Worthing Borough Council

How to organise an event

Page Rating

1 2 3 4 5

01273 263134

parksandforeshore@adur-worthing.gov.uk

1. Introduction

Events that are well organised are great fun and encourage audiences and visitors to come back for more.   Badly organised events will be remembered by many but for all the wrong reasons. The more we can all do to ensure the highest quality events the more we will all benefit.

Organising an event can be a daunting prospect.  However, with adequate preparation the task may not be as frightening or difficult as you might expect.  It is important to plan ahead and agree the programme of activities well in advance of the event date.  A competent event co-ordinator whose only responsibility is to oversee event co-ordination needs to be nominated together with other members of the organisation to lead individual working groups with responsibility for administration, finance, health and safety etc.

If you are considering staging an event on Council land, the information detailed in this leaflet, whilst not exhaustive, highlights some of the opportunities, risks and areas you need to think about. 

If you wish to stage an event on the highway, including pedestrian areas, you should contact the Town Centre Manager, who will liaise with West Sussex County Council and the Highways Department.

2. Who Owns The Land?

A few examples of land generally owned or controlled by Adur District and/or Worthing Borough Councils are promenade and foreshore areas, pier, beaches, recreation grounds, car parks, parks and open spaces.

West Sussex County Council is responsible for highways (roads) in the Borough, including most pedestrian areas.

3. Do I Need Permission To Hold My Event?

All events and activities held on Council owned land require an application form to be completed.  It is recommended that you apply at least three months in advance, as a decision cannot always be given immediately.  If you do leave it to the last minute, it may not be possible for you to be granted some of the necessary licences and may therefore restrict the type of event you can hold.  This is particularly important for Steyne Gardens  in Worthing where permission must be granted by the Executive Member for Leisure and Cultural Services, a report outlining your proposed event will generally be necessary.

It is also the responsibility of the organiser to notify the Police, Fire and Ambulance Services for all events.

4. Food And Beverages

Food hygiene legislation applies to any activity that involves the provision of food including beverages. To obtain further details contact Worthing’s Food and Occupational Health Group.

5. Alcohol

For an event catering for less than 500 persons at any one time an application for a Temporary Event Notice has to be made in writing to the Licensing unit of Worthing Borough Council and Sussex Police a minimum of 10 days prior to the event.

For events where over 500 persons are present at any one time a temporary premises licence will be required and written application will need to be made at least 2 months before the event.

At the time of completing the Open Space Event Form, consideration will also have to be sought for Approval from Worthing Borough Council - Leisure & Cultural Services who manage the land who will consider whether the sale or supply of alcohol is appropriate to the event. Currently the presumption is that the supply of alcohol is not appropriate to events held on our land.

6. Selling Of Goods

The Council prohibits the sale of illegal goods, animals, birds and fish; replica or real guns, knives and other weapons on its land.  Events held on recreation grounds do not need a licence to sell goods (except alcohol licence).

A Street Trading Consent will be needed if you propose selling articles in the street.  Trading is permitted in certain areas only and you should apply at least two months before your event.  The Council’s policy on street trading is strict and submission of an application does not guarantee that consent will be granted.

7. Inflatable Units

Although popular, inflatable units, including bouncy castles, can be extremely dangerous if operated incorrectly.  All inflatable units must be operated in accordance with the Health and Safety Executive Guidance Note PM76 “Safe Operation of Passenger Carrying Amusement Devices – Inflatable Bouncing Devices” (ISBN 0 11 885604 9 – available from HSE Books Tel 01787 881165).   A copy is available for inspection at the Council’s Environmental Health Section.

8. Raffle

When raffle tickets are only sold at the event and the draw and result is completed at the same event permission is not normally needed.

If however, tickets are being sold in advance, then a Lotteries Registration may be required. The licence runs from 1st January to 31st December each year and covers any lotteries your organisation holds during this time.  An initial registration fee is payable, and the registration can then be renewed annually with the fee being paid in December/January.  Individuals cannot raise money for private gain.

If you are planning to organise a raffle or lottery where £20,000 or more worth of tickets are being made available for sale you may need to register with the Gaming Board.

9. Charitable Collections

The permission of the landowner is required or a street collection permit is required before collections can take place.

The Council is able to issue a street collection permit so that you can collect money from the general public on behalf of charities.  Applications for a permit must be made to the Council at least one month in advance.

10. Public Conveniences

The provision of temporary conveniences needs to be considered.  On events on Council land where either ADC or WBC (depending on location) considers the size of the event requires the provision of additional temporary conveniences, the organiser shall provide these.  The cleaning of the public conveniences during and after the event needs to organised.

11. Noise

The control of noise including music from public address system is covered by Environmental Protection legislation and is the area that seems to cause most complaints from the public about events.

A lot of problems that arise in this area can be avoided with some thought beforehand.

Consideration must always be given to residents living close to where an event is taking place.  Nominating a noise monitor who regularly checks the noise levels at the perimeter of your event and adjusts them as necessary is always good practice.

Advising local residents of your planned activities can also be helpful, giving start and finish times for any noise.  This is not compulsory but highly recommended. 

Any event using amplification for music or speech must end by 2300 hours on Council land.  Events relaying amplified music must comply with any maximum noise level set by the Council to protect noise sensitive premises, including hotels and dwellings and also with the Noise Council’s Code of Practice on Environmental Noise Control at Concerts. A copy is available for inspection at the Council’s Environmental Health Section.

12. Entertainments

If you propose to have any of the following activities as part of your Event then you will need to clarify with either Adur District Council or Worthing Borough Council depending on location (Parks Group) prior to the event that your activities are licensed:

Performance of Dance Plays
Recorded Music Films
Live Music Boxing, Wrestling or Martial Arts Demonstrations

13. Fireworks

On the grounds of public safety, bonfire and firework displays on public land are restricted to professional operators and recognised bonfire and firework societies.

All displays must be organised in accordance with the “Guidance on Event Planning” document. A copy is available from the Emergency Planning Officer at Worthing Borough Council by emailing him a request at: epo@worthing.gov.uk 

14. Fun Fair Rides And Circuses

Where an event involves fun fair rides or a circus then the event organiser must notify the Council at least two months before the event as specific documentation must be completed and returned.

The additional documentation for a Fun Fair includes:-
- Agreement for Contractors and Agents;
- Third Party Public Liability Insurance Cover of a minimum value of £5 million per ride;
- ADIPS forms for all rides;
- Risk Assessment;

The Council does not allow circuses using animals.  Circuses are required to be a member of the Association of Circus Proprietors in Great Britain.

15. Health And Safety

Safety is your responsibility and as an event organiser you have a duty of care for the people who will work at and attend your event.

It is important that you think about the aspects of your event which may involve a level of risk e.g. machinery, fireworks, electricity, fuel etc. what accidents could happen and how you will help prevent them.  In some cases specific safety requirements have to be applied and a failure to apply them can result in the cancellation of your event or – in the most extreme cases – prosecution. 

This exercise is called a Risk Assessment and is essential in organising a successful event.  Risk Assessment is a legal requirement for employers under the Management of Health and Safety at Work Regulations 1999.  It is also a way of ensuring the safety of everyone involved with your event.

If you are holding an event on Council owned land, a Risk Assessment will have to be completed.

For your assistance in this area, the Council has produced some generic risk assessments, which you may use as guidance for assessing your own events. The information pack does not contain all generic assessments but does include other examples, which can be made available to you on request. These can be provided by Fax, Email or paper copy through the post or collected from the Parks Group, Commerce Way, Lancing, BN15 8TA.

For larger events the Health and Safety Executive Purple Guide, Event Safety Guide (HSG 195 – ISBN 07176 24536 – available from HSE Books Tel 01787 881165) provides comprehensive guidance on all aspects of event planning and management. A copy is available for inspection at the Council’s Environmental Health Section.

REMEMBER DO NOT COMPROMISE ON SAFETY – YOU CAN ALWAYS REARRANGE YOUR PROGRAMME OR PLANS BUT YOU CANNOT CORRECT THE EFFECTS OF AN ACCIDENT.

16. Insurance

We would recommend any group organising an event to take out Public Liability Insurance to provide cover in order to pay compensation in respect of any accidental damage to third party property or from any injury to person at the event.

Where an event is taking place on Council owned land, you will be asked to provide evidence of your insurance cover, before the event can take place.  Policy cover must be for a minimum indemnity sum of £5 million per claim.  Insurance cover can be obtained through most local insurance brokers. Alternatively temporary cover can often be provided via the Council (applies to events held on Worthing Borough Council land only) for a reasonable fee. The application form will need to be filled out in the section on services for you to be given a quotation (if appropriate). 

Worthing Borough Council can arrange insurance cover on your behalf for certain events on Worthing Borough Council owned land.  The cost for insurance will be decided by the Council’s Risk & Insurance officer when the application is processed, please contact us.  This is not available for certain Events e.g. live music performances, bouncy castles or funfairs.  The Hirer is required to tick the appropriate box on the Events Booking Form.

17. Damage To The Land And Buildings

When setting up an event the possible damage to land and buildings needs to be considered.   Where events are held on Council land organisers will be required to repair any damage to the satisfaction of the Council.  In specific instances the Council, through its Contractors, will carry out the repair work and recharge you with the total cost.    You will be advised at the time of booking whether a deposit is required.

18. Use Of Roads

Events, for example fairs, processions etc., which may stop the flow of traffic on the public highway, may require a Road Closure Order.  It is important to ensure that a Road Closure Order has been made before an event is advertised.  Depending on the nature of the event, Orders are made either by the Borough Council or West Sussex County Council.

Applications should be made initially in writing to the Borough Council’s Chief Executive’s Department giving three months notice for large events and an absolute minimum of thirty days notice for smaller one. 

The application must include the following:-

1. The name of the organisation and the purpose for which the closure is being organised.
2. The date of the event.
3. The times of the proposed closure.
4. The roads involved (enclose a marked street map).
5. A daytime telephone number or e-mail address for contact.

Road Closure Orders are made after consultation with the Emergency Services.

In the event of any objection being raised it may be necessary for the organiser to amend the application or the matter may be referred to the next meeting of the relevant Committee for a decision.  It is therefore recommended that you apply as early as possible.  You may be required to provide suitable barriers and signing for which a charge will be made.

19. Promoting The Event

If your event is open to the public please contact the Worthing Tourist Information Centre, as soon as you receive approval.  They can include details on their ‘Events’ database for inclusion on event-listings, and display information or publicity for you free of charge.

Your event should only be advertised when relevant permissions have been granted for the event to go ahead.  You should not publicise your event before these firm agreements have been made.

The local news media publish articles on events, where possible give them sufficient notice plus a newsworthy and interesting angle on your event.

Finally, it is very important that you obtain authorisation before you display any advertising material as fly posting is illegal.  You should only consider using authorised sites and you must obtain the permission of the owner. Fly posting on the highway and on Council property within Worthing Borough Council boundaries is illegal.    Certain types of event official direction signing via the RAC/AA may be accepted. 

Any posters or placards that are not authorised can be removed and offenders can be prosecuted.  It is not possible to use Theatres poster sites.

20. Banners

For permission to erect lamp post shields and banners across Montague Street and Warwick Street contact West Sussex County Council.

21. Litter

You will need to arrange at your own cost for the site to cleared of litter and disposed of at the refuse tip at Worthing.  If you require commercial disposal contact the Worthing’s Contract Services.

22. Hire Of Equipment

Worthing’s Contract Services is able to hire crash barriers, traffic cones, road pins, high visibility vests, rope, bins, tape and A-boards.  Other items not listed may be purchased for hire.

23. Is It Worth It

Yes, of course it is!  This may all sound complicated but in most cases not all of the requirements detailed in this booklet will apply to your event. 

We look forward to hearing from you and wish you every success with your event.

 
WHO TO CONTACT

Ambulance Service 

Emergency planning, information:
Worthing Group HQ, Ambulance Station and guidance
Yeoman Road, Worthing, West Sussex BN13 3NT

Worthing Borough Council Road Closure Order

Chief Executives Department Street Trading Consent
Democratic Services     
Town Hall, Chapel Road    
Worthing, West Sussex   BN11 1HA
Tel: (01903) 239999   Fax: (01903) 236552

Worthing Borough Council Events bookings on Council land

Leisure and Cultural Services    
Commerce Way
Lancing, West Sussex  BN15 8TA
Tel: (01273) 263045/263151
Email: parksandforeshore@adur-worthing.gov.uk

Fire Brigade Emergency planning, information

Fire Brigade Headquarters and guidance
Tactical Planning Department
Northgate
Chichester
West Sussex
PO19 1BD
Tel:  01243 752428
Email:  tim.eady@westsussex.gov.uk

Worthing Borough Council

Health and Housing Services
Simon Jones Licensing Inspector
Licensing Unit Alcohol Licence
Environmental Health & Licensing Unit
Adur District Centre, Ham Road
Shoreham-By-Sea  BN43 6PR
(01273) 263191

       
Services Department Risk Assessments    

Health and Safety Food and Beverages
Portland House, Richmond Road   Noise
Worthing, West Sussex   BN11 1LF   
Tel: (01903) 239999   Fax: (01903) 218050  

Worthing Borough Council Water and Electricity Provision

Services Department     
Surveying Services
Portland House, Richmond Road    
Worthing, West Sussex   BN11 1LF   
Tel: (01903) 239999   Fax: (01903) 207035   

Sussex Police, Highdown Divisional Planning Officer Emergency planning, information

Divisional Headquarters, Centenary House and guidance
Durrington Lane, Worthing
West Sussex    BN13 2PQ
Tel:  (01243) 843586

 
Tourist Information Centre Promoting events

The Dome, 22a Marine Parade, Worthing, BN11 3PT
Tel: (01903) 221399   Fax: (01903) 236277

Town Centre Manager, Events bookings on highway and Worthing pedestrian areas

7 Chapel Road,
West Sussex   BN11 1EG
Tel: (01903) 203252   Fax: (01903) 203289

Worthing Borough Council    

Insurance Resources Department
Corporate Finance
Town Hall, Chapel Road
Worthing, West Sussex   BN11 1HB
Tel: (01903) 239999   Fax: (01903) 213564

West Sussex County Council

Erection of banners, Confirmation of highway land, Temporary event signage
Highway Network Services 
Southern Area Office 
Calpham Common, Clapham
Worthing, West Sussex   BN13 3UR
Tel: (01903) 878500

Adur Worthing Waste Services Litter collection, Hire of cones, fencing and crash barriers, vests etc.
Commerce Way 
Lancing, West Sussex 
Tel: (01273) 263056

Back to Navigation - Back to the top of this article