LEEDS CITY COUNCIL GUIDANCE SHEET 3 Holding an Event/Celebration This is one of a series of guidance sheets produced by Leeds City Council designed to help you make the most of the Tour de France coming to Yorkshire. The Tour de France is the world’s largest annual sporting event with a worldwide audience of 3.5 billion. On Saturday 5 July 2014 the Grand Départ of the Tour de France will take place in Leeds, with riders cycling to Harewood House for the official start before racing to Otley, Ilkley, up into the Yorkshire Dales and finishing in Harrogate. Stage 2 will take place on Sunday 6 July from York to Sheffield, Stage 3 on Monday 7 July from Cambridge to London before the Tour heads to France for 18 further days of racing culminating in the final stage in Paris on 27 July. Many Parish Councils, schools and communities are planning events to celebrate the Tour de France coming to Leeds. This information is meant as a starting point only. Whilst all reasonable efforts have been made, Leeds City Council cannot guarantee that the information is accurate and up-to-date and will not be responsible for any errors or omissions. Professional advice should be sought where appropriate. Legal Requirements As a minimum you must:- • Own the land or have permission to use it. If you are wanting to hold an event on Leeds City Council land contact Parks and Countryside T: 0113 395 7400. E: [email protected] • Have appropriate public liability insurance. Contact your current insurer for information. If the land is subject to flooding it may affect your ability to get appropriate cover. • Fully comply with Health and Safety legislation, and conduct regular risk assessments. You can find out more about general risk assessments at www.hse.gov.uk • In England and Wales, if you’re in control of an event open to the public, the event organiser, you’re responsible for fire safety and are known as the ‘responsible person’. As the responsible person, there are certain things you must do by law under the Fire Safety Order, which is enforced by your local fire and rescue authority. As the ‘responsible person’ you must: carry out and regularly review a fire risk assessment of the campsite; put in place, and maintain, adequate and appropriate fire safety measures to remove or reduce the risk to life; plan for an emergency; provide staff information, fire safety instruction and training. General information for the ‘responsible person’ for open air events can be found at www.gov.uk/government/uploads/system/uploads/attachment_data/file/14891/fsra-open-air.pdf • Fire Safety - anyone providing a venue for a public event must assess the risk from fire to those using the premises and ensure that the fire safety measures in place are suitable to protect lives in the event of a fire. Discuss with the venue owner what fire safety arrangements are in place and make sure you know what to do should a fire break out. Questions you should ask yourself are often a matter of common sense. For example: is there a means of giving warning in case of fire? are the fire exits obvious and/or clearly signposted; are there enough exits to let everyone, including anyone who may be disabled or particularly vulnerable, leave quickly and easily in the event of a fire? are any pieces of fire safety equipment, such as fire extinguishers or fire blankets provided; are clear instructions on how to use them provided? is there suitable access for the emergency services? Remember you may put lives at unnecessary risk if you attempt to fight the fire. Sensible precautions you can take to help minimise the risk of fire include: don’t let rubbish build up and ensure any flammables are used carefully and stored properly keep fire exits free from obstruction keep any gas cylinders upright in a safe, well ventilated space away from heat sources if you are using a portable generator, read the user guide first, set it up in a well-ventilated area and be careful not to spill fuel when filling and refilling the tank If you are planning an event that includes bonfires, fireworks or Chinese/sky lanterns you should read the seek specialist advice • Display no smoking signs in enclosed public places – this includes toilets. • Do not make any false statements in any of your advertising, and you must not give misleading prices. • Do not use any consumer details for marketing purposes without consent. • Check any licence agreements and thoroughly check who is liable. Do you need occupier’s liability insurance? • The land must be restored to its original condition between periods of use. • Treat everyone accessing your facilities or services fairly, regardless of their age, gender, race, relationship status, pregnancy status, sexual orientation, disability, gender reassignment, religion or belief, and guard against making assumptions about the characteristics of individuals. It is best practice to ensure that there is some provision for young and old, such as a safe area for children to play under supervision and enough seating for older people. • The Equality Act 2010 (which replaced the Disability Discrimination Acts of 1995 and 2005 on the 1st October 2010) means that accommodation providers have to make reasonable adjustments to the way in which they deliver their services so that they do not discriminate against disabled people and are better able to meet disabled peoples' requirements. Licenses and Permissions • As a general rule you will not require a licence or a Temporary Event Notice (TEN) under the Licensing Act 2003 if your event is private and there is no charge for the entertainment or alcohol, and there is no profit to be made from the event, such as a street party where residents get together and bring their own food and drink. You will require a licence or TEN if your event is advertised to the public, the attraction to the event is a form of regulated entertainment, ie a dance or concert, if alcohol is to be sold and a profit made from the event. Staff of Leeds City Council’s Entertainment Licensing Section will be able to provide any guidance on these matters. If the event is licensable and for a capacity of less than 499 persons (including staff), then a TEN may be appropriate. This costs £21 and notice has to be given at least ten working days before the planned event (discounting the date of receipt and date of the event) on the Licensing Authority, Police and Environmental Health. There are restrictions on the number of TEN’s that a person and place of land can provide. Again, advice can be obtained from Entertainment Licensing. For events of a larger capacity, a full Premises Licence will be required. The cost depends on the rateable value of the land/property and the size of the event. This is a more complex process requiring a minimum notice period of 28 days (although 2-3 months is recommended for the planning process and in case the application attracts objections), and notice has to be displayed at the premises and in the press. Further information: Entertainment Licensing Section. T: 0113 247 4095. E: [email protected] W: leeds.gov.uk/licensing • However if the event is advertised only to local residents and any food, alcohol or entertainment is free or provided by guests, the event is classed as private and no license is required. • You will need permission from Leeds City Council if you are planning an event within a public park or green space owned by Leeds City Council that that requires intervention because it disrupts normal use of the site. It is advisable to contact the Parks and Countryside Head Office in the first instance to discuss your event on [email protected] or Tel. 0113 3957400. Applications are on a first come first served basis, as there is high demand for some sites. • If you supply food (whether bought or cooked yourself) you must register with Leeds City Council at least 28 days before opening. Registration is free of charge. The details will be entered onto the Council’s register and certain details, such as type of business, address and telephone number, will be available for public inspection. Other information provided will not be publicly available. You can register on-line at www.gov.uk/food-business-registration/leeds/apply Food and Health Team, Leeds City Council T: 0113 247 6286. E: [email protected] W: www.leeds.gov.uk/licensing • You must receive permission from Leeds City Council to erect any bunting or similar to lamp posts. Please note bunting cannot be strung across roads. For permission to be granted you must provide the following information:- o Reference number of lamp posts you want to use; o Dates when the bunting will go up and when it will be taken down; o How the bunting will be attached. You must use a material such as webbing or string. Metal or wire cannot be used. o Confirm that all bunting will be above head height of 2.4m. o Confirm that ladders will not be rested on lamp posts to attach bunting. o Confirm that you have public liability insurance of at least £5m. You do not need permission to affix bunting to your own property. T: 0113 385 3121 E: [email protected] • The provision on the land of any moveable/temporary structure for the purpose of this use is permitted.