Other clearance/notification/authorisation

It is surprising how much the rules differ from area to area, how different authorities apply or waive different regulations and how different rules, regulations and laws different event types. The following facts about fireworks displays illustrate the need to consult your local authority and emergency services before organising and running an event, to ensure that you abide by all rules:

• When organising a fireworks display at or near the coast, the organiser must discuss the event with the Coastguard and obtain clearance from them before the fireworks display is run. Apparently the ‘coastal’ rule ensures that fireworks are not mistaken for distress flares from ships at sea, hence the coastguard needs to know that at a certain place and time you will be firing off rockets and mortars for the enjoyment of your crowd!
• In certain locations near airports, the Civil Aviation Authority may require you and your fireworks company to sign a declaration that the fireworks to be used will not travel higher than one thousand feet. This is of course to prevent any interference with air traffic to and from the nearby airport.

Boundary complications

You may be unlucky and find that your chosen event site is on or near the boundary between two or more local authorities, police areas or police forces. I attended a half marathon, where the parish boundary followed a stream, which crossed the main road 15 metres short of the gate to the event site. To be legal and safe, as those last 15 metres of road were the responsibility of another local authority] we had to arrange for a separate road closure order through the other local authority, to cover those 15 metres.

If your proposed site straddles or comes close to various boundaries, during your early research and consultation the authorities should notify you of the problem. During subsequent investigation and research they will work with you and advise you of any additional liaison, enquiries or permissions you might need.

Police approval

For larger events, many police forces will compile a statement of intent to identify the division of responsibilities between the police and the event manager, defining the command procedures necessary in the event of any emergency.

In simple terms that is just a document stating who is responsible for what and in an emergency what responsibilities are retained by the event manager and what responsibilities revert to the police under specified circumstances.

Even if your event is particularly small, it is worth informing the police, just to let the local officers know what is happening on their patch. If the event is anything more that a small local affair, you must talk to the local police, to ensure that everything runs safely. Most forces have liaison officers who deal with events and they can use their expertise, skill and contacts to advise and help you to make the best arrangements for your event.

If you have never dealt with the logistics of handling large numbers of vehicles, don’t try it. It is a specialist field where either training or experience can provide a working solution. If you just keep your fingers crossed and ‘have-a-go’, you may end up not only destroying any hope you have of making your event pay a profit, you could gridlock the roads for miles around.

Consider inviting the police to attend the event. For example the crime prevention officers or local beat officers could set up a stand. At some specialist events – for example a rural crafts show the police ‘country watch’ or ‘horse-watch’ coordinators may wish to attend as well.

Land owner

In most circumstances, the event manager will not own the land where the event is due to be held. It is therefore obvious that you will need the permission of the landowner, without which there will be no event. The landowner may impose restrictions on you depending on their use of the land. For example, they may refuse you permission to run traction engines if there is an unacceptable fire risk to a barn and crop of ripening wheat in the adjoining fields.

Electricity/water/sewage connections

It may be possible that the only available power, water or sewage pipe access for your event is in a barn on a neighbouring farm. If that is your only realistic source of power etc, you must include the landowner in early negotiations and planning.