Advice on Organising an Event

Organising an event can involve more planning than you first thought! You want everyone to enjoy the event, however you also need to consider your neighbours who may not be so keen to join in with your celebration (invite them along anyway, because if they are helping to make the noise they won't be complaining about it).

Food Safety

• It's best practice to pre-cook the meats for the event on the same day, which can then be reheated on a barbeque rather than cooked from raw.
  
• Try to match supply and demand rather than over produce food.
  
• Do not reheat foods more than once.
  
• Food made in advance should not be stored for more than 24 hours if chilled, or 4 hours for other foods.
  
• Defrost frozen food thoroughly unless it is to be cooked and the packaging states that food can be cooked from frozen.
  
• Make sure that you have sufficient cold storage for the foods that you are preparing.
  
• Only have sufficient food out for immediate use and regularly replenish stocks from your cool boxes.
  
• Always clean surfaces in between the preparation of raw and cooked foods.
  
• Keep raw foods separate from cooked / prepared foods. (If storing both in same fridge then place cooked above raw and in sealed containers.)
  
• Avoid using raw egg preparations, e.g., mayonnaise and certain cakes/ puddings.
  
• Keep working areas clean and maintain good standards of hygiene.
  

Fireworks Safety

Fireworks used in a restricted area, whilst not requiring a licence, can be dangerous. The following advice will help minimise the risks involved: -

• Designate one person responsible for the lighting of the fireworks.
  
• Organise the display area so that people do not have to cross through it and keep everyone else away during the display. This applies equally to any bonfires / beacons.
  
• If the bonfire / beacon is large it must be properly constructed so that it is stable. It would be a good idea to advise your local Fire and Rescue Service of your intentions. If you are not experienced in the construction of bonfires you should not attempt to build anything that is above head height.
  
• Keep fireworks in a sealed container.
  
• Have as few fireworks deployed as possible.
  
• Check weather conditions especially wind strength and direction.
  
• Work out where rockets, etc., will land. Make sure that they will not damage property.
  
• Make sure that you have ready access (Mobile phone) to the emergency services.
  
• It may be good to identify if someone has basic first aid training just in case the emergency services are delayed.
  
• Remember to keep pets indoors
  

Noise polution

• Remember the neighbours and if music is getting loud turn it down to prevent causing problems to others.
  
• Have a quick walk around the area every hour or so just to check things out.
  
• Don’t inflict on others what you would not like to experience yourself.
  
• Try and reduce noise further at times when people may be sleeping - Not everyone may have the next day off work!
  
• If you think there will be noise at your event that may bother nearby residents why not invite them to join in!
  

Public Entertainment Licensing

You will need to apply for a licence if: -

• Music or dancing is provided within premises (including marquees); or
  
• Music is provided in the open air on private land and is the main reason for persons attending the event; and
  
• In either cases above, entry and/or purchase of tickets is not restricted by invitation.
  

You will not need to apply for a licence if: -

• The entertainment does not include music or dancing;
  
• Music and dancing takes place in the open air on public land (an adopted highway would be 'public land');
  
• Music takes place on private land, but is not the main reason for persons attending the event;
  
• Entry is restricted to invitation only.
  

Additional Advice & Information

Safety - Miscellaneous

• Don’t give an open invitation to burglars, keep doors and windows of your house locked whilst out.
  
• Discourage the use of drinks that can be drunk straight from the bottle, i.e., Alco pops.
  
• Try to eliminate all other glass if possible by using safer alternatives such as plastic or paper.
  
• Always ensure clear access for emergency services, i.e., fire and ambulance.
  
• Obtain adequate public liability insurance.
  
• Temporary electrical installation and/or structures should be checked and approved by suitably competent persons.
  

Other Considerations

• Correct supervision of children and teenagers is important. Don’t allow under 18 year olds to drink alcohol.
  
• The sale of alcohol requires a licence issued by the Magistrates.