/index.aspx?articleid=15460 You will need to complete an application form and pay a fee depending on the complexity of the event. Check the North Yorkshire County Council website to see what you need to do. If public transport operators are disrupted by your event you need to contact them and any other service organisations that may be affected, and provide the Council with any evidence of their consultation in your application. If you need to use any car parking spaces, you will need to contact the owner of the car parking spaces well in advance, to see if this is possible. It is recommended that you write a letter to all frontages affected by the road closure, at least 7 days before the road closure. If you think there is going to be major traffic congestion, you need to give full details to AA Road Watch, RAC Travel News and local radio stations, as well as if possible a press release for local newspapers. To encourage people to use public transport, you might consider a special ticket package. Before you put your application in to North Yorkshire County Council, you should talk to representatives from the local authority and the police and fire service who will help advise you about your proposals. If you are planning a larger event, you will need to provide North Yorkshire County Council with the following documents with your application.     

Copy of your Public Liability Insurance Policy with a minimum of £5m cover Traffic Management Plan detailing the alternative route (where applicable) Traffic Sign schedule and site plan, detailing sign layout Plan showing traffic signal layout (where applicable) Letter providing full billing details for payment of appropriate fees.

If you are not sure what to do, telephone 08458 72 73 74 for guidance. 55

Safety Inspection Checklist You need to have a Safety Inspection Checklist for your event, and a named person needs to take the responsibility of working through the checklist before, during and after the event. Add additional actions to this checklist too – this is just a guide and your event may have additional activities happening that need to be included on the Safety Inspection Checklist. The checklist needs to be compiled and checked some weeks before the event, as well as just before the event, in case there are any concerns (like potholes or dangerous seating for instance) that need a significant amount of time to be sorted out. Make sure that any faults or problems are noted, along with the action taken.

Please see overleaf.

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Safety Inspection Checklist Location Date Person responsible for safety and completing this checklist Name Well before the event

Date

Name

Just before the event

Date

Name

During the event

Date

Name

After the event

Date

Please tick YES

NO

SITE ACCESS/EGRESS Are entrances/exits clear? Are staff/stewards in place? Can emergency vehicles gain access? Are pedestrians segregated from vehicles? Are security precautions in place? Have adequate signs been provided? SITE CONDITION Is the site free from tripping hazards eg cables, potholes, footpath defects etc? Are permanent fixtures in good condition eg seats, fencing, signage etc? Has vegetation been cut back, debris removed and the area made safe? Have current weather conditions created new hazards to be addressed? ATTRACTIONS/ACTIVITIES/STRUCTURES Have all structures been completed? Have all structures been inspected and approved by a competent person where required? Are all activities/attractions sited correctly and checked? Have all activities/attractions supplied evidence of insurance and health and safety requirements? Are all potentially hazardous activities segregated and/or fenced as required? Have temporary flags/decorations been installed correctly and checked? Have any unanticipated hazards been introduced? EVENT PROVISIONS Is fire fighting equipment in place? Is lighting in place where required? Have electrical supplies/equipment been checked/certified? Have toilets been provided where required? Are first aid facilities in place? Is control centre in place and public address system working? Are adequate waste bins in place? Are stewards in place? 57

DEFECTS NOTED:

REMEDIAL ACTION TAKEN:

Printed Name of Inspector: Signature: Date & Time of Inspection: AFTER THE EVENT Please Tick EXHIBITORS/ATTRACTIONS Have all attractions been dismantled and removed? Have all exhibitors vacated the venue? Have all vehicles left the venue? TEMPORARY FACILITIES Has all equipment been dismantled and removed? Have all structures been dismantled and removed? Have temporary markers such as stakes, ropes, flags etc been removed? Have any holes/trenches etc been made good? Have all temporary electric installations been isolated and made safe? WASTE COLLECTION Has all waste been collected satisfactorily? Has all waste been removed from the site? Have all residue fire hazards been checked e.g. fireworks, bonfires? VENUE CONDITION Has any damage to permanent facilities, buildings or the ground been reported? Has any damage been found during inspection? If the answer to either of the above is yes then describe briefly below INCIDENTS/ACCIDENTS Were any incidents/accidents reported during the event? If yes describe briefly below.

YES

NO

IF YOU ARE HOLDING AN EVENT ON COUNCIL PROPERTY, PLEASE INFORM THE COUNCIL OF ANY INCIDENTS/ACCIDENTS, AND GIVE THEM COPIES OF YOUR ACCIDENT REPORT FORMS.

Remedial action taken:

PLEASE ADVISE THE COUNCIL OF ANY DAMAGE FOUND AND REMEDIAL ACTION TAKEN Printed Name of Inspector: Signature: Date & Time of Inspection: 58

Safety Advisory Group Safety Advisory Groups are usually, but not exclusively, coordinated by a local authority and made up of representatives from the local authority, emergency services and other relevant bodies. For the Craven area, Craven District Council organises the Safety Advisory Group meetings. Craven’s Safety Advisory Group meets when necessary, to review event applications and advise on public safety. For new events, the Safety Advisory Group can feed back on event plans. If you are organising a new event, or need a license for your event, please talk to the Council’s Licensing Team on 01756 706251. 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. (Individual representatives of organisations forming the SAG may have powers to require event organisers to comply with their legal obligations.) The SAG will advise the event organiser of the outcome of their assessment of the event application. If any relevant subject has not been considered, eg fire or health and safety, it should be made clear to the organiser at the same time. When SAGs consider applications where Craven District Council has responsibilities, eg as an organiser / coorganiser or landowner, the SAG should make the relevant Council department(s)/officers aware of any concerns so that they can act accordingly. It is the event organiser’s responsibility to take any appropriate action. If Craven District Council is the event organiser or co-organiser, or has legal responsibilities by virtue of its control of premises / land, it cannot rely on the SAG process to discharge its legal responsibilities. Those legal responsibilities should be discharged separately. It can be difficult to strike the right balance in deciding which events should be considered by a 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 like 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 a SAG.

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Alphabetical Check list We have compiled this list to cover everything we could think of that you might need to consider running an event. There are bound to be omissions but we hope this might help you with your planning. You can print these sheets and work through them as a series of Action Point prompts, where members of the Event Management Team can volunteer to take responsibility for particular parts of the event. Some of the topics have multiple parts to them, so you all need to be aware of what each heading involves, so that you all agree who is doing what. Item

Who is responsible /Comments

Do by – date?

Done?

Cost?

Access times Accident/Sickness register Accommodation Accounts Accreditation Acoustics Administration 61

Admission Advertising Ancillary activities Announcements Appeals for funds Appeals for volunteers Applications for participants Arrival arrangements Artwork Audience (to be targeted) Audio visual Badges Banking Banners Bar Barriers/Fencing Bookings/ Box Office 62

Branding Briefing Briefing sheets Budgeting procedures Cancellations Capacity Car parking Cash flow/change Catering Ceremonies Chairs and tables Changing rooms Check lists Children & Vulnerable People Church services Civic/govt receptions Cleaners 63

Cloakrooms Code of Practice Commentators Committees Communication plans Competitors Complaints Complimentary tickets Concessions Contingency plans Contact details Contracts Copyright Crêche Crowd Management Credit cards Customer care 64

Date Decibel monitoring Decoration Delegate packs Departure arrangements Dietary requirements Disabled facilities Displays Display boards Documentation Donations Drugs Policy Electricians Emergency procedures Emergency services Equipment Estimates 65

income/expenditure Entertainment Entry arrangements Evaluation Event handbook Exhibitors Facebook Facilities at venue Fees Fencing Filming Films Finance Finishing time Fire safety First aid Food Hygiene 66

Floats of small change Floral décor Franchise arrangements Fund raising Guests Green room Health and Safety General Policy Hiring agreements Hospitality Hosting Hotels/ Guest houses Holiday times Identification Image Information point Insurance 67

Interviews Interpreters Invitations Invoicing Legal aspects Liaison officers Licences Lifeguards Lighting Local Authority Logos Lost property Lost children Maintenance Major Incident Man power Maps 68

Marquees Market research Marketing Master of ceremonies Medals Media Medical provision Meeting plans Menus Merchandising Message board Monitoring Music Noise monitoring and policy Offices Officials Passes 69

Partners Patronage Permits Photo call Photography Photography permissions Planning Policing Political support Post event arrangements Post event Report Poster sites Power points Power supply Practice setup Preparation area Printing 70

Presentations Press conference Press launch Press releases Press room Projection Protocol Prizes Programme Protective clothing Public address systems Public relations Publicity Radio Receipt system Reception areas Recording Incidents 71

Recycling Refreshments Refuse areas and disposal Registration Religious services Research Risk assessments Safety Sales points Schedules Scoreboards Seating Seating arrangements Security daytime Security night time Secretarial services Services (plumbing etc) 72

Shops Signage type Signage locations Site restrictions Souvenirs Speakers requirements Spectators arrangements Sponsorship Staff/ stewards Staging Stage covering Stationary Stock checks Structure organisational Storage Subsistence Sunday trading law 73

Support services Team liaison Technicians Technical equipment Telephones Tickets Timings Timetable Toilets Tourist information Traders/exhibitors Training Traffic control Transport Travel agents Trophies TV 74

Twitter Two-way radios Uniform Ushers Venue(s) VIP’s Visitor facilities Volunteers Warm up Waste disposal Water supply Washing facilities Weather Web address Web links Website updates Welfare 75

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Event Application Form You need to complete this form if you are planning to hold an event on Craven District Council’s land, including Aireville Park. EVENT APPLICATION FORM Name of Event Event location Event date ORGANISER DETAILS Name of Organisation Event organiser Tel Number (work/home) Mobile Email address Contact Address including postcode Person responsible on site (if different to event organiser) Tel Number (work/home) Mobile Email address EVENT DETAILS Description of event proposed What type of event is it? (please tick) Commercial NonCharity commercial If a Charity Event, what is the name of the Charity?

Fund raising

Community

Please supply the Charity Registration Number Will there be a public collection for the Charity? Will all income raised go to the Charity concerned? If NO, please give details:

YES YES

NO NO

Date/time to enter site for preparation Start time each day 77

Finish time each day Date/time the site will be vacated after the event Approximate number of people expected to attend Possible alternative site Possible alternative date Is the event free? If NO, what are the ticket/admission prices?

YES

NO

Will you be selling programmes/catalogues? If YES, what is the proposed price?

YES

NO

Note: Any proposed entrance fees must be discussed with the contact officer at Craven District Council. Sometimes compulsory admission charges and/or the sale of programmes may not be possible for legal reasons. Do you intend to use or permit any of the following attractions at the event? (Not all of these may be permitted at all sites). YES NO YES NO Aircraft Barrier/fencing Living history /enactment** Alcohol Lost children point Any signs on the highway Market stalls Balloon launch Marquees Berthing facilities (for boats Motorcycles Bonfire/barbecue permit On site communications Carnival/procession Other motor vehicles Coconut shy P.A. System Compressed gas helium/LPG Parachutists Fairground equipment Park & ride facilities Fireworks/pyrotechnics/fire Portable generator * eaters Food/drink concessions Portable staging Foreshore boat Power supply Fuel storage Re-enactment groups Horses/donkeys other animals Stewarding/security Hot Air Balloons Toilets Inflatables (e.g. bouncy castle) Train hire Live entertainment ** Water (limited supply at some sites)

Live music ** Other- please give details Please supply as much information as possible on all of the items above – add another sheet of paper to this form if necessary. After this application has been submitted, no additional items may be included without the express consent of the appropriate department. * Generators are generally not permitted on the highway 78

** Licences may be required if your event is public and consists of music, dancing, singing or similar and/or you are selling alcohol. Check with the Council’s Licensing Department. Do you anticipate the need for: YES NO YES NO Road closure Traffic diversion On street parking restriction Car park closure If you have ticked YES, please go to the North Yorkshire County Council website http://www.northyorks.gov.uk/index.aspx?articleid=17392 for more details. You need to contact NYCC AT LEAST THREE MONTHS IN ADVANCE if you need a road closure. Please provide details of the number, weight and size of delivery vehicles and/or participating vehicles.

Will they remain on site overnight? YES You will be required to ensure that the toilet and personal washing facilities are adequate. Please submit details of your proposals to include method of disposal. If your toilets are hired, please give the name and address of the hire company.

NO

You will be required to leave the site in a clean and tidy condition. Please identify the method (and contractor) to be used in order to maintain the area free of litter and refuse. This includes litter from the event that may be blown beyond the site boundary. Give details of how waste will be disposed of during and after the event.

You must ensure that the site is regularly litter-picked during the event, and at the end of each day. If you fail to do this, the council reserves the right to carry out the works in default and charge the event organiser the cost incurred. It is the event organiser’s responsibility to arrange removal of all rubbish from the site. You are not permitted to use any council skip/litter bins etc. for disposal. Please contact the Operations Manager at Craven District Council’s Waste Management Dept should you need to discuss this further. Tel 01756 792666. Please indicate the approximate number of vehicles attending the event. Indicate on your site plan your proposed car parking area. Give details of how you intend to manage the parking of those vehicles.

INSURANCE Event Organisers are required to hold a current policy of Insurance in respect of Public Liability or Third Party risks (including products liability where appropriate). The relevant limit of indemnity shall be an amount approved by the Council. Organisers will be required to produce evidence of their insurance cover together with that of 79

any exhibitor, band/dance group, sub-contractor, caterer etc. whom they have instructed/authorised to appear at the event. Note: All documentation must be produced at least 28 days before the Event. Failure to comply may result in the Council refusing to grant permission for the holding of the event. EMERGENCY SERVICES You are requested to notify the Police and other appropriate Emergency Services where applicable. Please indicated if you have already contacted the following: YES NO YES NO Police Fire service British Waterways Ambulance Service First Aid provider Other (please specify) Please supply details of the first aid cover to be provided

ADDITIONAL REQUIREMENTS We require a detailed site plan showing the positions of stalls, marquees, arena, exhibition units, car parking etc. and list of programme items. In respect of parades etc, a detailed route plan, showing the location of route marshals, must be provided. If permission is granted for the event, I hereby agree to comply with the conditions set out in this form and any departmental terms and conditions and all reasonable instructions given by all authorised Officers of the Council. I accept that by granting permission for the event the Council does not accept any responsibility for the organisation or management of the event. I agree to the Council publishing details of this event on its website and in any other publication unless I indicate otherwise YES NO Signed Position Date I have enclosed the following (please tick) YES NO Signed Terms and Conditions Insurance for event organiser Site Plan/Route Plan Insurance for other participants Risk assessments List of Entertainers, Caterers etc involved in delivery of event Fee if applicable Please return this form to Leisure Services Manager Craven Swimming Pool & Fitness Centre Aireville Park Skipton, North Yorkshire BD23 1UD

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Craven District Council PLEASURE GROUNDS, PUBLIC WALKS AND OPEN SPACES Byelaws made by the Craven District Council under section 164 of the Public Health Act 1875, with respect to the pleasure ground known as Aireville Park, Skipton. Interpretation 1. In these byelaws: “the Council” means Craven District Council; “the ground” means Aireville Park, Gargrave Road, Skipton, North Yorkshire. Vehicles 2 (1) No person shall, without reasonable excuse, ride or drive a cycle, motor cycle, motor vehicle or any other mechanically propelled vehicle in the ground, or bring or cause to be brought into the ground a motor cycle, motor vehicle, trailer or any other mechanically propelled vehicle (other than a cycle), except in any part of the ground where there is a right of way for that class of vehicle. (2) If the Council has set apart a space in the ground for use by vehicles of any class, this byelaw shall not prevent the riding or driving of those vehicles in the space to set apart, or on a route, indicated by signs placed in conspicuous positions, between it and the entrance to the ground. (3) This byelaw shall not extend to invalid carriages. (4) In this byelaw: “cycle” means a bicycle, a tricycle, or a cycle having four or more wheels, not being in any case a motor cycle or motor vehicle; “invalid carriage” means a vehicle, whether mechanically propelled or not, the unladen weight of which does not exceed 150 kilograms, the width of which does not exceed 0.85 metres and which has been constructed or adapted for use for the carriage of one person, being a person suffering from some physical defect or disability and is used solely by such a person; “motor cycle” means a mechanically propelled vehicle, not being an invalid carriage, with less than four wheels and the weight of which unladen does not exceed 410 kilograms; “motor vehicle” means a mechanically propelled vehicle, not being an invalid carriage, intended or adapted for use on roads; “trailer” means a vehicle drawn by a motor vehicle, and includes a caravan. Overnight Parking 3. No person shall, without the consent of the Council, leave or cause or permit to be left any vehicle in the ground between the hours of 12 midnight and 6am. Climbing 4. No person shall, without reasonable excuse, climb any wall or fence in or enclosing the ground, or any tree, or any barrier, railing, post or other structure. Removal of Structures

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5. No person shall, without reasonable excuse, remove from or displace in the ground any barrier, railing, post or seat, or any part of any structure or ornament, or any implement provided for use in the laying out or maintenance of the ground. Erection of Structures 6. No person shall in the ground, without the consent of the Council, erect any post, rail, fence, pole, tent, booth, stand, building or other structure. Camping 7. No person shall in the ground, without the consent of the Council, erect a tent or use any vehicle, including a caravan, or any other structure for the purpose of camping, except in any area which may be set apart and indicated by notice as a place where camping is permitted. Children’s Play Areas 8. (1) No person who has attained the age of 14 years shall enter or remain in the children’s play area known as Aireville Park Play Area. (2) This byelaw shall not apply to any person who is bona fide in charge of a child under the age of 14 years. Children’s Play Apparatus 9. No person who has attained the age of 14 years shall use any apparatus in the ground which, by a notice placed on or near thereto, has been set apart by the Council for the exclusive use of persons under the age of 14 years. Trading 10. No person shall in the ground, without the consent of the Council, sell, or offer or expose for sale, or let to hire, or offer or expose for letting to hire, any commodity or article. Grazing 11. No person shall, without the consent of the Council, turn out or permit any animal to graze in the ground. Protection of Flower Beds, Trees, Grass, etc 12. No person who brings or causes to be brought into the ground a vehicle shall wheel or park it over or upon: (a) any flower bed, shrub or plant, or any ground in the course of preparation as a flower bed, or for the growth of any tree, shrub or plant; or (b) any part of the ground where the Council, by a notice placed in a conspicuous position in the ground, prohibits its being wheeled or parked. 13. No person shall in the ground enter upon: (a) any flower bed, shrub or plant, or any ground in the course of preparation as a flower bed, or for the growth of any tree, shrub or plant; or (b) any part of the ground set aside for the renovation of grass or turf, where adequate notice to keep off such grass or turf is exhibited. Removal of Substances 82

14. No person shall remove from or displace in the ground any stone, soil or turf, or the whole or any part of any plant, shrub or tree. Games 15. No person shall, in any area of the ground which may have been set apart by the Council for any game, play any game when the state of the ground or other cause makes it unfit for use and a notice is placed in a conspicuous position prohibiting play in that area of the ground. 16. (1) No person shall in the ground play any game: (a) so as to give reasonable grounds for annoyance to any other person in the ground; or (b) which is likely to cause damage to any tree, shrub or plant in the ground. (2) This byelaw shall not extend to any area set apart by the Council for the playing of any game. Golf 17. No person shall in the ground drive, chip or pitch a hard golf ball, except on land set aside by the Council for use as a golf course, golf driving range, golf practice area or putting course. 18. No person resorting to the golf course referred to in the preceding byelaw for the purpose of playing or taking part in the game shall: (a) play or take part in that game when a notice is set up in some conspicuous position prohibiting play on the golf course or any part thereof; (b) commence to play, unless he is the holder of a season or periodical ticket, until he has obtained from the golf professional/agent/officer of the Council in charge of the golf course a ticket entitling him to play, which ticket shall be retained and shown on demand to any authorised officer of the Council; (c) having completed a round, or desisted from playing before completing a round, commence to play again until he has complied with paragraph (b) of this byelaw. 19. No person resorting to the golf course referred to in the preceding byelaw shall on the golf course offer his service for hire as an instructor without consent of the Council. 20. No person other than a person taking part in the game of golf or a person accompanying such a person shall, except in the exercise of lawful right or privilege, walk or run across or over or traverse the golf course. 21. No person shall on the golf course play or take part in any game other than the game of golf. Skateboarding and Roller Skating 22. No person shall in the ground skate on rollers, skateboards, wheels or other mechanical contrivances, except on any part of the ground which has been set apart by the Council for that purpose and indicated by a notice conspicuously displayed. Missiles 23. No person shall in the ground, to the danger or annoyance of any other person in the ground, throw or discharge any missile. Aircraft 24. No person shall, except in an emergency or with the consent of the Council, take off from, or land in the ground in an aircraft, helicopter, hang-glider or hot-air balloon. Kites 83

25. No person shall in the ground fly or cause or permit to be flown any kite in such a manner as to cause a danger, nuisance or annoyance to any other person in the ground. Fires 26. (1) No person shall in the ground intentionally light a fire, or place, throw or let fall a lighted match or any other thing so as to be likely to cause a fire. (2) This byelaw shall not apply to any event held with the consent of the Council. Fishing and Protection of Wildlife 27. (1) No person shall in the ground intentionally kill, injure, take or disturb any animal or fish or engage in hunting, shooting or fishing, or the setting of traps or nets or the laying of snares. (2) This byelaw shall not prohibit any fishing which may be authorised by the Council. Noise 28. (1) No person shall in the ground, after being requested to desist by an officer of the Council, or by any person annoyed or disturbed, or by any person acting on his behalf: (a) by shouting or singing; (b) by playing on a musical instrument; or (c) by operating or permitting to be operated any radio, gramophone, amplifier, tape recorder or similar instrument cause or permit to be made any noise which is so loud or so continuous or repeated as to give reasonable cause for annoyance to other persons in the ground. (2) This byelaw shall not apply to any person holding or taking part in any entertainment held with the consent of the Council. Gates 29. Where the Council indicates by a notice conspicuously exhibited on or alongside any gate in the ground that leaving that gate open is prohibited, no person having opened that gate or caused it to be opened, shall leave it open. Obstruction 30.

No person shall in the ground:

(a) intentionally obstruct any officer of the Council in the proper execution of his duties; (b) intentionally obstruct any person carrying out an act which is necessary to the proper execution of any contract with the Council; or (c) intentionally obstruct any other person in the proper use of the ground, or behave so as to give reasonable grounds for annoyance to other persons in the ground. Savings 31. (1) An act necessary to the proper execution of his duty in the ground by an officer of the Council, or any act which is necessary to the proper execution of any contract with the Council, shall not be an offence under these byelaws. 84

(2) Nothing in or done under any of the provisions of these byelaws shall in any respect prejudice or injuriously affect any public right of way through the ground, or the rights of any person acting legally by virtue of some estate, right or interest in, over or affecting the ground or any part thereof. Removal of Offenders 32. Any person offending against any of these byelaws may be removed from the ground by an officer of the Council or a constable. Penalty 33. Any person offending against any of these byelaws shall be liable on summary conviction to a fine not exceeding level 2 on the standard scale. Revocation 34. The byelaws numbered 3, 6, 9 and 10 made by Craven District Council on 30th January 1984 and confirmed by the Secretary of State on 26th April 1984 relating to the ground are hereby revoked.

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