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Please complete the following form. This information provides the Council and its partners with the necessary assurance that adequate arrangements for public safety will be met in relation to this event.

The advisory links included on this form go to the Health and Safety Executive website except where stated. However, please note that the Purple Guide (www.thepurpleguide.co.uk) is the industry standard for events management and you should consult this wherever possible.

If you tick an option by accident, use the "reset" button at the bottom of each form to clear your answers.

Q1
Q2
Q3 Is the event on Council owned land or using Council owned facilities? (please select one)
 
 
Q4

Organiser Details
This must include the name and details of the person(s) legally responsible for the event.

Q5 Organiser:
 
 
 
 
 

Event specifics:

Q6
Q7
Q8
Q9
Q10
Q11 Please select the most appropriate description for your expected audience profile: (please select one)
 
 
   
Q12 Please select which of the below most accurately describes the event history: (please select one)
 
 
   
Q13 Is your event ticketed? (please select one)
 
 
   
Q14 What activities/attractions are you planning to have at your event? (please select all that apply)
  Yes
  Sale of alcohol
  Have you got a Temporary Event Licence or an existing Premises Licence from our Licencing Team? (please select one)
 
 
   
  If not Apply Now .
  Please be aware you may be contacted by the Central Bedfordshire Council Licencing Team for further information.

  Activities on the public highway which may require road/street closures
  Have you applied to our Highways Team for the road closures? (please select one)
 
 
   
  If not Apply Now. To make an application you will need to know: What route(s) are to be closed, why  and alternative diversion routes. Please be aware that there may be a charge involved.
  Please see the Highways pages on the Central Bedfordshire Council website.

Please be aware you may be contacted by the Central Bedfordshire Council Highways Team or Bedfordshire Police Traffic Management Team for further information.

  Sale of food

  Temporary structures (e.g. stages, marquees, scaffolding, bouncy castles, inflatables, lighting rigs - not gazebos

  Unmanned Arial Vehicle (UAV)/Drones for images and videos
  UAV (Drones) for images and video:
  Yes No
  Are you using a commercial operator that has confirmed they have a Civil Aviation Authority licence? Find out if they have using the Civil Aviation Authority publishes a licenced provider list.

  Is your UAV under 20kg (this is known as a small unmanned aircraft)?

  Do you plan to fly above 400ft or further than 500m horizontally? - you will need to get a licence from the Civil Aviation Authority and prove that the person operating the device is competent.

  Is your UAV over 20kg? this is known as a large unmanned aircraft) - you will need to get a licence from the Civil Aviation Authority and prove that the person operating the device is competent.

  Have you got a licence?
  Any commercial operators of UAVs are required to have a Civil Aviation Authority licence. Find the details on the Civil Aviation Authority website.

  Amplified music and entertainment
  Check out the guidance:
· The Noise Council: Code of Practice on Environmental Noise Control at Concerts

  Fairground/amusement rides
  Check out the guidance: Fairgrounds and amusement parks: Guidance on safe practice

  Arena events/shows
  Check out the guidance: The Purple Guide to Health, Safety and Welfare at Music and Other Events (please note that this is not a free guide and needs to be purchased or subscribed to. You can find out more at: www.thepurpleguide.co.uk

  Car boot sales
  Check out the guidance: Frequently asked Questions on Car Boot Sales

  Stalls and exhibitors

  Pyrotechnics, fireworks, bonfire and/or special effects
  Check out the guidance: Special effects, fireworks and explosives. There are also rules set out by the Civil Aviation Authority on the use of Lasers, Directed Lights, Toy Balloons and Sky Lanterns in UK Airspace.

  Aircraft displays
  You will need to notify the Civil Aviation Authority.  

  Overnight camping

  Processions/parades
  If using vehicles in your procession/parade all vehicles must have suitable insurance, and produce the necessary documentation to you before the event date. If vehicles such as flat-bed trucks are being used they will be required to have suitable safety railings in place that are fixed securely to the vehicles. This is governed by the Work at Height Regulations 2005. Check out the FAQs on the HSE website for further guidance.

Please also visit our webpages to find a guide to notifying the council about your plans.

  Demonstrations
  Organisers of a protest march or static demonstration are required by law to notify the police at least 6 days before the event occurs, of the date, time, proposed route and the name and address of the organiser. You can do this for events in Central Bedfordshire by emailing opsplanning@herts.pnn.police.uk.

  Animals (e.g.farm animals - lambing, petting, etc and reptiles)
  Check out the guidance on working with animals and  minimising the risk of infection from animal bacteria. We also recommend consulting specific guidance available in the Purple Guide.
Q17 What temporary resources will you bring to your event? (please select all that apply)
  Yes
  Portable generators
  Your duty as an event organiser: Event organisers, contractors and others using electrical equipment must do all that is reasonably practicable to ensure that electrical installations and equipment at an event are properly selected, installed and maintained so as not to cause death or injury.  Check out the guidance on Electrical safety.

  Fencing/barriers
  Check out the guidance: Safe use of barriers

  Temporary toilets and sanitisation provision
  Check out the guidance: The Purple Guide to Health, Safety and Welfare at Music and Other Events(please note that this is not a free guide and needs to be purchased or subscribed to. You can find out more at: www.thepurpleguide.co.uk.

Public toilets and hand washing stations must be provided by the event organiser based on anticipated peak attendances at any one time. If you enter 'festival toilet calculator' into your internet search engine there are many companies that provide a free calculator based on number of attendees at your event. As a general guide for events with a gate opening time of 6 hours or more:
· 1 Female toilet per 100 people,
· 1 Male toilet per 500+1 urinal per 150.  
· For events with a gate opening time of less than 6 hours duration :
· 1 Female toilet per 120 people,
· 1 Male toilet per 600+1 urinal per 175.
· Disabled : 1 toilet with hand washing facilities per 75 disabled people.

  Temporary lighting

  Temporary water supplies
  Check out the guidance: The Purple Guide to Health, Safety and Welfare at Music and Other Events (please note that this is not a free guide and needs to be purchased or subscribed to. You can find out more at: www.thepurpleguide.co.uk.  For further free guidance please visit the Drinking Water Inspectorate.

  Gazebos

Earlier on in the questionnaire you told us that you would be selling food at your event.  Please provide us with some additional information:

Q20 Are you providing the food yourselves, or will outside caterers be used? (please select one)
 
 
Q21 Is the person(s) providing the food, food safety aware? (please select one)
 
 
   
  We recommend that at least one person is trained and holds a Food Safety/Hygiene Certificate
Q22
Q23
Q24 Do they all have a minimum food hygiene rating star rating of 3? (please select one)
 
 
   
 
 
   
Q27 Do you plan on having a continental food market at your event?
 
 
   
Q32
Note: you have a duty of care under current Food Safety Legislation to ensure that food you are serving is safe to consume. Any reports of food poisoning and food hazards reported to the Council will be fully investigated, which can lead to prosecution.
Q25 Are they all registered with the Nationwide Caterers Association (NCASS)? (please select one)
 
 
   
 
 
   
Q26 Have they all got an in date gas safe certificate (find out more and see what is required)? (please select one)
 
 
   
 
 
   
Q27 What are you providing for your caterers? (please select all that apply)
  Yes
  A clean water supply?

  Waste collection and disposal

  Electricity

  Waste water disposal facilities

Check out the guidance:
·
See the National Caterers Association (NCASS) website for Event Organisers helping you find suitable caterers for your event.
·
See the Food Standards Agency website where you can search the food hygiene rating of any food business.
· See the Chartered Institute of Environmental Health national guidance for outdoor and mobile catering
· All about Gas Safe Certification for mobile caterers and the reasons it is required

Please be aware if there are any concerns you may be contacted by the Central Bedfordshire Council Food Safety Team for further information.

Q18 What health and safety arrangements have you got in place for your event? (please select one per row)
  Yes - complete Yes - still planning No Not required
  A scales site plan and layout for your event
  Check out the guidance: Venue and site design

  Event risk assessment
  Check out the guidance: Risk assessment (on this page you can download a Microsoft Word template risk assessment to complete)

  Allocated key roles and responsibilities (e.g. Event Manager, Safety Officer, Medical Officer, Security Officer, Traffic Manager, Waste Manager having an Event Control etc)
  Check out the guidance: Managing your event

  Public liability insurance

  Noise management plan
  Check out the guidance:
·
Please see the Alcohol and entertainment pages on the Central Bedfordshire Council website
· Central Bedfordshire Council  Event Noise Control Requirements
· Further guidance on Temporary Events Notices can also be found on the Home Office publications website.
· The Noise Council: Code of Practice on Environmental Noise Control at Concerts.

Please be aware that members of the SAG may contact you to ask for copies of the documentation you have said that you have.

  First Aid provision and medical plan
 
  Please be aware if there are any concerns you may be contacted by the East of England Ambulance Service for further information.
  Check out the guidance:
·
Health and Safety Executive website on Incidents and Emergencies

  Lost children and vulnerable people procedure

  Traffic management arrangements - onsite and offsite
  Check out the guidance: Transport management

  Waste collection arrangements
  Check out the guidance: Handling waste

  Crowd management arrangements - Security Plan (e.g. Security, Stewards, Marshalls, Barriers etc.) - Security and Stewarding Plan
  Check out the guidance: Managing crowds safely: A guide for organisers of events and venues

  A Public Address (PA) system

  Fencing and barriers

  Drugs management plan

  Complaints management process
Q21 What emergency procedures do you have in place for your event?
  Yes - complete Yes - still planning No Not required
  Stop procedure

  Evacuation and fire arrangements
  Check out the guidance: Planning for incidents and emergencies

  Suspicious packages and bomb threat procedures
  Check out the guidance: Protecting crowded places from terrorism

  Severe weather procedure
  Check out the guidance: Guidance for event organisers on planning for severe weather
Q34 Do have an overall Event Safety Plan, which details all of the above?
 
 

Please be aware that we may contact you and ask for copies of the paper work that you said you have.

Earlier on in questionnaire you indicated that your would be using temporary structures at your event.

All temporary structures are regulated under the the Construction (Design and management) Regulations

Please be aware if there are any concerns you may be contacted by the Central Bedfordshire Council Building Control Team for further information.

The Health and Safety Executive has enforcement responsibility for the following activities at all events
:
· the erection and dismantling of temporary demountable structures (TDS) like stages and grandstands (except for small marquees and similar tents which are enforced by local authorities)
· radio and television broadcasting
· fairgrounds.

Q28 What types of temporary structure will you have at your event? (please select all that apply)
  Yes
  Stage(s)

  Bouncy castle(s)
  Check out the guidance: Advice about safe use of inflatables

  Large lighting rigs

  Marquees

  Scaffolding
  Check out the guidance: HSE scaffold checklist
Q29 Are you using professional contractors to erect the temporary structures? (please select one)
 
 
   
  Check out the guidance
·
We recommend that you get 3rd party certification by a independent structural engineer (their professional body is the Institute of Structural Engineers. You can search all their members on their website ).
·
For the latest guidance see the Temporary Demountable Structure safety guide and advice on the Health and Safety Executive website.
Q30

Thank you for answering the questions: The members of the Central Bedfordshire Safety Advisory Group (SAG) have been notified of your event and will only contact you if required.

Please click 'print' to be able to view and save a PDF copy of your response before submitting.

Q31 Declaration:

Please remember to click submit to send your completed form.

Data Protection Act 1998
Please note that your personal details supplied on this form will be held and/or computerised by Central Bedfordshire Council for the purpose of the SAG notification form. The information collected may be disclosed to officers and members of Central Bedfordshire Council and its partners involved in this event. Summarised information from the forms may be published, but no individual details will be disclosed under these circumstances. Your personal details will be safeguarded and will not be divulged to any other individuals or organisations for any other purposes.

Information classification: Protected when complete

 

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