5. Planning, managing and delivering your events
The East Devon events team are on hand to help you plan and deliver a successful event from your initial enquiry all the way through to a post event debrief.
Please ensure you consider the following as part of your event planning:
Important points to consider
When looking for a suitable venue, please ensure you consider the following:
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? If you are planning to enclose your event, can you safely do so in this event space?
Public Conveniences
Will you need to hire extra toilets? You will need to provide an adequate number and type of toilets for the number of people expected, including provisions for people with disabilities. Park toilets cannot be relied upon as there can be no guarantee they will be available for use for your event.
Availability
Is the venue available for the set up and breakdown days you may require as part of your event? You are encouraged to provide facilities to enable people with disabilities to gain access, see and take part in the attractions and activities at your event. Make sure that the ground conditions in the public areas and access pathways are suitable for people with poor mobility and any carers, as well as families with toddlers and pushchairs
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.
All medium and large events will be required to provide additional waste services, including double litter stations. These are available to hire. We request all materials used at your event are as recyclable as possible, and you provide ample recycling facilities. All commercial waste must be disposed of in the correct manner and not be put into the event bins. All land to be left litter free following your event, with all waste removed by the end of your land hire period. We can also offer a clear up package for your event, including staff to help with litter picking, commercial waste, additional bins and recycling provisions.
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.
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.
Environmental Guidance
East Devon District Council is committed to become a carbon neutral council by 2040, working within a low carbon economy and lifestyle. This extends to the companies that use our land or hire our premises. As an event organiser, we want you to take greater responsibility for reducing litter and non-recyclable waste at your events. Our Environmental Guidance has been produced to help event organisers meet our priorities and goals. You can pass this guidance onto your suppliers or use the guidance to factor in ways to make your event more sustainable as a whole.
Community Safety
The safety and security of event visitors, organisers and other members of the public must not be compromised by any event. It is the duty of all event organisers to make such provisions as necessary to ensure this is the case. Key items for consideration are:
Security & stewarding
Security & stewarding personnel are key to ensuring the safety of all people in and around an event. All events must provide appropriately trained and briefed staff in positions to maintain crowd control, provide public information and to enforce any applied restrictions on entry and behaviour within the space, as well as to implement procedures in an accident or emergency situation. All staff working in a security role must be qualified to the appropriate level with the Security Industry Authority (SIA).
Child protection, safeguarding children and vulnerable adults.
Child protection is a fundamental part of the safety management of an event. Organisers are expected to make such efforts as necessary to remove risk of the abuse or mistreatment of children at events and to take appropriate measures if event staff identify situations of abuse or mistreatment whether related to the event or not. Event organisers will be expected to submit a child protection policy statement and lost children procedure as part of their application for the event. Event organisers have a duty to safeguard and promote the welfare of children and vulnerable adults at their event. You are responsible for and must comply with all regulations and laws in respect of safeguarding children and vulnerable adults at the Event.
Medical & first aid provision
Event organisers must carry out a medical risk assessment, considering such things as the activities, the numbers, types and age groups attending, access and egress, the site and structures, and other health, safety and welfare issues. Provision of adequate numbers and types of first aid and medical resources should be based upon published guidance such as HSG195.
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. Please contact them on EPRR.Devon@swast.nhs.uk
Have you considered First Aid at your event? South Western Ambulance Service Trust have produced guidance to help you determine your requirements.