East Devon District Council

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Guide Organise an event on council land

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6. Planning, managing and delivering your event

East Devon District Council manage multiple sites, parks and open spaces to host a wide range of commercial and community events throughout the year. Our annual events include, firework displays, concerts, fun fairs, cultural events, carnivals, sponsored walks and much, much more.

There are so many beautiful venues within the district and we believe that we can offer an event space to fit your needs. If you aren’t sure of which site would suit your event, or would like more information, please contact us at events@eastdevon.gov.uk to discuss your event requirements.

Important points to consider

When looking for a suitable venue, remember that it may be difficult to find a venue to accommodate all of your requirements. It will help if you are prepared to be flexible and take into account these few considerations…

Size

Can the venue safely accommodate the number of visitors you are expecting to attend and will you have enough provisions?

Location

Will it work for your intended audience? Is it easily accessible and will you have to consider parking / transport?

Facilities

Is the ground suitable? Do you need a water or electricity supply? Will you need to hire extra toilets?

Availability

Is the venue available for the set up and breakdown days you may require as part of your event?

Other Events

Have you researched other events going on in the local area at that time? They may have an impact on your intended audience and general planning.

Managing Waste

Every event of any size will generate additional waste and this is often overlooked when planning an event. As an event organiser it is your responsibility to ensure that a waste management plan is put in place so that the site is left as you found it or you may be liable to pay a remittance charge.

East Devon District Council are available to provide additional litter and recycling stations as well as arrangements to empty the bins during your event – please contact us for advice. Depending on the size of your event, additional litter or recycling stations may be compulsory.

Licenses

Some events may require a Temporary Events Notice (TENs), Premises License, Charitable Street Collection or PRS / PPL license. Some of the licensing processes can take up to 3 months to complete so it is advisable to seek advice in the initial stages of planning. Please see page X for more information.

Food Hygiene

If you are planning to host caterers at your event, our Environmental Health department will be able to advise you on food safety and hygiene. Environmental Health Officers may wish to carry out an inspection of food catering facilities provided at your event and caterers will need to be able to provide a copy of their food hygiene certificate, which must hold a rating of 3* or above. Failure to do so may result in the stall being asked to stop trading.

Health & Safety

In addition to carrying out risk assessments on the attractions and activities to be provided at the event, you must also consider what could go wrong on the day and draw up a contingency plan to deal with potential emergencies, especially for larger events. This written plan should include details of what you intend to do in the event of an emergency such as a fire, accident, crowd disturbance, adverse and inclement weather or the need to evacuate the site.

First Aid

Have you considered First Aid at your event? The following gives a guide to the minimum provisions:

Number of people

Number of first aiders

Number of ambulances

500

1

-

3,000

1

1

5,000

1

1

10,000

2

2

If numbers require, you will need to contact St John Ambulance, British Red Cross, Devon Air Ambulance or other voluntary First Aid society to arrange attendance and provide first aid cover. You may have to pay for this service

In addition to this, the South Western Ambulance Service NHS Trust for the area should be informed of large events. They will be responsible for advising on the requirements for ambulance service provision and medical cover.