Event Application Form s2

Form 1 Event Notification Form

The Independent Safety and Advisory Group (ISAG) would like the organiser to provide basic details of the event by completing this form in type, or writing in block capitals in BLACK INK. This will allow the Council and emergency services (fire, ambulance and police) to provide you with advice on, safety street closures and licences, and assist them with their planning. Please return the completed form as soon as possible. Do not wait until the details for your event are finalised.

Event Details

1. Name of Event: ………………………………………………………………………………

2. Event Location: ……………….……………………………………………………………

3. Event date(s): ………………………………………………………………………………

(Please enclose the relevant part of an ordnance survey map or give an ordnance survey location if possible. A site plan showing proposed positions of stalls, marquees, arena, exhibition units, car parking would also be helpful.)

Location Plan attached  Site Plan attached 

3. Brief Description of Event Proposed: ………………………………………………………….

………………………………………………………………………………………………………….

4. Specifically Is this a (please tick one box only)

Commerci  Fund raising  Non-commercial  Community  al service event

Charity  Name of Charity: ………………………………………..…………………. event Charity Registration Number: ……………………………..………………

Will all Yes  No  income raised go to the Charity concerne d? (please tick) - 1 - Is the Yes  No  event limited to friends/rel atives? (in the case of a school to staff/childr en/parent s)

Is the Yes  No  Admission Price? £ ………… event free?

Will you Yes  No  Price? £ ………… be selling programm es?

- 2 - 5. Have you obtained written permission from the land owner? Yes  No 

6. Contact details for landowner:

7. Date to enter site for preparation: …………………………………………………

Start Time Each Day ………………………..… Finish Time Each Day.…………………..…

8. Date/time the site will be vacated after the event: ……………………….………………………..

9. Estimated Maximum Number of Persons Attending:

(1) At any one time (2) During the event:

Public: ………………….… …………………….…

Staff: ……………………. ……………………….

Performers: ……………………. ……………………….

Alternative Arrangements

10. Is there a possible alternative site? Yes  No  Where? …………………………………

11. Is there a possible alternative date? Yes  No  When? …………………………………

Contact Details of Organiser

12. Name of Organisation: ……………………………………………………………………………

13. Name of Person in overall control of event: ….…………………………………

14. Contact Address: ……………………………………………………………………………….

…………………………………………… Postcode: …………………..

15. e-mail address: ……………………………………………………………………………….

16. Telephone Number: Landline: ……………………..… Mobile: …………………………... Deputy(ies): …………………………………….……………………………………………………

- 3 - Highway and Traffic Implications

Please refer to the “Guidance for Event Organisers – Traffic management and Road Closures” (GUI 1) when answering these questions. If you answer YES to any of question 15 to 19 then a plan is required detailing your proposals

15. Are any: - footpaths Yes  No  bridleways Yes  No  roads Yes  No  that are normally open to the public affected or used as part of the event?

16. Are you proposing any directional signing on the Yes  No  highway to direct the public to the event?

17. Do you anticipate the need for any road closures Yes  No  and traffic diversions? 18. Have you considered the need to restrict or control Yes  No  parking on the highway in the vicinity of your event?

19. Are there any public car parks to be closed in order Yes  No  to hold the event?

20. How many parking spaces will be available for persons working at the event?

21. How many dedicated parking spaces will be available for the public attending the event?

IMPORTANT NOTES

(1) If a formal traffic order is required, you must allow at least 12 weeks’ notice to process the order. (2) A request for a road closure does not automatically guarantee one will be granted. The Highway Management Team will need to be satisfied that the event will not cause any unnecessary risks to road users and pedestrians or create unnecessary traffic congestion.

Event Activities

- 4 - 22. Please tick the appropriate boxes to show the activities you intend to utilise or permit at the event (some of these may not be permitted at all sites).

Fireworks/Pyrotechnics  Live Music  Carnival/procession  Live Entertainment  Fairground equipment  Lost Children Point  Aircraft  Barrier/Fencing  Parachutists  Marquees  Balloon Launch  Portable Generator  Hot Air Balloons  Power Supply  Horses/Donkeys Other Animals  Toilets  Motorcycles  Alcohol  Other Motor Vehicles  Food/Drink Concessions  Coconut Shy  Barbecue  Inflatables (e.g. Bouncy Castle)  Train Hire  Portable Staging  Bonfire  P.A. System  Foreshore Boat  Stewarding/Security  Living History Or Other  On Site Communications  Market Stalls  Water (Limited Supply At Some  Re-enactment Groups  Sites)

First Aid Provider 

Other:  (Please Specify)…………

- 5 - Insurance

23 Has Insurance been arranged in respect of Public Liability? Yes  No  .

24 What is the name of ………………………………………………………………. . the insurer?

25 What is the value of cover? £…………………………….. . (Recommended that this should not be less than £5 million)

Website Inclusion

26. Do you wish the Council to promote your event on the Council website Yes  No  If yes please provide a short description (the name of the event, the location; date and opening hours; activities and purpose e.g. fundraising) that can be used on the website. Please be aware that: (1) If you do not provide any information, then we will not be able to add your event online, and (2). If ISAG are unable to support an event it will not be advertised on the website.

Signed

Position

Please send this completed form, together with any supporting documentation either by e mail to: [email protected]