Accommodation

Tents/buildings

Accommodation requirements will vary, depending on event size, type and time of year. In Chapter 13 ‘Accommodation and services’, we cover some standard requirements such as an event manager’s office and a cash office. It is possible that depending on the site these offices can be located in existing buildings. For larger events, if existing buildings are not used for key services, sturdy Portakabins™ or mobile huts should be used for security reasons.

Almost every other requirement can be met by using tents where required. Some sporting shows and events such as a steam show, or car rally, where the attractions are exhibited outside, moving around the site or parked in exhibition enclosures, will probably only require minimal accommodation.

Whatever the decision, remember that tents and Portakabins™ are quite expensive and should only be used where necessary and where the cost can be justified.

Fire regulations

Seek advice regarding the layout of the site and proximity of tents, buildings, sheds, stores, etc. I am not qualified to give fire and safety advice. You must seek the advice of the local fire and rescue services.

As an example of the complexity, the following advice was taken from a discussion with local fire and rescue service staff, discussing a specific event. It is listed below as an illustration only. These points merely indicate the considerations and requirements you will have to meet.

• The fire and rescue services had to be supplied with a site map, highlighting all access and exit routes, water tanks and ponds, fire hydrants, generators and stationary vehicles.
• Fuel supplies had to be highlighted.
• Access had to be made for fire and rescue vehicles and equipment to be able to drive to within a maximum of 50 metres of any structure, store, tent, shed, cabin, building or display etc.
• Where stalls or similar displays were constructed in rows, any one row was not to exceed 45 metres in length. In each 45 metre row there had to be a minimum of two gaps, each gap being at least 2 metres wide.
• There had to be a clear space of a minimum of 5 metres between any rows of stalls.
• There had to be a clear space of a minimum of 6 metres between ‘structures’ such as buildings, caravans and Portakabins.
• All grass and vegetation around structures such as buildings, stationary caravans and trailers etc. had to be cut and the dead grass cleared away and removed from the site.
• All access routes had to be a minimum of 4 metres wide with a minimum headroom of 5 metres and able to take a loading of 12.5 tonnes in weight.
• All tent fabric had to meet appropriate British Standards in being flame retardant. (Note – a certificate of compliance had to requested from the tent rental company before permissions and licences were issued.)
• No accommodation was to have dead ends – that is, any areas from which exits were not immediately available.
• In all structures with multiple exits, the distance from any point to an exit had to be no more than 18 metres.
• Structures designed to house or attract more than 15 people had to have no fewer than 2 exits and still comply with the no dead-end and distance-to-an-exit rules.
• All exits had to be at least 1.1 metres wide.
• Where a structure was designed to house or attract 50 people or more, internal layout and use plans had to be submitted to the fire authorities for approval.
• All exits had to be marked with appropriate fire exit signs, conforming to requirements.
• Where the exit was fitted with a door, the doors had to open outwards and be operated by a panic bar with the sign ‘push bar to open’.
• Where the exit was fitted with tent flaps, the flaps had to be folded back and tied back in the ‘open’ position during opening hours.
• Provision had to be made for disabled people.
• Suitable fire extinguishers had to be made available (up to 15 people one extinguisher, larger structures at least two extinguishers for every 200 square metres of floor space and sited so that nobody was more than 30 metres from an extinguisher).
• Common sense rules also applied, such as smoking bans, storage of flammable liquids, rubbish accumulation, dry grass and brush, displays with naked flames, gas bottles, etc.

Remember, these points are only an illustration of the complexity and rules that may be imposed on your event. Also remember that they are imposed to protect life, not to annoy you. These points are included to illustrate the considerations and complexity of requirements, you must seek advice from your local authorities, fire and rescue and police services in relation to your own unique show or event.