major event guidance notes 2005 - city of westminster · 2005-08-11 · guidance notes major...

Guidance NotesMajor Special Events

July 2005 Special Events Guidance NotesThese notes are available on our web site at www.westminster.gov.uk/events P

for organisers proposing events in the City of Westminster on the publichighway or in council managed areas of the City

Please note that the enclosed notes are for guidance purposes only and aresubject to updating/change by the City Council.



Contents

Summary of Requirements and Event Planning Checklist

Introduction

1 Special Venues

2 Factors which will be considered by the City Council whenassessing applications

3 Responsibilities of Organisers Staging Events

4 Regulations

5 Consultation Procedures

6 Fees & Costs

7 Event Safety

Summary of Requirements

The main criteria for any proposed event on the public highway or in councilmanaged areas of the City concern public and participant safety. The range oflegislation - both Statutory and local By-laws - cover:

� structural safety

� crowd behaviour

� road and highway closures

� environmental health (food and hygiene, noise pollution andlicensing)

� entertainment licensing � street trading licensing

� temporary structures licensing

and City policies, which cover:



� advertising and sponsorship (planning guidelines, particularly inConservation Areas are prescriptive)

� use of the highways for particular categories of events (residential,

community, national celebration, fund raising, commercial)

� promotion of appropriate use of public areas (which may excludeovert commercial use, which is considered an extension of thebusiness premises)

Your proposal must take all these factors into account and council officers areavailable for early consultation.

Event Planning Checklist These are the kinds of questions that Special Events Officers will ask whenassessing your event proposal and your application:

� What is the Nature of the Event and Date/Timings?

� What Experience does the organiser have in staging similar events?

� Does the proposal include a detailed, to scale Site Plan and Programme?

� What is the Projected Attendance, target audience, method of invitationand Venue Capacity?

� How will the event be Promoted/Publicised? Are Sponsors involved?

� Has a site and event specific Risk Assessment been carried out?

� Has a Safety Co-ordinator been identified for the event?

� What arrangements have been made for Stewarding and CrowdManagement?

� What means of Site Communication is being proposed?

� Are Temporary Structures (eg marquees) included as part of the event?

� What arrangements will be required for Parking and Traffic Management?

� What provision has been made for First Aid and Emergency Access?

� What provision has been made for the Disabled?



� What level of Resident/Neighbour Consultation has taken place?

� How will Noise be controlled?

� How will Power (eg for lighting/sound) be supplied for the event?

� What arrangements have been made for event Cleansing?

� What Contingency arrangements exist in the event of poor weather/otherunexpected circumstances?

� What is the Schedule for planning meetings, site inspection and debrief?

Introduction The City Council recognises that Westminster’s streets form an importantnational showcase for large and small events. Westminster is the workplacefor some 500,000 people making a vital contribution to the economic life ofthe nation and has almost as many other visitors each day. These peopleneed to go about their business without undue disturbance by events.Westminster is also the home of 275,000 residents who rely on the CityCouncil to protect the amenity of their areas against the intense activitygenerated in the heart of a great world city. The City Council has to strike anappropriate balance between the competing demands on the use of thestreets. The following general principles enable the City Council to strike this balancein a consistent way and to take all relevant considerations into account whenconsidering proposals for events: � Westminster may be an appropriate location for events which have

importance to the life and function of the capital, and either need to bestaged in the heart of the capital or have some inherent connection withthe City of Westminster, or to the particular part of the City where it isproposed. Events should be of interest or relevance to Westminster’sresidential or business community, visitors or to local institutions.

� Events with a specifically national or international dimension may be

appropriate provided other requirements of the policy are met. It is not asufficient justification that an event is national or international in character,or will receive widespread media attention.

� There should be some inherent reason for the event being held where it is

proposed i.e. it should not merely be to take advantage of the numbers of



people who happen to be there nor to create interest merely by the noveltyof being held there.

� In general, events outside the Central Activities Zone (CAZ) should be

local in character and related to the local residential and businesscommunities in which they are proposed. Promotion of local shoppingstreets may be appropriate.

� The CAZ is more suited to events that are celebrating the life and work of

the capital and will attract people from a wide area. In considering theappropriateness of an event within the CAZ the character and function ofthe particular area is a major consideration. The character of ConservationAreas, and the historic character, which many other areas have, may limitthe type and scale of event, which can appropriately be accommodated.

� The West End’s commercial areas and shopping streets may be promotedcollectively by the owners, and occupiers or traders within them. This canbe done either on the basis of individual streets or as part of a wider areainitiative. However, such promotion should not extend into surroundingnon-participating areas and the routing of parades needs carefulconsideration.

� Any assessment of the appropriateness of an area for the staging of an

event will take into account the character, scale and function of the area.This will include the residential content of that area, the physical layout,townscape and capacity of the area in terms of pedestrian and vehiculartraffic, together with the potential impact of an event on pedestrian andvehicular circulation.

� In well used locations such as Covent Garden and Leicester Square

where demand for the staging of events remains at a high levelconsideration will be given to the frequency of events being held there.This will retain a sense of an event being something which is ‘out of theordinary’. Too many events in an area tend to disrupt the samebusinesses and residents over and over again.

� If proposed events are judged not to be suitable for the area where they

are proposed the suitability of other locations will be considered where theevent could be of more benefit to another part of Westminster or to someother part of London, for example, attracting people or raising the profile ofthe area.

� Local residents and businesses will be consulted on the general principle

of events in their area and on the particular events. The City Council isconcerned to minimise the impact of any events on residents andbusinesses. Event organisers need to provide the Council with details of



the likely impact of their event on residents and businesses in theimmediate vicinity and surrounding area.

1 Special Venues Leicester Square This is a well-established area for popular entertainment and cinema. Theopen space and new pedestrian areas have been refurbished to the higheststandards. It is increasingly popular as a place of night-time activity. It isalready under a regime of intensive management. It is also the venue for anannual Christmas funfair, celebrations associated with the Chinese New Yearand hosts up to 50 film premieres each year. Proposals for further integratedmanagement of activity in the area are currently being considered by the CityCouncil. In general terms, however, events staged in Leicester Squareshould relate to the character of the area as the heart of London’s and thenation’s entertainment and hospitality industries - and most particularly to film,theatre and restaurants. It will not generally be considered appropriate to usethe space for events that do not have an appropriate connection. Covent Garden Internationally renowned as a centre of excellence for opera and ballet, it isan outstanding example of adapting historic buildings to new public uses andis the largest major public place reclaimed for pedestrians in London. Eventsin Covent Garden should compliment the cultural and historic setting, thevehicle free setting and the need for the circulation of the huge numbers ofpeople who come to the Piazza. There are two specific areas on CoventGarden Piazza licensed for entertainment which are managed by NelsonBakewell via Covent Garden Market Management. In considering anyadditional events in the Piazza the Council will take into account anynecessary co-ordination with performances to be staged there. Trafalgar Square Trafalgar Square comes under the jurisdiction of the Greater LondonAuthority (GLA). Any events which the GLA consider are discussed fully withboth the Metropolitan Police and City Council Officers with regards to theirimpact upon the public highways around the Square and, of course, publicsafety.



2 Factors which will be considered when assessing applications A The area and capacity of the proposed setting of the event in relation

to the structures that may need to be erected to stage it and toaccommodate and control crowds attracted to it. The extent of groundcover and the height, appearance and colour of installations will beassessed.

B Realistic estimates of the numbers of people likely to be involved in

and attracted to an event. The amount of advertising and publicity ofthe event will be relevant here.

C The adequacy of proposals for crowd management and control, and

the physical safety of participants and spectators and those living,working in or using the area of the event.

D The ease with which the emergency services can gain access to the

event, and proposed routes in the event of an emergency.Arrangements need to be approved by the Metropolitan Police,London Fire and Emergency Planning Authority and LondonAmbulance Service.

E The area and capacity of the immediate surroundings of the event

and of the streets leading to it, relative to the numbers of people likelyto be attracted to the event at any one time. Attention should be paidto the ease and comfort of people not involved in or going to theevent (particularly residents) in moving about the area.

F Access routes for vehicles and the number and types of vehicles that

will be required to set up, service and dismantle the event. G The likely number of private cars and other vehicles that will be

attracted to the event, the likely effect on traffic circulation, theparking facilities available, and the provision of signs showing theroute to the event. The use of public transport should be promoted inpublicity for the event, and so should the use of appropriate off-streetcar parks. In addition, the organisers will have to take account of anyextra burden the event may put on public transport.

H The likely effect of the event on London’s strategic road network. J The level and nature of noise generated by the event, its supporting

services and by those involved in it and attracted to it. This will beconsidered in the context of the ambient noise levels, the occupantsof surrounding buildings and the time of day when noise will occur.



K The overall time taken to set up, run and dismantle the event. L The timing of the event in the week and in the day. M Other demands that are likely to be made upon the area during the

proposed event -e.g. the normal conduct of business, pedestrian andvehicular traffic, the timing of other events in the locality, and thepossibility of disruption of these other activities.

N The frequency of events in the proposed location. P Temporary activities such as building sites or roadworks that may

restrict access or place additional burdens on the area, so that itscapacity for staging a special event is reduced.

Q Organisers’ plans to avoid the accumulation of litter, and whether they

are prepared to meet the cost of cleaning up after an event. R Assessments of the risks of street crime, damage to the street

environment or private property, or injury to persons which may resultfrom a special event. (Organisers will be encouraged to prepare andfund their own assessments of risks before the consultation process.)

S Organisers’ insurance provision to indemnify any party suffering loss,

injury or damage arising from the proposed event. T Views of the Metropolitan Police about the suitability, public safety

and policing requirements of the event before any approvals are givento organisers.

U If the proposed event will have an adverse effect on an event being

held in any of the Royal Parks, views of the Royal Parks will besought.

V Organisers’ provisions for First Aid. 3 Responsibilities of Organisers Staging Events A The organisation of a public event is a considerable responsibility.

Organisers bear moral and social responsibilities, and also legalresponsibilities, for which they may have to answer to the courts.Organisers may be liable for the consequences if things go wrong,particularly if there are defects in the planning or control of the event.

B One of the main responsibilities of the organiser is concern for the

safety of the public taking part as well as for those in any way affected



by the event. This responsibility extends to avoiding damage toproperty, fear or alarm to the public, or disruption to the localcommunity. Ensuring public safety at a public event is not the firstresponsibility of the police. They are responsible for maintaining thepeace, preventing breaches of the law and taking action againstlawbreakers.

C An agreed plan for a public event, however good it may be, is of no

value if there is no way of ensuring that the event takes placeaccording to the plan. It is vital that the organisers keep controlthroughout the event. This is normally achieved by using stewards,who act as agents of the organisers to ensure that the participantsabide by what has been agreed, and carry out decisions made by theorganisers as the event proceeds, through a clearly defined chain ofcommand.

D Whenever possible, organisers should encourage people attending

an event to use public transport for the journey to an assembly andfrom a dispersal point. They should provide information as to timesand availability of transport.

E Organisers are responsible for keeping the event area clean and tidy

(free of litter and refuse) while the event is taking place. Theorganisers are also responsible for ensuring that the event area is leftclean and tidy once the event has finished. This includes a deepcleanse of the highway where food waste or grease may have beenspilt. The organisers are responsible for the collection, storage,removal, transportation, and disposal costs of all litter and refusegenerated by the event within the event area. The City Council’sCleansing Group will be able to offer advice. Depending on the sizeof the event and availability, the City Council’s Commercial WasteBusiness Unit may be able to hire out, at a reasonable charge, litterbins, wheeled refuse containers, box skips and compactors.

F Organisers are responsible for supplying and installing adequate

numbers of temporary toilets for an event, and ensuring that theseare cleaned and serviced.

4 Regulations A Roads that need to be closed will be via the Road Traffic Regulation

(Special Events) Act 1994. The cost to the organiser of implementinga closure is currently £1530 (as at April 2005). Event organisers willbe responsible for the cost and provision of all signs, barriers and



stewards necessary to implement any required road closures and fortheir subsequent removal.

B Explosives such as fireworks are not permitted within 25 metres of the

public highway. C There must be no objection to the organisers’ proposals from the

police, and organisers must comply with any conditions they may wishto impose.

D Organisers must indemnify the City Council against any claims or

proceedings arising in respect of any injury to persons or damage toproperty as a result of an event that takes place on the publichighway.

E All persons whose premises have a frontage on the event, including

residents and businesses, and local associations in the immediatevicinity of the event, must be notified in writing of the proposals well inadvance of the event. Copies of event notices must be sent to theHead of Special Events at least 4 weeks in advance of the event.

F Organisers must have public liability insurance with a limit of

indemnity of not less than five million pounds (£5,000,000) in respectof any one accident or series of accidents arising out of the event.The policy must be produced before the event begins, together withevidence of payment of the premium and that the insurance cover iscurrent. Some larger events may require a higher limit relevant to thescale of the proposed operation and activity.

G Organisers may have to comply with other legislation, such as

entertainment licensing, planning permission, or environmental healthor building regulations.

H Animals should not be used in processions. They can often become

alarmed by large crowds and may panic or bolt. J Collecting money in tins requires permission from The Metropolitan

Police Charity Section, New Scotland Yard, LONDON SW1H OBG.

5 Consultation Procedures The City Council, in assessing applications, may consult:- � Councillors whose wards are affected by the proposed event.



� The Metropolitan Police and other statutory agencies which may haveinterests likely to be affected by the event (e.g. the GLA in respect ofan event likely to impact on Trafalgar Square or the Royal Parks).

� The London Fire and Emergency Planning Authority and the London

Ambulance Service. � Public utilities such as London Transport Buses and London

Underground, where the event is of a size which is likely to createextra demand for public transport.

� Where applicable, local authorities, Royal Parks or the Department of

the Environment who are responsible for areas which would beaffected by the staging of the proposed event.

� Other departments of the City Council such as those dealing with

entertainment licences or planning permission, where permission maybe necessary.

� The Westminster Safety Committee, which comprises representatives

from the City Council, Metropolitan Police Service, GLA, Royal ParksAgency, public transport authorities and other bodies.

Successful applicants will be required to consult the following (inpreparation for their event):- � Owners and occupiers of land on or fronting land where the event is

to take place. � Owners or occupiers of any other property likely to be materially

affected by the proposed event. � All residents affected either directly or indirectly, who may or may not

live in the vicinity. � Recognised Amenity Societies within the area of a proposed event. � The Metropolitan Police and other statutory agencies who may have

interests likely to be affected by the event (e.g. the GLA in respect ofan event likely to impact on Trafalgar Square or the Royal Parks).

The City Council will require evidence that consultation has taken place andof the responses received.



6 Fees & Costs There are various costs associated with staging an event on the publichighway. The council will supply successful applicants with a full breakdownof costs associated with their event in advance of the event taking place. The following points are for guidance only: � The City Council requires a fee to cover the costs of closing the public

highway under the Road Traffic (Special Events) Act 1994. � The City Council will charge applicants for reasonable expenses

incurred in the granting of permissions or licences to placerefreshment stands/stalls and other temporary structures on thehighway.

� Where the City Council owns the subsoil rights it may charge a

'market' rent for the use of the highway as a landlord. e.g. LeicesterSquare.

� Where other costs are likely to arise from the operation, (for example,

the cost of City Council officers’ attendance at the events forcleansing, health and safety or other purposes), the City Councilsuggests that the organisation pay a voluntary contribution to meetthe costs of expenditure incurred which is not recoverable under partVIIA of the Highways Act or in connection with closing the publichighway under the Road Traffic (Special Events) Act 1994.

� A deposit will be required from the event organisers, which will be

used to offset any losses suffered by the City Council. Such lossesmay include additional costs of street cleansing, reinstatement of thehighway or damage to street furniture. The deposit will be based on apre-estimate of likely costs involved.

� For residents and community groups road closure fees and charges

may be waived.

7 Event Safety

Every event requires a considerable amount of planning and this planningmust include public safety.

Everyone organising or running an event of any kind, has a "Duty ofCare" under the Health and Safety Legislation.



We require a ‘nominated person’ to take responsibility for the proposedevent and who will be the point of contact for the council’s officersduring the planning and execution of the event.

We will make an initial contact with the Westminster District Surveyor’sService to establish structural and crowd safety guidelines. These will vary inapplication dependent upon the nature of the event proposed.

Please do not leave it until the last minute before contacting us. Yourproposals may require licensing, and early consultation will enable time forany necessary formal applications to be made and processed.

Contacts

On receipt of your proposals the Special Events team will help you identifythose areas which require specific resolution and more detail to meet the CityCouncil’s criteria.

Initial contacts for organisers are:

Special EventsCity of WestminsterCity Hall64 Victoria StreetLondonSW1E 6QP

Telephone 020 7641 2390Facsimile 0207 641 2640Email [email protected] www.westminster.gov.uk/events

[email protected] PoliceBelgravia (020) 7321 6803Charing Cross (020) 7321 7525Marylebone (020) 7321 9380West End Central (020) 7321 8828Paddington Green (020) 7321 9688

major event guidance notes 2005 - city of westminster · 2005-08-11 · guidance notes major...

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