Outdoor Event

[saturnx21]

Hi All

 

I am thinking about setting up an outdoor event. I have searched but I could not find anything specific, so what I am wondering is what do I need to put on an outdoor event? (at this point in time this is purely just an exercise to find out what I would need to do as and when we actually put one on!)

 

I know what sort of things I will need on the equipment/stage/power front, but I don't have the foggiest what I would need to do to actually get the event happening. I have heard of something called a "Temporary Events License" but don't know anything about it. I also know I would need insurance.

 

So if anyone has put one together and can offer any advice I would be extremely grateful

 

:D

[ChrisD]

Extra things you don't normally have to worry about for indoor events - toilets, weather, parking (most venues have parking) and transport.

 

Oh, also all your electrics are outside which makes it a little interesting if it rains.

 

Temporary Events Notice - you get from your district council I think, or local town council. They are the equivalent to temporary events licenses I believe.

 

HTH

 

Chris

[dave singleton]

Im rapidly trying to find a website that listed pritty much anything and processes etc. It was superb and thought of everything for pritty much every possible scenario.

 

Again its one of those things that without more detail as to audience numbers etc you can't get a good answer.

[paulglave]

I would recommend getting somebody on board with experience of putting on outdoor events. These days there are so many people who will want to get in your way, as well as the local council and police. You won't stand a chance if you appear inexperienced at any meetings. I know this from experience (not my own, I've seen other people do this badly) Also, the Event Safety Guide (pop code) is invaluable when planning any type of event that you are unsure of and well worth £20.

 

Good luck.

[Jivemaster]

The local council in who's jurisdiction the event site lies will offer you the licenses to procede if they are convinced you have the skills and experience and financial backing and insurances to actually run the event you have planned. Risk assessments are ALL! lots depends on what you are planning! An afternoon chamber music recital in the local Church has different risks from a late night revel for 1500 drink and dr*g fueled ravers.

 

Expect the licence to have anything up to 100 pages of terms and conditions and cross references to statutory instruments, Approved Codes of Practise, and assorted recognised guides.

 

Expect to have to have a face to face meeting with the Police, Fire and ambulance services, and meet their standards for safety and security and stewarding, including first aiders and fire precautions. www.etnow.com Safety series of books esp H&S in the live music industry by Kemp and Hill will give you some light reading!

 

Get some mature and experienced help with you. See if the event you plan actually fits with your(its) local area's interests. Talk informally to a councillor for the area if you can.

 

 

All this is the neo-military planning to do the event, everything on time to standard and working as planned.

 

Then you have to get the acts, then you have to get the punters, then you have to make them HAPPY so that the event is seen as a good one. Then you hope you have covered costs and that no-one needs to act on the personal financial guarantees YOU will have to have made.

[Ike]

www.etnow.com Safety series of books esp H&S in the live music industry by Kemp and Hill will give you some light reading!

While a very good book it's more aimed at larger events than what I'm assuming the original poster is talking about. While still useful a lot isn't really that relevant to smaller events (499 or less people including staff and visitors) which are the ones covered by a temporary events notice (TEN).

 

As others have said it depends hugely on the type, size and location of the event, the question "How do I run/get licenced an outdoor event?" is a very vague one.

[Jivemaster]

I agree totally! However if you see what may be required you can always plan to cope with your size of event.

 

http://www.blue-room.org.uk/index.php?showtopic=19070

 

http://www.blue-room.org.uk/index.php?showtopic=18418

 

Give some indication of thought to plan safety and what happens when you don't. If you are the promoter and license holder then you are responsible.