Advice for Event Organisers
              Tower Hamlets Parks and Open Spaces 
                    /02/2022
               Purpose of this             This Advice has been designed to outline some of the key 
               document                    factors to take into account when planning events in Tower 
                                           Hamlets’ Parks and Open Spaces.
               Who is this Advice for?     This Advice is intended to be read by potential Event 
                                           Organisers before completing the PH1 form.
               When was this Advice        February 2022
               last reviewed?
         Advice for Event Organisers
         Table of Contents
          Purpose of this document...........................................................................................1
          Who is this Advice for?...............................................................................................1
          When was this Advice last reviewed?........................................................................1
          Introduction...............................................................................................................3
          The Role of an Event Organiser...............................................................................3
          First steps to planning an event...............................................................................3
          COVID-19:................................................................................................................4
          Parks and Open Spaces Application Overview........................................................4
          Deadlines for submitting Applications......................................................................5
          Road Closures..........................................................................................................6
          Funfair rides and Inflatables.....................................................................................7
          Applying for additional Licenses or Notices.............................................................7
          Temporary Structures and Building Control...............................................................8
          Construction (Design and Management) Regulations 2015 (CDM 2015).................9
          Permission..................................................................................................................9
          Fees and Bond...........................................................................................................9
          Exemptions:..............................................................................................................10
          Bonds:.......................................................................................................................10
          Health and Safety...................................................................................................10
          Key Information & Documents...............................................................................10
          Event Management Plan........................................................................................11
          COVID-19.................................................................................................................11
          Site Services.............................................................................................................11
          Event Management Plan Checklist..........................................................................12
          Risk Assessment......................................................................................................14
          Insurance..................................................................................................................15
          Summary of licenses and other applications............................................................15
          Listing your event on LB Tower Hamlets website.....................................................16
          Useful Links..............................................................................................................16
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          Advice for Event Organisers
          Introduction 
          This document provides information and tips on how to plan for a safe and successful
          event. 
          We welcome applications for well-run events and activities. The council has over 200
          parks and open spaces available for hire.  If you want to hold an event in a Tower
          Hamlets park or open space, please read the Conditions of Hire and complete a Park
          Hire   or   Street   Party  form.     Both   documents   are   available   to   download   at:
          https://www.towerhamlets.gov.uk/arts. 
          Applications are managed by the Arts, Parks and Events team and an officer will guide
          you through the process. 
          We receive a high number of applications and need at least six weeks to process
          applications. High impact events and events with large audience numbers need a
          longer period to review. The processing timelines for applications are listed on page 6.  
             
          Whilst the council will support events where possible, it will not accept applications to
          hire a Tower Hamlets Venue for events which are: political campaigns, may be
          damaging to community relations, are illegal, breach the Council’s Equality Policy or the
          Public Sector Equality Duty stipulated by the Equality Act, or conflict with any of the
          council’s statutory duties. Information about our Venue Hire policy is available at:
          https://www.towerhamlets.gov.uk/lgnl/community_and_living/halls_for_hire/Venue-hire-
          policy.aspx 
          The Role of an Event Organiser 
          An event organiser has a duty to:
              Plan, 
              Manage, and, 
              Monitor, the event. 
         This not only ensures a successful event but ensures that workers and the visiting
         public’s health, safety and welfare is protected – this is also a legal duty. 
         The level of detail in the planning should be proportionate to the scale of the event and
         the likelihood that significant hazards posed by the event cause a risk to health, safety
         and welfare. More information regarding planning a safe event can be found at:
         https://www.hse.gov.uk/event-safety/index.htm 
          First steps to planning an event 
          In order to make sure your event is a success and safely managed it is important to
          think through what you want to achieve, what resources will be needed and how you
          will practically deliver your event including any permissions required. For example:
            Who is the event for and what is the event aim? 
            What time of day and year will the event be? 
            How long will the event last? Has enough time been allowed to set up and de-rig? 
            How many people will attend the event? 
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               Advice for Event Organisers
                  Where will the event be held? 
                  What entertainment/activities will be on offer? 
                  Are stalls/catering being provided? 
                  What facilities need to be provided? 
                  Are the right staff & team in place to run the event? 
                  What permissions are needed? Have all relevant authorities been contacted? 
                  How will the Event Organiser ensure that the event takes place safely? 
               COVID-19:
               In addition to the above, event organisers now need to consider COVID-19 restrictions
               and guidance when planning for their event. Please note that Government Guidance is
               still to consider Covid-19 as part of your Risk Assessment.
               Permission for events to go ahead will be subject to the Event Organiser having
               satisfactory COVID-19 secure measures and a Covid-19 Risk Assessment in place.
               Applications and full plans need to be submitted a minimum of 6 weeks prior to the
               proposed event date and will require approval from Public Health, Health and Safety
               and senior management in addition to the usual approval procedures before permission
               to hold your event is granted.  
               Event applications may be declined, and events may be cancelled at any point
               based on information from Public Health relating to local and/or national data.
               The council accepts no liability for any losses incurred and events and activities
               are undertaken at the Event Organisers’ own risk. 
               All events will be subject to the current Public Health and Government guidance
               as amended from time to time. For further information on how this will affect your
               event and what steps you need to take to plan a safe event, please see the
               following links (note all guidance is subject to updates so please visit the
               websites directly for the latest information):
               1.  Keeping workers and audiences safe during COVID-19 (England) 
               2.  Guidance for people who work in performing arts, including arts organisations,  
                   venue operators and participants
               3.  Guidance for the general public 
               4.  Guidance for runs 
               5.  Working safely during the coronavirus (COVID-19) pandemic (hse.gov.uk) 
               6.  Coronavirus (COVID-19): guidance and support - GOV.UK (www.gov.uk) 
               Parks and Open Spaces Application Overview 
               If you want to hold an event or activity in one of our parks or open spaces, please
               complete a Park Hire Application Form 2022 (PH1) or Street Party Form 2022 (SP1).
               Both   hire   documents   and   the   Conditions   of   Hire   are   available   at:
               https://www.towerhamlets.gov.uk/arts. 
               You will need to provide supporting documentation for the council to consider your
               application. 
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