Libraries and leisure

Outdoor events checklist

Events will vary in their content and the list of who to contact. However the following stages (not in chronological order) cover the majority of tasks to ensure a safe and successful outdoor event.

The following tasks revolve around the technical requirements of the event and do not touch on the theme, content or creative programming. Remember a moving procession will create different problems to those of a static event, so this checklist may have to be adapted for such use.

Communication and advance notice

• Contact Local Authority personnel including Arts Officers and those responsible for highways.
• Use leaflets or phone calls to contact affected retailers. These might include retail groups; the Chamber of Commerce; shopping centre/s; individual shops; and pubs or resturants.
• Communicate with local residents about the event. Depending on the circumstances, the letter could market the event; inform about road closures or restricted parking; offer partnership or performing opportunities.

Road closures

These need a minimum of 6 weeks to organise. The following aspects will need to be considered:

• Local Authority Highways Departments both at Distict/Borough and HCC.
• Emergency Services including the Police, Fire and Ambulance.
• Cycle routes.
• Parking including disabled parking.
• Bus routes.
• Litter control.
• Taxis.
• Parking attendants.
• Crowd control, including numbers per square metre, and dispersal.

Marketing

• Publicity including posters, fliers and press releases. You might also want to include local radio or television, both to publicise and cover the event.
• Event programme.
• Banners.
• Photographer and/or video for the event.

Fundraising

• Prepare a strategy.
• Identify opportunities both local and through national funding schemes such as Awards for All.
• Prepare an information pack to send out to prospective sponsors.

Site management

• Walk the site.
• Produce a site plan including consideration of security, stewards and CCTV.
• Check for other major events on the same day in the area, such as a football match.

Licensing and running the event

• If the event includes performances, entertainment or alcohol a license will be required.
• First aid. An ambulance plus two or three staff is will need to be paid and will be at least £400. You will also need to ensure the crew are properly qualified and comply with any child protection concerns.
• Toilet provision.
• Litter disposal.
• Health and Safety / risk assessment.
• Provision in case of fire.
• Event chain of command.
• Cancellation strategy, including steward meeting points.
• Noise levels should be checked with Environmental Health.
• Insurance.
• Information point.
• Provision for lost children.

Stalls

• Allocate stalls. You may need to check that traders have food certificates if appropriate.
• Send out booking forms.
• Collate the information from the booking forms.
• Book stalls and confirm with applicants.
• Depending on the size of the event, either the manager will apply for a license on behalf of all the stallholders or individuals will need to obtain a license for their own use.

Stewards

• Calculate the number of stewards required and allocate tasks. Work on the basis that there will be a 10% drop out rate.
• Identify stewards or how you might select them. Try contacting local arts officers in case they have a list of trained stewards who might be approached.
• If the people you select have not done this type of work before, you may need to organise a training session.
• Provide a briefing pack and radio training.
• Jackets.
• Radios.
• Consider the security of the stewards.

Equipment

This may include some or all of the following:

• Generators, tables, boilers, chairs and mats.
• Stages and floors.
• PA system.
• Radios and/or mobile phone system.

Emergency Plan

• Check to see if HCC and the other District/Borough Councils need to have any input into this.
• CCTV usage.
• Control unit and/or emergency vehicles in place.
• Have a cancellation strategy agreed before the event.