Temporary Traffic Regulation Order

TEMPORARY TRAFFIC REGULATION ORDER FOR EVENTS ON THE HIGHWAY

EVENT APPLICATION PROCESS 2018 Please visit Portsmouth.gov.uk and search 'Planning an event' to access the event application form and guidance on requirements for holding an event on Portsmouth City Council land or highways. This is an additional form for events held on the highway and must be submitted at least 12 weeks in advance of your event. If you require help or advice with organising your event, please contact the Events Team at Portsmouth City Council: Telephone: 023 9284 1400 Email: [email protected]

Tania Almond, Traffic Regulation Order and Events Officer, Transport, Environment & Completed TTRO forms Business Support (TEBS), Portsmouth City Council, Civic Offices, Floor 4 - Core 2, to be submitted to: Guildhall Square, Portsmouth PO1 2NE 02392 834067 [email protected]

Event Title Organiser's name Organisation

Postal Address and email

Telephone Mobile Registered Charity (please give charity number): yes/no How would you describe your Non-registered charity: yes/no organisation? (Please delete as Not-for-Profit: yes/no appropriate) Commercial (profit making): yes/no Event location (i.e. registration or start point) Start date End date Enter as DD/MM/YY Enter as DD/MM/YY Start time for road Finish time for road closure closure Road(s) to be closed. Example: Include all roads to be 1. ROAD NAME 'In its entirety', or closed, either in their 'From its junction with ROAD NAME (OR SPECIFIC LOCATION - e.g. 300m entirety or which west of junction with ROAD NAME) to its junction with ROAD NAME (OR section, using junctions as a reference point. SPECIFIC LOCATION) for a distance of approximately XXX metres.'

Please give details of the diversion route based on the road closures you have requested. Traffic will be diverted from Road Name, along Road If these are considered to be too disruptive to the surrounding traffic network, we will contact Name and onto Road Name and vice versa. you to suggest an alternative. Any other relevant information NB: Please advise if you will be requesting On street parking restrictions or closure of a car park. The Temporary Traffic Regulation Order will be approved when the event has met with PCC requirements. In signing the above form and submitting it to PCC, the organiser agrees to comply with the conditions and requirements as outlined briefly below, and in full in the 'Guidance notes for event organisers for events held on the highway' which is available to download from the PCC website www.portsmouth.gov.uk - search for 'Planning an event'. Please ensure you refer to this document when preparing your Traffic Management Plan. Approval for road closures does not mean approval for your event as a whole. Final approval for your event will be given by the Portsmouth Event Safety Advisory Group (PESAG) which will include a requirement for Public Liability Insurance of a minimum of £5 million. Signed*: Name: Date:

Please complete the form electronically and email it to [email protected]

*I agree to the conditions and requirements contained in 'Guidance notes for event organisers for events held on the highway'. An emailed copy of the completed form will be accepted as your signature. Please save this form on your computer before sending. Intentionally blank

of 5 0795353021e628155747f0d5e1464935.doc TEMPORARY TRAFFIC REGULATION ORDER (TTRO) Guidance Notes If road closures, signs on the highway, traffic diversions and / or the placement of cones are required, an application must be made for a traffic regulation order and / or approval from the Local Authority (Highways) at least twelve weeks in advance. IMPORTANT: Submission of this form does not guarantee approved for a TTRO. You will be contacted within 2 weeks of submitting the application with a request for further information or confirmation. After we have confirmed that your application for a road closure will be processed, you must submit final copies of the necessary documentation, including evidence of your intended consultation with affected residents, within 6 weeks of your event. When this has been received, we will begin the legal TTRO process.

ORDER INFORMATION This guidance relates to Temporary Traffic Regulation Orders (TTRO’s) for events held on the highway, Event Orders (Section 16a of the Road Traffic Regulation Act 1984 (RTRA) or Section 21 of the Town and Police Clauses Act 1847 (TPCA)) allow the temporary prohibition or restriction of traffic on roads in connection with the holding of any sporting event, social event or procession. The grounds for prohibition or restriction are: (a) facilitating the holding of the event; (b) enabling members of the public to watch the event; or (c) reducing the disruption to traffic likely to be caused by the event. Portsmouth City Council's Transport, Environment and Business Support Directorate (PCC TEBS), as the Traffic Authority, must be satisfied that the event couldn't have been held off the road. Time limits are stipulated: special event orders made by a traffic authority under a Section 16a have a maximum duration of 3 days and cannot be held on a road which has already been closed in the same calendar year, unless the Secretary of State has agreed otherwise in advance. Full and final documentation will need to be submitted 6 weeks in advance of the event if you wish to apply for a closure for more than 3 days or a closure on a road which has already been closed in the same calendar year. The TPCA allows roads to be closed for processions, parades and street parties or where the highway is likely to be 'thronged' as people access or egress the event.

STREET PARTIES For full information on holding a street party, with or without road closures visit http://www.streetparty.org.uk/

ROAD CLOSURE ENQUIRY FORM Please include details of all the road sections to be closed. Ideally, please include a map with the road closures drawn as a solid line and the diversion route as a dotted line. A screen grab from an online map will suffice initially. Example Traffic Regulation Orders can be found online by visiting Portsmouth.gov.uk and search for 'Traffic Regulation Orders'. An example of the information required is show below:

EVENT DATE(S) and ROADS TO BE CLOSED TO ALTERNATIVE ROUTE FOR REASON(S) TIMES TRAFFIC TRAFFIC 1. The Road Traffic will be diverted from To facilitate the EVENT NAME From its junction with Avenue One Avenue One north, along What holding of the From 00:00 to 00.00 on to its junction with Which Way for a Parade and south onto Which event. Xxxday 00th XXXX distance of approximately XXX Way and vice versa. metres.

CHARGES Charges will vary depending on the size of the event and the types of road affected. You will be advised on application and the final charges will be confirmed after all the supporting documentation has been submitted. On-street notices must be displayed at the end of each road closure and at any vehicle or pedestrian access point along that road (roads, alleys and footpaths, etc.) PCC will arrange this for you at a cost of £4.09 per notice, the number of which will be advised in advance but the final number will be confirmed once the notices have been posted on-street. There will be a minimum charge of £25.00 for on-street notices where no other charges are invoiced for the TTRO process.

TRAFFIC MANAGEMENT PLAN (TM plan) The applicant will also be responsible for submitting a TM plan with diversion signing as part of the Event application process, and to supply, erect and maintain the agreed signing. Applicants will be responsible for engaging a traffic management company and all costs associated with installing, maintaining and removing the traffic management for the event. All traffic management/signage must comply with current legislation and be managed by trained marshals with the relevant qualifications (i.e. in accordance with Chapter 8 of the Traffic Signs Manual - search 'chapter 8' on gov.uk for further information). A map must be provided with the TM plan with the extent of the closure/restriction indicated as a solid line and if applicable the diversion route indicated as a dashed line. Your TM plan should have regard to the safety and convenience of alternative routes suitable for the traffic and pedestrians who will be affected by the order. Unplanned and uncontrolled access and egress to a site can result in serious traffic congestion and possibly accidents. Traffic control, both inside and outside the site, should be discussed with PCC TEBS and Hampshire Police. Adequate signs and directions should be provided in prominent positions on the approaches to the venue. For major events, Page 3 of 5 0795353021e628155747f0d5e1464935.doc advance signage advising of the road closure dates and times should be erected 10 days in advance of the event along the roads to be closed. Issues related to off-site traffic can be further reduced by encouraging attendees to use public transport or promoting other means of sustainable transport such as walking or cycling.

PARKING SUSPENSION If you require parking suspensions as part of your road closure application, you must request this in the event application form and include the details in your traffic management plan. Please note, PCC can only suspend existing parking restrictions and will advise you of the cost. Any length of road which does not have parking restrictions will require enforcement of a Prohibition of Waiting under Section 16a of the RTRA. Please contact [email protected] for an application form or visit portsmouth.gov.uk and search 'parking suspensions'.

CONDITIONS OF APPLICATION FOR A TTRO: By signing the TTRO application form, you confirm that you have understood what is required of you and your responsibilities in connection with applying for a road closure and agree to comply with the conditions below: The organiser agrees to: 1. Submit an application for the road closure with initial traffic management information 12 weeks of the first planned closure date. 2. Undertake to inform all residents and businesses known to be directly affected by the proposed restriction including all frontages on the length(s) of road(s) concerned, including side roads without alternative access. Please note: Businesses can require at least 6 weeks advance notice to make alternative arrangements for deliveries or customer access. Residents will require at least 14 days' notice of the closures. 3. Submit a final TM plan and evidence of all consultations/agreements at least 6 weeks in advance of the event date. 4. Maintain pedestrian access to businesses and frontages at all times, or have the landowners' permission to restrict access for the event only. 5. Agree to provide, erect and maintain advance notice, diversion and road closure signs, the type and siting of which must be in accordance with the requirement of The New Roads and Street Works Act, 1991, ‘Safety at Street Works and Road Works’ Code of Practice and read in conjunction with the Traffic Signs Manual, Chapter 8, and the TGSRD 2016, and as advised by PCC (TEBS). a. The traffic management must be supervised and operated by appropriately qualified marshals. b. Signs must be placed in accordance with the approved traffic management plan for the duration of the closure and be removed within 2 hours of the end of the event. The organiser must inform PCC if you intend to have these erected and removed by a contractor other than PCC. c. A free passage at least 3.7m wide must be provided through the closure area to allow access for emergency services. d. Any overhead bunting must be at least 4.5m above road level and should not be attached to road signs or lamp columns. The organiser must obtain permission to do this. Please see the Event Application Form for guidance and contact information. e. No obstruction is to be placed over any fire hydrant. f. No excavation in any part of the highway or verges is permitted, including the driving of pegs or stakes. g. No obstruction of any sort is to be placed on the highway before the start of the agreed closure period and before the road is closed to through traffic. h. Organisers are required to remove all obstructions from the highway by the agreed end of the closure period. i. The highway must be left in a clean and tidy condition at the end of the event. Organisers will be responsible for any injury or damage to property caused as a result of the event. 6. Nothing in this request for a TTRO commits you to going ahead with the event on the dates specified in this request form. If you cancel the event up to 21 days before the event, you have no obligation to post public notices on-street or to carry out the road closure and will therefore not incur any on-street advertising costs. However, you will have a duty of care to ensure residents and businesses are notified of the cancellation. 7. If you change the date of the event, the TTRO cannot be amended without consultation with the PCC Events team. If you change the times of the event, you can only change them to later than the start time, or earlier than the finish time on the TTRO, with the permission of Hampshire Police or the Enforcement authority. In the event of an extension of time or date for your event, you will be required to submit an additional request for a Temporary Traffic Regulation Order in order for the additional road closure(s) to be considered. Portsmouth City Council (TEBS) agrees to: 1. Advise within 2 weeks of application if the road closure is to be processed, dependent on PCC approving the event in principle. 2. Distribute the traffic regulation order notice to key stakeholders (including transport providers, emergency services, utility providers, courts, public services and highways agencies and relevant PCC departments); 3. Ensure the official TTRO notices are displayed on-street along the road(s) to be closed and any pedestrian and vehicle access points to the road(s) to be closed at least 14 days in advance of the road closure; 4. Publish the notice on the PCC website; 5. Make the notice available for public viewing on the ground floor of the Civic Offices; 6. Distribute the notice to relevant ward councillors; 7. Ensure the order is made and distributed to key stakeholders; 8. Write the legal order to be signed and sealed by PCC legal department; Page 4 of 5 0795353021e628155747f0d5e1464935.doc 9. Send a copy to the Modern Records Office.

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