Organising an event

Have a clear idea about what you want the event to be, what you want to achieve and the size and scale of the event. Make sure you also have some other people involved so that the responsibility for the event organisation can be shared around and different skills and experienced can be utilised.

Think about who will be interested in the event and who might attend. The type of event you are trying to organise will determine the sorts of people likely to come.

When thinking about when your event will take place consider whether any other events are taking place in the local area.

In choosing a location for the event you should make sure that the site should be big enough for all the planned activities. For all events there must be plenty of space for the public to move around stalls, rides, performance/stage, arena/exhibition areas etc. There must be unobstructed routes to exits. This is particularly important at indoor events to prevent stalls/goods obstructing exit routes and doors.

Another important consideration at the planning stage is the access to the site. How easy is it to get to, if the public will use cars to get there is there sufficient on site/off-site parking available? Consider whether the emergency routes will be adequate.

Consider if there are any on site hazards that need to be taken into account such as water hazards, overhead power lines, land used for grazing animals. The land owners’ permission should be obtained.

Obtain a copy of the terms and conditions of hire to see what is required by you as the hirer and what is provided by the venue.

You may need to find funding for the event. Essential items you will need to budget for are:

• venue hire costs
• licences
• first aid provision
• insurances
• event equipment
• marketing.

For all large events or events with the potential to present a significant risk to public safety the Events Safety Advisory Group (ESAG) must be informed.

The Event Safety Advisory Group (ESAG) is a multi-agency group, which provides advice and guidance to event organisers, particularly for events that have the potential to pose a significant risk to the safety and wellbeing of participants, spectators and the general public.

Please forward full details of the event including all relevant paperwork to ESAG@telford.gov.uk

Once you have decided to go ahead with your event and have decided on the format you can then begin to plan in more detail. Keep all relevant information for the event together such as contract details, insurance, licences etc. Ask for written confirmation of all bookings that you make and send written confirmation to all suppliers and contractors stating what is expected of them, when to arrive, set up and set down arrangements, contact details etc. Follow up with phone calls as the event gets closer.

Specific arrangements should be made to make sure disabled visitors have adequate facilities such as parking, toilets and specific viewing areas and can safely enjoy the event.

Temporary Event Notices or Time-limited Premises Licence may be required to authorise small scale occasional events. Depending on the activities being provided at the event, a licence may be required under the Licensing Act, 2003.

If you have the following licensable activities, you will need to ensure that you have the correct licence in place:

• Premises Licence or Temporary Event Notice (TEN). If you have the sale of alcohol or regulated entertainment and you do not have a premises licence in place you will need to apply for a TEN. A standard TEN must be applied for at least 10 clear working days before the event (not including the date of application and the date of the event).
• Street Trading Consent. If you have commercial stalls at your event and members of the public can access these stalls then you require a street trading consent. This must be applied for at least 28 days before the event to allow for time for a full consultation of the application. If your event is ticket only or is closed to members of the public, then you may not require a street trading consent.
• Small Society Lottery Registration. If you are selling raffle tickets prior to the event, then you need to apply for a small society lottery registration. This should be applied for 28 days prior to the event.
• Exhibition of animals. If you are having live animals exhibited at your event such as reindeer or donkey rides, they will require a licence under the Animal Welfare Act 2006 from the local authority area in which they are based. You should check with that local authority that the necessary licence in place.
• Street Collection Permit. If you are collecting money for charity at the event, then you require a street collection permit. This should be applied for at least 28 days before the event.
• The information above is what is required by the Licensing team. You may be contacted by other partners with regard to their requirements for your event. All application forms can be found on the Telford & Wrekin Website Licensing - Telford & Wrekin Council

If you do not apply for the required permissions within the time frames stated, then it will not give us enough time to do the necessary consultations and resolve any issues they may not be granted for the event.

Some events may require a road to be closed temporarily such as for street parties, parades and carnivals. These closures will require a Traffic Regulation Order issued by the highway authority. All administrative costs will need to be met by the event organisers, charges will depend on the type of event, expected audience and complexity of the closure. View information about applying for a closure on the highways.

If you are organising an event it is advisable to have insurance.

For more information on event insurance please see ABI guidance https://www.abi.org.uk/globalassets/sitecore/files/documents/publications/public/migrated/liability/abi-guide-to-planning-an-event.pdf

An agreed level of first aid, paramedic and medical facilities should be provided at the organiser’s expense. Download the medical consideration form which will will help you to consider what first aid provision is needed at you event. Once the form is completed and filled in visit the West Midlands Ambulance Service website for more information and advice if any further medical support is needed. They will also provide contact details for voluntary medical services such as British Red Cross and St. John Ambulance.

Visit the Health and Safety Executive website to check if you health professionals are registered (this does not include first aiders).

A risk assessment is a careful examination of anything at your event that could cause harm to people. There is a legal requirement to assess all work related risks to workers and others who may be affected by their work. Public safety must be included in this. Carrying out risk assessments helps you decide whether you have taken sufficient precautions or should do more to prevent harm or injury to people.

Visit the Health and Safety Executive website for advice on the 5 stages in the process. The 5 stages are:

• identify the hazard
• decide who might be harmed and how
• evaluate the risks and decide what precautions you can take to minimise the risk
• record your findings and implement them
• review your assessment and update if necessary.

Download the event risk assessment template which will help you to consider possible hazards and the measures you will need to take to minimise the risk of harm to people attending or working at your event.

Special considerations you might need to consider for your risk assessment are around:

• visit the Health and Safety Executive website for advice on the use of barriers or stands
• visit the Health and Safety Executive website for advice on the use of fireworks
• visit the Health and Safety Executive website for advice on special effects e.g. use of lasers.

Any temporary structure that is load bearing should be erected in strict compliance with Health and Safety legislation. Some examples of these are:

• visit the Health and Safety Executive website for advice on inflatable structures e.g. bouncy castles
• visit the Health and Safety Executive website for advice on marquees and stages
• visit the Health and Safety Executive website for advice on fairground rides.

View information on how to contact the Public Protection team for further advice on these issues.

During the event you and other stewards need to be on the lookout for any suspicious behaviour. Some examples of this are:

• vehicles parked in restricted areas
• anyone taking notes or photos of security arrangements
• anyone leaving personal items such as rucksacks or bags near to key locations.

Report any suspicious behaviour or activity to the local police on 101 or confidential anti-terrorist hotline on 0800 789 321. In an emergency always dial 999.

Complete our online form if you have a health and safety enquiry relating to your event

All events must be covered by a fire risk assessment by law. Under fire safety legislation as an event organiser you have a duty to provide general fire precautions to protect persons in case of fire in and around the premises you are using.

For larger events, in larger buildings or temporary structures or where high risk activities such as fireworks are planned, it may be necessary to employ a 'competent person' who has relevant training and experience in fire safety risk assessment and management, such a person may be needed to assist the organisers in undertaking the following:

• fire risk assessments
• general fire precautions
• fire safety management, including testing and maintenance of fire safety provisions
• assessing the adequacy and requirements for escape routes and exits
• maximum safe occupancy levels for places of assembly
• evacuation planning
• provision of suitable fire alarms and emergency lighting
• provision and location of suitable firefighting equipment
• provision of trained stewards or other staff for firefighting and evacuation
• consider the safe evacuation procedures for people with disabilities or who are sensory impaired.

If there is a market and/or stalls at your event they will need to fill out separate fire risk assessments:

• download the traders fire risk assessment template
• download the food concession fire risk assessment template
• download the temporary structure fire risk assessment template.

Shropshire Fire and Rescue Service are able to advise on the steps necessary to achieve compliance with fire safety regulations and to provide the ‘responsible person’ with relevant guidance on how to prepare and manage events safely.

At all times it remains the duty of the ‘responsible person’ to ensure the necessary measures are identified, taken and maintained to ensure the safety of people from fire. A failure to do so, where persons are placed at risk of injury, is a serious criminal offence for which responsible persons may be prosecuted.

Visit the GOV.UK website for more information on the national guidance in completing fire risk assessments. 

For all events it is good practice to have plans in place should emergency situations arise. An emergency plan covers the following:

• highlights the most likely scenarios
• sets out a communication plan
• details the evacuation points
• details medical facilities and locations
• details locations of nearest hospitals.

You should also give detailed consideration to the needs of the fire and rescue service and in particular the following:

• liaison with fire and rescue service before the event
• summoning the fire and rescue service in event of emergency
• liaison with the fire and rescue service on arrival at and during an emergency
• access for fire and rescue service vehicles and equipment (download the ESAG document where the measurements required for emergency vehicle access can be found on page 44)
• water supplies for fire fighting.

Facilities for fire fighting also include the access routes for fire and rescue service and other emergency service vehicles. At all outdoor venues you must ensure that you have provided adequate and appropriate vehicle access to all parts of the venue. You should also consider how these routes would be affected by the people at your site or event.

Visit the West Mercia Police website for specialist advice and/or visit the Shropshire Fire and Rescue Service website for specialist advice on emergency planning.

Create a plan of your event showing the layout, entrances and exits, car parks, toilets, first aid points, refreshments, activity locations and other key features. This can be done by hand, or by downloading a map or photo image of the site/venue you will be using. The venue may be able to provide you with a map/site plan that you can use.

For further information and advice please refer to:
The Purple guide https://www.thepurpleguide.co.uk/
HSE  https://www.hse.gov.uk/event-safety/managing-an-event.htm
Can Do Guide https://www.gov.uk/government/publications/can-do-guide-for-organisers-of-voluntary-events/the-can-do-guide-to-organising-and-running-voluntary-and-community-events

As an event organiser you are responsible for the safety and security of everyone involved prior to, during, and after the event. The police can offer advice on these matters and will advise on the current security threat level for international terrorism. If needed the police will attend and carry out their core responsibilities of:

• prevent and detect crime
• prevent and stop breaches of the peace
• traffic regulations within legal powers
• activation and coordination of contingency plans.

If your event is going to be a large public event consideration should also be given to special security measures necessary for the attendance of VIP’s or celebrities. Special measures should also be implemented should large amounts of cash be accumulated at the event. Visit the West Mercia Police website for advice on large events.

During the event yourself and other stewards need to be on the lookout for any suspicious behaviour. Some examples of this are:

• vehicles parked in restricted areas
• anyone taking notes or photos of security arrangements
• anyone leaving personal items such as rucksacks or bags near to key locations.

Report any suspicious behaviour or activity to the local police on 101 or confidential anti-terrorist hotline on 0800 789 321. In an emergency always dial 999.

You will need people to assist you at your event during the site set up, the delivery of the event and the take down. Consider all the tasks which need to be done and how many people are required to carry out the tasks or to supervise others. Allocate tasks and brief your helpers on what is required and ensure they keep you informed of progress.

For further information and advice please refer to:
The Purple guide https://www.thepurpleguide.co.uk/
HSE  https://www.hse.gov.uk/event-safety/managing-an-event.htm
Can Do Guide https://www.gov.uk/government/publications/can-do-guide-for-organisers-of-voluntary-events/the-can-do-guide-to-organising-and-running-voluntary-and-community-events

If you are considering getting volunteers to help at your event then you will need to allow enough time to recruit and train them for the different roles available. View information on volunteering in Telford and Wrekin and the guidance available to help you do this.

It is important to make sure all the correct processes and procedures are followed when recruiting staff and volunteers to work at your event especially regarding the safety of any children or vulnerable adults that may come into contact with.

For events where there are likely to be children or vulnerable adults it is recommended that the following procedures are adhered to:

• ideally all people working at the event be enhanced DBS checked
• anyone working in a supervisory role will be enhanced DBS checked and will be clearly identifiable
• non DBS checked staff are placed in pairs in all positions
• non DBS checked staff are never in a position where they may be alone with a child or vulnerable adult.

Visit the GOV.UK website to arrange a DBS for your group or organisation. There is a charge payable for a DBS check but for volunteers it is free of charge.

For all people providing services at your event which could come into contact with children and young people and vulnerable adults you are advised to request details of their current DBS check. It is sufficient for them to provide you with the disclosure number and date of the DBS check.

You should develop a child protection policy which details how you will ensure the safety and well-being of children and vulnerable adults such as dealing with lost/found children. All event staff should be briefed on the procedure for reporting concerns and how to deal with such situations.

Designate a person who will be responsible for dealing with any child protection issues should they arise and also a location within the event for reporting lost children and taking found children.

If children are performing at the event you should also ensure suitable child protection are in place including chaperones.

You will need to be able to stay in touch with people helping you at the event not only to help you organise the event but also to deal with emergency situations.

For further information and advice please refer to:
The Purple guide https://www.thepurpleguide.co.uk/
HSE  https://www.hse.gov.uk/event-safety/managing-an-event.htm
Can Do Guide https://www.gov.uk/government/publications/can-do-guide-for-organisers-of-voluntary-events/the-can-do-guide-to-organising-and-running-voluntary-and-community-events

If you are only having a very small event with no amplification it is unlikely to cause disturbance to the surrounding area. However for larger events we recommend that you:

• Nominate a Noise Control Person who regularly checks the noise levels during the event at the perimeter and adjusts them as necessary 
• Advise local residents of your planned activities well in advance 
• Give anticipated start and finish times and provide a contact telephone number for the Noise Control Person at the event. 
• Advise The Council’s Environmental Protection team of the event, including any contact telephone numbers. In some circumstances the Council may request that you appoint an Acoustic Consultant to assist in drawing up a Noise Management Plan. Contact the Environmental Protection team if you are unsure about noise control.

To assist applicants, we have provided some advice and guidance notes to assist with completion of a Noise Management Plan. Download this guidance.

Food often plays an integral part in the success of events such as street parties, school fairs or community fun days. However food safety is important. Visit the Food Standards Agency website for more information on food safety. You must make sure that the food is safe – this means that it is not harmful to human health or unfit for human consumption.

Studies have shown that factors contributing to food poisoning are:

• preparing large quantities of food too far in advance
• incorrect food storage (not under refrigeration)
• poor personal hygiene of food handlers (hand washing).

Visit the Food Safety Advisory website if you're planning on having a barbecue at your event and how to do so safely.

Visit the Food Safety Advisory website if you are holding a community event or are a charity to view the guidance on what procedures you need to follow when providing food.

Please contact the Food, Health and Safety team if you need any further advice: Food@telford.gov.uk.

If you are thinking about having animals at your event e.g. a donkey at a Christmas fair. You will need to consider the safety measures you put in place for this. Visit the Health and Safety Executive website for advice on having animals at events. If pets are allowed to be present at an event you should think about their waste clearing, their behaviour and whether other people might have allergies, phobias or dislikes.

Being green is often thought of as just recycling. This is one aspect to be considered when organising events but there are other things too:

• support local businesses when hiring/purchasing equipment/services
• ensure your event is inclusive to all groups, are there things you need to offer to ensure everyone can take part
• hold the event somewhere easy to access by public transport or by walking or cycling
• if using parks and open spaces consider the wildlife living in that space
• consider how much power you require and how to minimise usage.

Fly posting on the highway and on property within Telford & Wrekin Council boundaries is illegal and is strictly forbidden in relation to the event. For certain types of event official direction signing via the RAC/AA may be accepted.

The Council will look to either issue a Fixed Penalty Notice under the Anti-Social Behaviour Act 2003, Section 43 or prosecute at court hirers who fly-post. Should fly posting take place, the signage will be removed and disposed of as part of the enforcement process and zero tolerance approach by Telford & Wrekin Council.

All promotional signage must be approved with Telford & Wrekin Council, failure to do so will result in fixed penalty fines.

On site signage must be removed within 24 hours of the event ending.

• Arrange to be on site early and to have the site set up approx. 90 minutes before the event starts.
• Carry out an inspection of the venue/site and make a detailed safety check.
• Ensure you have a clearly signed information point for the public and event control point for helpers.
• Create and appropriately display signage for the toilets, lost and found children, lost and found property and first aid points and any other facilities which need signposting.
• Make sure all facilities and attractions are sited as per your event plan. Ensure first aid facilities, fire extinguishers and any cash collection boxes are in place.
• Check waste bins are in their correct locations.
• Ensure all structures have been erected safely and that certification has been obtained from contractors to record this.
• Display signage where necessary such as emergency exits, first aid points, information and lost children points and other facilities such as toilets and drinking water.
• Check all contractors, performers and exhibitors’ vehicles have been removed from the site or parked in a designated area before the public arrive.
• Ensure clear access and exit routes and adequate circulation within the site. Pay particular attention to emergency routes.
• Check all barriers and other protection against hazards are securely in place and there is no risk of falling from staging or other facilities.
• Make sure all helpers and stewards have arrived, are wearing the correct clothing and are issued with instructions, radios etc.
• Check all lighting is working, including any emergency lighting.
• Make sure the public address system is working and can be heard in all areas. Have a megaphone as a back-up in case of power failure.
• Ensure all accidents and incidents are recorded with as much detail as possible for future use.
• Create a folder which includes all of your event information. Several copies of some items may be required:
  • site plan
  • event overview/site set up arrangements
  • vehicles on site schedule
  • list of key contacts - suppliers, activity providers, staff, volunteers, local police etc
  • stewards/volunteers briefing document
  • emergency plan
  • risk assessment
  • fire risk assessment
  • copies of forms such as photo consent forms, accident and incident report forms, lost/found property, lost/found persons
  • additional useful items such as clip boards, pens, paper, hazard tape, scissors, cable ties, bottled water for staff etc
  • after the event another inspection should be carried out to ensure nothing has been left on site that can be hazardous to future users. This inspection should also identify any damage.

Finding the perfect venue for your event can be tricky! Telford and Wrekin council offers a wide range of parks and open spaces ideal for a variety of events and festivals of all sizes.

Download our event information sheet for our Town parks:

• download the QEII Arena and the award winning Telford Town Park event information sheet
• download the Southwater public realm event information sheet
• download the Bowring Park, Wellington event information sheet
• download the Hartshill Park, Oakengates event information sheet
• download the Broadoaks Playing Fields, Donnington event information sheet
• download the Malinslee Playing Fields event information sheet
• download the Dale End Park, Coalbrookdale event information sheet.

If applying to hold an event at any of these locations, please download the terms and conditions.

Please complete the application form below to book you event.

The event application form is not confirmation of your booking. If additional documentation is not provided on request then the event may not be given permission to go ahead.

Once all details have been confirmed, then the relevant charge will be made and the amount must be paid at least 4 weeks in advance of the booking.

Complete our online form to hold an event

Visit the payment system website to pay for the event

Responsibilities

It’s important for you to be aware of the provisions of the:

• Public Order Act 1986 (legislation.gov.uk)
• Police, Crime, Sentencing and Courts Act 2022 (legislation.gov.uk)
• Public Order Act 2023 (legislation.gov.uk).

Failing to provide West Mercia Police (WMP) advance notice of the date, time and venue/route of a procession; changes to these details without updating the police or other involved agencies; or failure to comply with changes, conditions or prohibitions set by the police may constitute criminal offences.

The amendments within the Public Order Act 2023 allow the Police to impose conditions which are considered to be causing ‘serious disruption to the life of the community.

In addition to carrying moral and social responsibilities, organisers have civil, common and criminal law responsibilities.

You may be liable for the consequences when things go wrong, particularly if there are issues in the planning or control of an event.

One of the main responsibilities of the organiser is concern for the safety of the public taking part, as well as for those in any way affected by it. This responsibility extends to avoiding damage to property, fear or alarm to the public, or disruption to the local community. Ensuring public safety at a public event is not the first responsibility of the police or Local Authority.

Organisers should have risk assessments and event safety plans/operating procedures

Protests that involve a March or Procession

Event organisers must be aware that pedestrians on a highway are always in a position of high potential danger. Telford & Wrekin (T&W) and the WMP expect that event organisers fully explore alternatives to any proposed highway march or parade etc. We suggest that a March or parade is only included if it is an essential element of the march. Where a procession or parade on the highway is planned, consultation with WMP, the T&W Highways Section and other agencies is essential at an early-stage. Agreement on traffic management may require designated road closures and will always include the use of safety vehicles at the head and rear of the parade and competent persons as pedestrian steward.

Proposed routes should be chosen carefully, your risk assessment should give regard to:

• number and safety of participants on the route.
• traffic congestion, diversions and access for emergency services vehicles.
• length of route and traffic implications.
• exposure to the elements (time factor).
• availability of refreshments.
• opportunity for the elderly and young to obtain a rest period.
• first aid facilities throughout.
• number, make up and duties of stewards.
• unnecessary detours (make it as direct as possible).
• the effects on residential properties and businesses.
• toilet facilities on route.
• participants travel to and from the protest/ March – will this involve any local disruption?
• suitable and sufficient clearly identifiable Stewards that are given adequate safety briefings including contingency plans
• do you need any other special arrangements such as lost found children, people with vulnerabilities?

 Locations

The use of certain locations for assemblies (including the places people will need to use to get to and from the gathering) requires permission from Telford & Wrekin Council.

Not all locations on council land have been deemed suitable for protests. Three locations that have been deemed suitable are:

• Hall Court Car Park
• Wrekin Road Car Park Wellington
• Legges Way Car Park  Madeley

Organisers should have regard to the information provided on organising an event