If you are proposing to run an event where the public will attend or where tickets are sold you will usually need to obtain the appropriate public use licence (i.e. a Public Entertainment Licence) at least 10 or 28 days before the event and your organisation must comply with all statutory requirements. You will also need to agree all activity with the owner.
Temporary Event Notice: This is an alternative to a Public Entertainments Licence and is required if you are planning a temporary event with less than 500 attendees where ‘licensable activities’ are planned to take place and where a premises licence is not held.
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Maximum number of attendees
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The planned activity
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Time(s)
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Risk assessment and health and safety plan
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Plans showing
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Any other relevant information
www.culture.gov.uk/alcohol_and_entertainment/licencing_act_2003
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Have you written a risk assessment? Is it agreed with the owner?
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Have you got sufficient toilets for the number of people likely to come and see what you’re putting on?
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Do you need stewards or security staff?
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Will you be selling or preparing food on site? If so you need to ensure that you meet all health and hygiene regulations (www.food.gov.uk/foodindustry/regulation/hygiene/) as well as ensuring that all catering waste is disposed of in accordance with local regulations (contact your local authority for further details).
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Are there additional costs for providing services for the event itself? Do you need additional power?
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Can the building’s supply take the loadings? Does any additional wiring meet professional standards?
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Do you have an overrun contingency? What happens if artists do not come and pick up their work after the event as promised? What other obligations do you need to include?
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Have you written a production schedule (who does what when and who is responsible for what, including the contact details of both parties)? This needs to be given to the owner along with the risk assessment.
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If alcohol is to be sold, do you have someone holding a Personal Licence?
If you need to make a planning application this costs money and also takes a minimum of 8 weeks to be decided (after the date on which it is registered). Owners or their agents may be happy to agree to this and help you in the process, others will not as it opens up issues they want kept closed.
www.hunter-jones.freeserve.co.uk/bregs.htm
