Running public events

Having an event management plan is very useful to ensure you don’t miss anything.  This document will include everything from: 

• risk assessments 
• insurance certificates (including providers)
• licences
• volunteer information 
• set-up plans 
• provider contacts 
• marketing
• important contacts 
• layout of the event 

Here are some templates of an event management plan to assist with organising your event:

Event Management Plan Template

Major Event Plan – Draft Template

Standard Event Plan – Draft Template

What does the organisation want to achieve?

• Who is the event aimed at – The audience?
• Where will the event take place?  
• What resources and equipment will be required?
• Will volunteers be required?  What will volunteers do?
• How will the event be promoted?  
• What permissions or licences are required?

Here’s a useful checklist when thinking about planning an event:

• set up an event management plan document-this will include all information related to your event and will ensure nothing is missed (will include your insurance, risk assessments, contingency plans, contact details, volunteer and provider information, to name but a few
• promotion of events can be done on Visit East Yorkshire website. You can upload your own event details-ERYC may be able to support your event wider on social media etc.  
• security provision – do you require this for the type of event e.g., assess the level of risk the event has
• volunteers/staff (allocation of specific roles and responsibilities to staff and volunteers on the day?) 
• marshalls (are marshals needed to manage gates, entrances, road closures?) 
• PPE-Hi-vis vests so marshals, and staff are easily identifiable
• power-think about how to get power to suppliers (for example: petrol generators are very hazardous and shouldn’t really be used)
• risk assessments 
• first aid provision (roughly two first aiders per 1000 attendees-this may change for high-risk events) 
• permission from land/property owner  
• road Closures (needs to be applied for 3 months prior to the event) 
• parking – are their requirements for providing parking (this could be used to raise funds)
• alcohol, entertainment, and food licences  
• street trading licences  
• lottery licence (see section ‘Do I need a licence for that’)  
• insurance (consider whether ‘event specific’ insurance is needed)  
• emergency procedures (including anti-terrorism measures), depending on what level of event you are holding think about what to do in the event of a fire etc. Exit strategies, muster points.
• contingency planning – always have a plan B!

Useful links to provide guidance

Gov.uk-organising an event
https://www.gov.uk/government/publications/can-do-guide-for-organisers-of-voluntary-events/the-can-do-guide-to-organising-and-running-voluntary-and-community-events#part-1-what-do-i-need-to-think-about-when-planning-an-event

ERYC-Public event safety
https://www.eastriding.gov.uk/business/health-and-safety-at-work/public-event-safety/

ERYC-closing a road.
https://www.eastriding.gov.uk/environment/roads-streets-traffic-and-parking/eryc-permit-scheme/
Email: highwaysevents@eastriding.gov.uk

ERYC-Street parties, galas, firework displays more.
https://www.eastriding.gov.uk/leisure/events/organising-an-event-on-council-land/

HEY volunteer programme-Have volunteers that may be willing to support your event. Just sign up.
https://www.heyvolunteering.co.uk/

The Purple Guide-An extensive ‘bible’ for event organising that is aimed at professional event organising but may provide some useful guidance. There is a £25 subscription, but you can access the guide lite.
https://www.thepurpleguide.co.uk/

Visit East Yorkshire Website-Upload details of your event for free to promote.
https://www.visiteastyorkshire.co.uk/whats-on/submit-event

Email Visit East Yorkshire events team to get a template of an event management plan to assist with organising your event.
Info@veyevents.co.uk

Organisations need a license to be able to sell alcohol for certain types of regulated activity.

Regulated activity can be: 

• a performance of a play
• an exhibition of a film
• an indoor sporting event 
• a boxing or wrestling entertainment 
• a performance of live music
• any playing of recorded music
• a performance of dance

The license is needed for selling alcohol or if the audience will exceed 499 people or the event will go on until after 11pm.  These can be purchased as one off TENs (Temporary Events Notice) if less than 5 events over the year.  If you have a personal license holder you can apply for up to 50 events.  If in any doubt you can contact East Riding Councils Licensing department. 

https://www.eastriding.gov.uk/business/licences-and-registrations/public-registers/alcohol-entertainment-and-food/

Licenses need to be applied for at least 10 days before the event.

Don’t forget, you may need security at your event if providing alcohol.

You can look for inspiration for fundraising events on the internet sites like https://www.better-fundraising-ideas.com/ can offer lots of ideas.

The Vault – What is the Vault?

The Vault is a library of free to hire equipment for charitable organisations and community groups to help achieve their goals and offer more to their communities 

• provides access to equipment that may be too expensive, difficult to store or too costly to maintain
• equipment that helps generate income, increase participation, facilitate delivery, offers something different or try out a new idea
• using a simple automated online booking system, with live availability information with ability to book far in advance

What’s inside The Vault

• IT equipment – including iPads and laptops
• photography – including digital cameras, Go-Pro and tripods,
• presentation tools – including projector screens, stage, banner frames 
• sound and audio – including pa systems, microphones, silent disco
• event equipment – including gazebos, chairs, tables, collection buckets 
• outdoor games – including giant jenga, giant chess, football goals all equipment is repaired and maintained in-house, and a PAT test certificate can be provided for all electrical items

You can borrow equipment by the online automated booking system with an agreement for shared use at www.thevaulthull.co.uk

Since the vault, three other micro vaults have opened to make equipment more easily accessible

Bridlington – Borrow Box  https://brid.smilevaults.org/

Driffield – Share Station  https://driffield.smilevaults.org/

Beverley – Theatre Vault (coming soon, contact https://beecan.org/ for more information).