Love Parks Week “How to Guide” Introduction

Love Parks Week “How to Guide”
Introduction
This is your essential guide to hosting a successful event during Love Parks Week and beyond. We
have tried to cover all the things that you need to consider when planning your event, along with some
helpful hints, tips and useful contacts.
Depending on the size and type of event you will be hosting all or only parts of this guide will be
relevant to you but no matter how big or small your event, prior planning will ensure it creates a lasting
impression for all the right reasons.
We have designed this to help you develop your skills and confidence, ranging from accessing funding
to building good working relations with your local authority. We can’t cover everything but we hope
most of the things you will come across or need when event planning are addressed.
Remember, hosting an event is not rocket science, don’t be put off by the thought of months of planning
and worry. The key is good planning and timing. The process is logical and can be shared out between
members of your group.
We hope you find this document helpful when planning your community event, thank you for taking the
time to read it and keep up the good work!
Love Parks Week
Group Development
Where possibly try to start planning your event as early as possible. The more time you have available
the more areas of planning you can cover and the more chances you will have of securing the
entertainment, funding and number of attendees you want.
Role of event co-ordinator
Have one overall event co-ordinator, although ensure they share out aspects of the event planning.
Over-controlling event chairs or co-ordinators may need support to do this. If your usual co-ordinator is
particularly stressed ahead of a meeting, arrange for someone else to temporarily act as chair. This can
lead to new volunteers for tasks.
The event co-ordinator should maintain an event folder. This should contain copies of quotes, invoices
and contact details for suppliers and any other organisations involved. It should also contain bits and
pieces reflecting the progress of the planning, including copies of paperwork associated with insurance,
licensing and budgets. The folder should be able to be picked up and used by a new member of the
committee at any time, avoiding any hassle or grief in the event of the co-ordinator handing over their
role.
Establishing group roles and responsibilities
Use the interest of your group members as a guide when trying to divide aspects of the event. Play to
their strengths. For example, ask a confident person to approach businesses for sponsorship rather
than a shy individual. Also, use links within your group to involve other local organisations to build up
your event, such as schools, WI, choirs, amateur dramatics and faith groups.
Once your initial themes and activities have been decided, try to zone these activities into groups, such
as children’s activities, entertainment, wildlife, heritage, craft activities etc. Again, try to work with your
group’s strengths and interests by giving individuals responsibility as zone co-ordinators. This way they
take ownership and progress the action points of their zone.
Ideally, identify a designated press / publicity officer from within your group to contact local media and
newspapers.
Make sure you identify upcoming commitments amongst your group members when delegating roles
and responsibilities, such as exams, house moving, birth of new children or holidays.
Support one another. If you think someone is stressed or overcommitted – approach them about it and
offer support if necessary. This can help keep things in perspective and avoid your group losing
valuable volunteers.
Who to involve
It is a key to get the support and work with your local authority. Ideally have an officer attend your
meetings. They will be able to access various services across the council to help host your event,
including offering Public Liability Cover for most activities, help when drawing up Risk Assessments and
advice on what licenses and notices you might need. They can also often provide support through
funding, event planning expertise, clear-up teams, equipment and staff time.
You will need to liaise with local emergency services throughout your event development process. They
will be able to advise you on safety aspects associated with co-ordinating activities on the day.
Invite other local organisations to attend a planning meeting as they may be able to offer an activity,
volunteers or support for your event for free.
Some examples of local organisations you could link to for various event activities are:
• Local library service for storytelling
• Local ‘museum on the move’ for hands on history
• Local play services/youth club who can bring along equipment for traditional games and assault
courses
• Local Sure Start for toddler size fun
• Local scouts or Territorial Army for a climbing wall or assault causes
• Local floral display group / WI / wildlife group
Strengthen your links to local ethnic communities through inviting them to take part in the event or be
involved in its planning. Again, seeking out local organisations that represent these communities can
often be an effective way of contacting hard to reach groups.
If you plan to involve young people in your event development, allow plenty of time. Talk to youth
service providers locally to link in with their clients. It is often effective to give a group of young people
responsibility for an aspect of the event to increase confidence and motivation.
Monitoring your budget
Have a copy of your up-to-date budget at each meeting. Keep a record of actual costs versus quotes
and remove any costs that have been cancelled. Name one member of your committee ‘event
treasurer’ if you don’t already have one. Plan in the costs of essential infrastructure first, such as toilets,
marquees and staging (if not already available on site) so that you know how much of your budget is
left to play with.
Integrating accessibility into your event plans
Access and accessibility issues should play a part in the development of any park event. As for many
things to do with event planning, it’s relatively straightforward to mitigate against accessibility barriers.
This can be done by involving as many people as possible, who are interested in your event plans or
simply making your event accessible to all on the day.
Feedback from people with disabilities suggests that being involved in volunteering activities offers links
into the wider community, develops skills and reinforces their confidence. It also encourages the wider
community to recognise the valuable contribution people with disabilities make. It offers community
groups’ access to more active volunteers, ideas and links to wider organisations.
Activity Ideas
A good way to increase your events popularity and community support is to give it a theme or specific
subject to focus on. Below are some ideas you may wish to use.
History / heritage (History Tours, Re-enactments, Story Telling or guided walks)
Horticulture / nature & biodiversity (Nature Trails, Flower Arranging, Landscape Detective, Farmers
Market)
Children & young people (Fancy Dress competitions, Teddy Bear Picnics, Arts & Crafts, Treasure
Hunts)
Culture Sports / healthy living (Art Days, Dance workshops, Film Screenings, Parties, Fashion
Shows)
As you can see the possibilities are only limited by your imagination and determination.
Funding
Applying for funding can seem very complicated if you have never tried it before. However, while some
of the funding application forms can seem daunting, in the majority of cases the funders do want to give
their money to exciting projects and events that can make a difference to people’s lives. You just need
to persuade them it’s ok to say ‘yes’.
Many funders will help you through their application process directly – just give them a call or visit their
website. For a more local approach, get in touch with your Voluntary Action Council, as they will have
access to FundFinder, or something similar, which is a database of general funding opportunities and
knowledge of local pots of money you may be able to access. We have also included the Funding
Doctor in our list of suppliers, who may be able to help and we run training workshops on how to apply
for funding.
General tips for successful funding applications
If your project is going to cost money then fundraising is not something your organisation can ignore.
People get involved in community projects because they want to do something worthwhile, not
necessarily because they want to raise lots of money.
All too often a couple of people find themselves as the fundraising committee while the rest get on with
the project. If this happens you are likely to find yourselves with no fundraising committee at all, as they
have probably become bored of their sideline role and have gone to find something more fulfilling to do.
So no fundraising team, no money and possibly no project; nobody wins!
To avoid this, make fundraising a core part of your group wide activities, this way you can spread the
load, keep the enthusiasm and you’ll now have a whole group of people spreading the word and
drumming up support for the project. This can significantly strengthen your group, especially when you
get the funds you ask for as the collective effort becomes apparent and everybody wins. Nice reason to
celebrate as well!
Plan ahead
First make a shopping list. This should be done by the group, especially by those who will be involved
in running the project or who will be responsible for it. If you know you will be needing specialist help to
deliver the project, ask them for their estimates of the project and their involvement. Include everything
– buildings, transport, materials, IT, Admin, insurance, equipment, contractors, expenses etc.
Be realistic
Be careful you do not overstretch yourselves or overestimate your capacity to deliver the project. It may
be better to work within your boundaries and develop at a steady pace rather than trying to do too much
too fast. Effective delivery on a small scale may be far more preferable to ineffective delivery
nationwide.
Points to remember
There are a number of points to remember when making any type of application as they are generic in
nature. Some may seem to be very obvious, and this is because successful fundraising is often based
on common sense. Being careful, reading and following instructions, being prepared and being flexible
will greatly increase your chances of success when making applications.
Self Funding
Community events are also a great way for your group to generate some funds of your own. Here are a
few examples:
Stalls
Most events will have stalls of some kind. A good mixture of information stalls, demonstrations,
refreshments and sale stalls are always welcomed by the public. As a group you should consider a
price structure for stalls. You could:
• Charge a flat rate for stalls.
• Offer discounts or free stalls for charity/not for profit organisations.
• Offer reductions for stalls that offer demos/ workshops as well as sales.
• Offer reductions on stalls that have an interactive game.
• Ask for a % of takings from stall holders that sell items or food.
• You can ask for a deposit in advance to ensure certain suppliers will show up.
Challenge Events
These are a great way to get people involved in your cause. They can be fun events that involve lots of
people like walks, runs, the big bake etc. Or they can be major challenges like parachuting, and
marathons. Think about how to involve potential supporters. For instance, if you have some football or
rugby teams in your area, then a five-a-side competition with an entry fee may be just the thing. You
may even be able to get a local sports shop or minibus company to put up a prize.
Tea and coffee
Provide refreshments and cakes at your event. These are relatively cheap to provide and are always
popular. Put a healthy spin on it and have a fruit stall. Water melons on a hot summers day are
fantastic.
Recruitment
If you charge for Friend’s membership, have a volunteer recruiter at your Friends Stall on the day. You
could even offer a Membership Discount for the day to entice more people.
Hold a raffle
Prizes can be sourced from local shops and companies. Try visiting High Street shop managers, with
event publicity material. Many shops will give donations on the spot for local events, i.e. old stock, CDs,
DVDs, vouchers. Be confident and friendly and endeavour to speak to the shop manager in person.
Sponsorship opportunities
Local small business will often provide sponsorship for an aspect of the event, if you advertise their
involvement prominently in return. Think laterally, local electrical companies / building contractors /
garages, not just shops, may support you, keeping your costs down. Some big high street names also
like to be seen to support local projects, so tap into these. Good examples are all the supermarkets and
DIY stores.
Paid parking
Charge a nominal sum for parking, some of which could go towards a raffle ticket prize draw. If you
cannot charge for car parking, manned donation buckets at each entrance is a great way to entice
visitors to donate. An alternative idea could be to offer a car wash service.
Try not to pay for things!
Sounds strange, but offering local bands or performers space on a stage and an audience, is often
enough for them to come along for free. This won’t directly raise funds, but once a crowd is there – you
can sell your raffle tickets!
Think
If you really want to maximise your income, time spent thinking and discussing how your project can
include and benefit your community from the outset is a really worthwhile exercise. People are always
surprised at just how many people or organisations they know. Doing this as a group discussion is
much better than trying to think of all the angles on your own.
Event Planning
So you have gone through the steps above, have your idea, have a team of volunteers to help deliver
your event and even tapped into some funding. Now to pull it all together.
Managing your event budget
Book and budget for key infrastructure early. If there are no toilets on site, hiring chemical toilets will be
necessary and generally cost around £75 each. If you plan to have a stage and/or public address
system (PA), marquees and/or gazebos, these will generally eat into your budget.
Make sure you research local suppliers, comparing costs. Shop around; your local business telephone
directory is a good place to start. A friendly bit of haggling with suppliers can sometimes help to strike a
good deal, especially if you emphasize that the event is being organised by volunteers and is free for
the community. An offer of a prominent display board with the company name can also work wonders
with a local firm. Some suppliers may be able to do better deals if you hire add-ons from them as well,
such as a marquee plus tables and chairs.
Staging and public address systems
Most events will benefit from a PA system to announce information throughout the day. Events with
stages may require a backstage area for the bands to get ready, including a designated changing and
refreshment area. You may also need an area for equipment, such as generators and amplifiers. This
area will need to be cordoned off from the public.
If you plan to have a series of acts performing, a stage manager is a useful role to fill from your
volunteers. They can co-ordinate the stage line-up prior to the event, make sure everyone knows where
they need to be and oversee setting up and sound checks for performers.
On the day, a compere to announce acts on stage or timed activities around the site is also a good
plan. When booking acts, it’s a good idea to ask them to provide you with a short introduction to the act,
for your compere to use on the day. You may need to plan out a programme of activities on the day to
give out to the public. See the section on promotion and marketing for more on this.
When booking entertainers, ensure their performance material is suitable for the target audience, with
censored lyrics and content where necessary. Also, make sure you have a Plan B in case of any ‘no
shows’ or late arrivals, such as a performer or local DJ willing to step in, or recorded music.
Refreshments
If your park is lucky enough to have a café, will they be able to cope with additional customer numbers
on your event day? If not, you will need to get some external refreshment suppliers in. You’ll need to
consider the following:
• Check that the café is happy with you bringing in extra caterers for the day.
• How much will the caterers charge for food? If your event is aiming to be inclusive, you don’t want
them to be over-charging. Some events choose to sacrifice a group donation for cheaper food
availability.
• Always have somewhere people can get tea and coffee. This is a great way to raise some funds for
your group, especially if you serve cakes too.
• What food will the caterers serve? If your event is about how healthy parks, a burger van may be out
of place.
• If your park doesn’t have a café and you’re reluctant to invite external caterers for the day, encourage
people to bring a picnic when you promote the event.
• Ask refreshment suppliers to supply you with their Food Hygiene Regulations Certificate when you
book them. You should also select caterers from your local authority’s registered caterers list. This way
you can be sure they hold all the necessary certificates.
Suppliers
Good suppliers often get booked up for events over the summer well in advance, so you’ll need to
confirm them as early as possible to avoid disappointment. Once you have a theme for the day, an idea
of activities you’d like to see there and hopefully some funding secured, you will need to build up a list
of contacts to approach and compare quotes.
Some suppliers will attend for little or no money, such as members of other local community groups or
services. Others may be free because they plan to charge the public to take part in an activity or are
selling something. Others you may need to pay for, such as medieval entertainers or marquee
suppliers.
If you are planning on having stalls you could invite local organisations to attend, raising their profile
and filling out your event with interesting bits and pieces.
Use contacts within your group or local community to get in touch with potential groups to invite and if
possible, advertise in newsletters or flyers that are distributed locally.
Clear communication
Ensure you receive written confirmation for all bookings that you make. A telephone conversation
usually only counts as a provisional booking, so make sure you ask for this to be confirmed in writing.
Normally an email will suffice but if not be sure to write confirmation letters to all your suppliers.
Whichever medium you use, ensure your written confirmation outlines clear information ahead of the
event, helping to minimise any questions and confusion on the day.
They will need to know details such as:
• Location of event
• Their allocated position / pitch on the day
• What time they can access the site to set up
• What time they need to clear their vehicles from the site before the event starts
• What time their activity/performance is scheduled
• Where they can park, proximity to the site
• What equipment they are required to provide
• Access to water/electrical supplies if applicable
• What time they can dismantle their stalls and bring vehicles back on site
• Mobile contact details for the main coordinators on the day
• Parking permit – if you are producing them
Follow up this letter/email with a telephone call to avoid last minute problems on the event day, as very
often people do not read letters in full.
Make sure you also find out the supplier’s special requirements. They may require you to provide some
equipment for them, such as stalls, tables or chairs. You will be responsible for any equipment you hire
or borrow on their behalf, so make sure you keep track of it and store it somewhere safe and dry. Find
out whether they have any limitations in their contract, such as ‘unable to attend in wet weather’ or
‘activity cannot take place if strong winds’. These are key things to know well in advance so that you
can prepare a plan B.
If the supplier needs to bring large/heavy vehicles or equipment onto the site, a site visit prior to the
event date is useful to ensure the site is accessible and that any problems are ironed out early on. Also,
ensure you have a list of contact details for all suppliers with you on the day, in case any don’t show up
and you need to chase them.
Your event insurance will require that all suppliers provide you with a completed Risk Assessment form
for their activity and perhaps copies of their insurance certificate. Refreshment suppliers preparing hot
food on site will also need to provide a Food Hygiene Certificate. This process may seem arduous, but
most professional suppliers will have these ready to send you. Provide a simple Risk Assessment
template to small/non-professional suppliers as they may be daunted by the thought of producing one
from scratch. You will find a risk assessment template, along with an example of a completed risk
assessment at the end of this guide.
Make some money
Endeavour to make some money from the suppliers that are likely to make a profit off the back of your
event. Remember, it is your hard work that has attracted the public into the park so make sure you
benefit too!
Here are a couple of ways you could approach this:
• Ask all profit-making suppliers to pay a flat fee to attend your event, for example £30 for small local
businesses and £50 for larger catering firms, such as ice cream vans, burger stalls etc.
• Ask all suppliers to donate 5% of their profit from the day to your Friends group. This requires an
element of trust so it is advisable to only agree this method of payment with reliable suppliers who have
gained your trust.
You will find an example of a Stall Booking Form at the end of this guide.
When paying suppliers that require cheque payment on the day of the event, make sure you hand
these over at the end of the day to avoid suppliers leaving early.
Back-up plan
Make sure you have a Plan B drafted, as bad weather conditions will be one of your biggest risks.
This can be done through:
Purchasing Wet Weather Insurance (however this can be quite pricey for voluntary groups)
• Having an indoor option
• Plan how to contact suppliers in the event of last minute cancellation
• Have an alternative site identified that offers more shelter and protection from water logging.
Essential Paperwork
Public Liability Insurance
Your park, if it’s public access and owned by a local authority, will be covered by the council’s Public
Liability Insurance (PLI). By ensuring the council are supportive of your event, they retain overall
authority and so their insurance will generally cover most activities you host on site. Ask your park
officer for confirmation.
If you plan for the group or members of the public to take part in activities in excess of standard local
authority cover you will need to buy additional PLI as a community group. This is also true if you plan to
hold an event not supported by the local authority. Your Indemnity Limit should be no less than
£5million. Organisations such as BTCV offer competitively priced PLI and Personal Accident cover for
community groups, underwritten by Zurich Municipal. Visit www.btcv.org.uk for more details. This will
cover you if an event visitor is injured, or suffers illness as a consequence of attending your event.
Activity suppliers, such as bouncy castles, climbing walls and caterers will have their own Public
Liability Insurance if they are genuine professionals. When booking suppliers, ask them to forward you
a copy of their insurance documents. Retain it as part of your overall event folder. You may need to
submit a copy of it to your insurers at a later date.
Risk Assessments
Organisers must undertake risk assessments and manage risks. Risk assessments describe potential
risks, how risky they are and what action you will take to reduce/eliminate the risk. Most are relatively
straightforward, such as making sure areas of potential risk are fenced off from the public or making
sure traffic moves safely through the site.
Simply work through the potential hazards for your event, assess the risk and state how you plan to
mitigate around them. Ensure you do a final hazard walkabout on the day of your event, to ensure there
are no last minute hazards, such as broken glass or dog mess.
A Risk Assessment will be required as part of your insurance paperwork. Again, suppliers will need to
provide you with a Risk Assessment of their planned activities. Professional suppliers should be able to
do this as a matter of course. For all other suppliers, send them a basic Risk Assessment template for
them to work through. Examples supplied at the end of this guide.
This may all seem bureaucratic, but in the event of an accident occurring, it will be time well spent. This
documentation may also be required to apply for any event licenses you may need from your local
authority or magistrates court.
Event Licenses
Under the Licensing Act 2003 some activities you want to host at your park event may now be subject
to licensing regulations.
It is recommended that you contact your licensing team within your local authority at an early stage of
your planning, with your activity outline. This is because, from our experience, local authorities are
reading the new laws differently across the UK. Your licensing officer will be able to advise you on what
licenses your specific event will require.
What activities are deemed licensable under the law?
• Sale of alcohol
• Supply of alcohol to a member of a club
• Provision of regulated entertainment
• Provision of late night refreshment
Why do we need licenses for these activities?
• Prevention of crime & disorder
• Public safety
• Prevention of public nuisance
• Protection of children from harm
According to the Licensing Act 2003, ‘regulated entertainment’ refers to:
‘when the entertainment takes place in the presence of an audience for the purpose of entertaining that
audience’
There needs to be an audience to require a license. Regulated entertainment is any of the following
eight activities:
• A performance of a play
• An exhibition of a film
• An indoor sporting event
• A boxing or wrestling entertainment
• Live music
• Any playing of recorded music
• Performance of dance
• Similar entertainment to live music,recorded music or performance of dance (including karaoke)
There are certain exemptions within the law, under which many local authorities are listing simple
community led events, so check with your Licensing Team about the kind of event you are hoping to
host.
Temporary Events Notice and Premises License
Generally if you do need a license, it will be a Temporary Event Notice (TEN), which are simple to apply
for and cost around £21. However, this only covers events with less than 500 visitors attending at any
one time. Therefore, you may need a Premises License if you are hoping to attract more visitors than a
TEN allows, or planning on having a beer tent. Sometimes, if you buy in a bar service from a local
brewery, they will have all the necessary paperwork as standard. It is also worth bearing in mind that
certain music activities may require an additional Music License.
Sometimes local authorities or the Police attach conditions to licenses, so ensure you are clear what
these are and that you fulfill them. They usually focus around safety requirements and crowd control
issues.
Emergency Plan / Evacuation Plan
For all events you should have in place a basic evacuation plan in the event of an emergency. For
larger events however, often the local authority and local emergency services will insist you to draw one
up with their approval, as part of your licensing approval.
An emergency plan should identify key points of access for emergency vehicles. These will need to be
kept clear of obstacles throughout the event day. It should also highlight first aid points, any police
control points on site, fire extinguishers and should include contact details of a first aider and the main
coordinator.
If you are using walkie-talkie radios to communicate across the site, ensure everyone is using the same
channel and that you have an agreed emergency situation codeword to use to raise attention. Also
ensure a police officer is given a radio in case their own radio system is not compatible with the event
system. Don’t forget to make sure they are charged up prior to the event!
First Aid Cover
For an event of any size you should arrange First Aid cover. There are no absolute guidelines on how
many first aiders you should have at any event, as different activities planned will have different levels
of risk. Your risk assessment should give you an idea of this and your insurer may sometimes require
an ambulance to be present for some activities. If in doubt, contact your local Red Cross branch who
can offer advice (www.redcross.org.uk )
For small events, a couple of qualified first aiders amongst your group or local authority staff could be
approached. For larger events you should arrange for designated first aiders to attend. These can be
arranged through your local Red Cross or St Johns (St Andrews) Ambulance (www.sja.org.uk) or local
First Aid Training companies often offer the service for a similar rate.
Costs do vary, but most charge around £5.00 an hour per person, with an ambulance and crew costing
about £200/250 for the day. Individual first aiders will attend with a basic medical bag of supplies. You
may need to provide a stall, preferably not too close to loud noise levels.
You will need to ensure throughout the event that key vehicle access points are kept clear, in case
emergency vehicles need to access the site at any time.
Protection of Children from Harm
As event organisers, you have a statutory duty of care for children, whether they are performers or
visitors.
Suppliers who aim their activities at children should be CRB (Criminal Record Bureau) checked,
although it’s only essential if there is any likelihood a child will be alone with an individual adult. It is
good practice under any circumstances to avoid this happening.
Children may get lost from their parents/guardians whilst at your event. You should establish a lost child
point, with clear arrangements for the safe care of children until they are reunited with their guardians.
Ensure volunteer stewards on site are aware of these procedures and avoid announcing the names of
children over public address systems.
Site Planning
It is very important to make a comprehensive site plan when organising an event, as it may be the
difference between a good and an excellent event. The layout of an event will affect the atmosphere but
it is also important to consider routes for emergency vehicles, power supplies and topography.
Firstly, a map of the site is needed. The local authority should be able to provide a map of the park.
Take the map to the site to put it all in to perspective. Keeping the type of event in mind, begin to plan
the layout, considering the following areas:
• Entry and exit points
• Emergency routes
• Central arena/staging area
• Audience space
• Stall area
• Power points
• General safety of the site
• Hard surface areas
• Existing toilets
Avoid overcrowding activities, as this may cause problems for people moving around the site. However,
on large sites, avoid spreading activities too far apart as this can result in the ‘atmosphere’ getting lost.
If your group is working with young people to help develop the site plan, allow for extra time for this. For
example, you could arrange a workshop where you all go outside and physically measure out a basic
site plan on the grass.
As the event organisation develops, a list can be compiled of the infrastructure, facilities and activities
for the event, which can then be added to the site plan.
Key infrastructure and facilities to consider are:
• Staging
• PA system
• Toilets
• Crowd barriers
• Marquees and gazebos
• First Aid tent
• Information tent
• Power points
• Parking
It is essential to emphasise the importance of having a central point at an event, this maybe close to the
staging area or an arena. Here people can find out information about the event from announcements,
plus it is often a good idea to have some more visually attractive activities to entice a crowd in, creating
a lively atmosphere. Lay out your site plan based on your themed zones if helpful.
Think carefully about what activities can go alongside each other. A sports match beside a dog display
may be distracting for the dogs and players. Fairground rides can sometimes be accompanied by very
loud music and can drown out music or performances on stage.
The licensing of an event may determine some of the site plan. Make sure you know of any restrictions
and precautions required by the council or the police before you start planning.
Parking
This can be a problem for some event sites. Ideally you should encourage people to walk or use public
transport to attend by putting these details on publicity information. If parking is available you will need
to make sure vehicles travel safely around the site during the event.
You may require parking stewards, either volunteers or paid. There are usually local groups that offer
the service at low cost, so contact your local authority events team for suggestions.
In situations of limited parking, priority needs to go to disabled people and suppliers. If people are
setting up a stall before the event begins, they will not want to drive around for 20 minutes trying to find
a parking space. Make sure parking information is included in the information you send to suppliers
ahead of the event. You may decide to produce parking permits for the day, to distribute to suppliers
and VIPs. Ensure parking stewards know what they look like and that permits are posted to suppliers
with their confirmation letter.
Promotion and Marketing
Make sure you consider the promotion of your event during the early planning stages. Promoting your
event is most effective when a variety of different approaches are taken; therefore this section lists a
variety of marketing routes in order to reach your local needs. Not all approaches are suitable in every
situation; make sure you think about who your target audience is, where you will reach them and what
will draw them to your event.
Establishing a database for your main contacts
This can be an arduous job to begin with, but once you have gathered together the information, your
contacts database will be a valuable tool for your group to use and build on year-on-year. Have within
this a local media contact list for tapping into the various media channels. Make sure you get emails,
phone numbers and addresses for each contact and always try to get an individual’s name so that your
news gets straight to the relevant person.
It may be a good idea to establish a group member as your lead contact for the media to help with
delegation. Another idea could be to identify the possible marketing routes for each media contact in
order to help prioritise what your media budget will be spent on (see table below for an example). For
more information on the various marketing routes, see later on in this section.
Contact database example - media list
Name
Position
Organisation
Tel
Email
Address Lead Contact Possible Marketing avenues
Joe
Head Teacher
Local School
Maggie
Katy
Press Officer
Local Authority
Jim
Sarah
Broadcaster
Local radio
Pam
Radio interview , press release
John
Editor
Local new spaper
Laura
Editorial, advert, press release
Stuart
New s Editor
BBC South Today
Graham
Interview , event coverage on the day,
press release
Posters and flyers
Press releases, w ebsite, new sletter,
online events diary
There are various sources that you can tap into to obtain these contacts:
• The local authority press and communications teams often have a list of local media contacts that you
could use.
• Your local telephone directory should have a section listing all the local media in your area.
• Visit your local radio station and local newspaper offices in person to find out who best to contact
about your news.
• Your local Voluntary Action Council will have local media contact lists that you could use.
• Visit the websites of local papers, regional TV channels, radio stations etc. to find out contact details.
Most websites have a ‘Contact us’ section.
Don’t forget to make a list of all the individual group member’s existing contacts with local
organisations, schools, local businesses etc. These can be added to your contact database and are
often the most useful contacts to have, as a rapport has already been established.
A realistic budget
When planning a marketing strategy for your event, it is important to know your available budget early
on and to plan accordingly. Remember to always plan your allocated marketing budget wisely, thinking
about who your target audience is and how best to reach them.
If you have very little or no money set aside for publicity, don’t fret. Here are some examples of ways
you can advertise your event for free:
• Word of mouth
• Local authority / local organisation’s website
• Editorial piece in local newsletter / paper
• Press releases
• Local radio
• Local TV news bulletins
If you happen to have a pot of money set aside for marketing your event, you are more likely to be able
to promote your event through the production and distribution of marketing materials, or through widerreaching advertisements / broadcasts. Here are some examples of these:
• Radio
• TV
• Flyers
• Posters
• Event programme
• Banners
• Billboard adverts
• Newspapers
• Public transport advertisements
• Celebrity endorsement
• Magazine articles
Marketing routes
Word of mouth
This is often seen as the most valuable form of publicity. Spreading the word is a very good way of
getting news to the local public for free and for relatively little work. Spread the word through friends,
relatives and work colleagues. Also, ask them to pass this information onto their friends and family.
Press releases
A press release is an article sent to different media contacts outlining the news story. It can be used to
highlight an upcoming event or describe an event that has taken place. It is normally fairly concise but
with a creative style.
Email press releases are a very economical and effective way of getting your news direct to the local
media. They are free to send and more environmentally friendly than sending via post.
Remember to follow up all your press releases with a telephone call. This reminds news editors about
your story, making it more likely that they’ll feature a piece on it. Local newspapers and radio stations
like stories about people in the community, so it is good if you can offer photographs or an interview.
There is a template press release on the Get Involved page of the Love Parks website.
Radio
Local radio stations are a good way of getting free publicity to the local community. Often they will do a
recorded interview / advert that can be played regularly up until the event. The radio station may also
like to do a live interview broadcast the day before or on the morning of the event with you.
If your local radio station has a vehicle which they can broadcast live from, invite them to bring it along
on the day. This is a real opportunity to get media attention throughout the day’s event.
TV
Often local television channels will have ‘notice board’ style programmes which advertise upcoming
events and activities in the area. Sometimes, even the weather forecaster might mention it. TV
channels are often keen to feature local community activity in their regional news bulletins, for example
BBC South Today.
Written media
Always remember to publicise your event to your members. A newsletter (whether it is in an email or
printed format) is a great way to do this and also is an opportunity to gain local support and ask for
volunteer help on the day.
Local newspapers feature community news and events and are often happy to include an editorial for
free. You can also pay for an advert to be included in newspapers/magazines, often giving you the
option of a coloured, larger advert if required.
Online media
Put information about your event on your website (if you have one) and any other relevant websites,
such as your local authority’s events diary, local organisations that are taking part, and any sponsors of
the event and of course the Love Parks Week website!
Marketing materials
One of the most effective ways to catch the public’s attention is through the production and distribution
of marketing materials. When creating printed materials you will need to be clear on:
• What you want to say
• What format you want to say it in
• Where you want it to be seen
• What your budget is
• How it will be distributed
But remember, be realistic! For example, there is no point in printing 25,000 flyers for an event that can
only accommodate 300 visitors and where you only have two volunteers to hand them out. Also Flyers
can lead to a lot of litter, so use this option with care.
Flyers
Keep the information to a minimum. Make the design bold and inspiring. A popular size for a flyer tends
to be either A6, A5 or DL (1/3 of A4). The benefit of flyers is that they don’t take up much room on shop
counters or in a handbag, but give you enough space to have one side for the logo and main info, and
the other for the more detailed copy. Flyers come in all shapes and sizes and you should investigate
which is most cost effective for you. Using colour will make the flyer more eye-catching, but will also
bump up the price of production. A compromise might be that the front is in colour and the back in black
and white.
Posters
As with the design of the flyers, keep the rule of simplicity in mind when drawing up ideas for posters.
The most unobtrusive size is undoubtedly A4, which you can get permission to put up in most public
areas (please ensure you do receive permission from the landowners prior to putting up any posters).
However, for impact, consider the next sizes up which are A3, A2, A1, AO. Each of these have the
benefit of being large enough to attract real attention, however not everywhere will have the space for
them, and they can prove costly. If your local authority has billboards in the local area, it might be worth
seeing if you can get permission to put one of your larger posters up there.
Banners
A well designed banner, strategically placed, can be a really strong promotional tactic. Bright colours
and a few key words can entice bored motorists or passers by. Approach your local authority to find out
where you would be allowed to place some short term banners. Sizing will be determined by location;
however a good rule of thumb is 3m width by 1.5m height. Consider producing a generic banner to use
year on year promoting a community event, allowing you to add in a date as required.
Programmes on the day
Although printed programmes can be useful, again they can quickly become litter which you will be
responsible for clearly and can be difficult to navigate for your attendees, particularly if it is windy! An
alternative could be to have noticeboards at entrance points and signposts which can be placed in
grassed areas which can direct people. It is always advisable to highlight where toilets/first aid and lost
children spots are.
Best practice
When preparing any type of publicity material, whether it is a radio interview, press release, poster or
article, always make sure you mention the following:
• Where the event is happening (plus how to get there if hard to find)
• When the event is happening (date and time)
• Why the event is taking place (any key messages?)
• What the event’s most attractive features are (focus the publicity to the relevant audience – who is
likely to see / hear it?)
• Cost of the event (is there an entrance fee / will activities cost visitors anything?)
• Who the organisers are (logo or thank you message)
• Who the funders / sponsors are (logo or thank you message)
Ensure that any publicity material produced is thoroughly proof read. It is often too easy to skim read
articles written without checking the finer detail. Try to get an outsider to proof the material. People who
are not involved in the planning and preparation of the event can often spot a mistake that members of
the group can miss.
If you are successful in getting a telephone interview with a local paper / magazine, insist that you read
the article before it is published to make sure that you haven’t been misquoted.
Distribution tips
Once all the marketing materials have been printed, the next thing to think about is distribution. There
are several effective ways to do this and often the best option is to do a combination in order to reach
as many of the public as possible:
• Local shops, businesses, leisure centres and entertainment venues are often happy to have a bundle
of flyers on their counters, or feature an A4 poster in their window
• Local museums, libraries and tourist information offices regularly have leaflet racks and notice boards
advertising local events and activities, so are another key location to distribute flyers and posters to
• Distribute to schools for teachers to put in book bags
• Local newspapers are often willing to insert flyers when doing letterbox drops in the local community
for a minimal cost
• Posters located in and around the park and bundles of flyers in park cafés, shops and information
centres draw public attention
• Find out if you can display an outdoor banner at the venue where you are holding the event. If this is
possible, then display it at least one week before the event
• Advertising with billboards on roundabouts or main roads in the local area are very eye-catching to
passers-by stuck in rush-hour traffic. However, you will need to get permission from the council / private
landowners beforehand in order to do this
• Despite being a slow and tedious process, handing out flyers in the town centre by your park leading
up to and on the day of your event is often a good way to let the public know the event is taking place
• Letterbox drops to residents surrounding the park is an effective way to reach the local community.
You can either employ a company that can do this for you for a fee, or if the area is covered by a local
authority caretaking service, you may be able to pay them to deliver. Otherwise, you may need to enrol
volunteers to do the job for you.
Event Day
Volunteer Management
You want to get the most out of your volunteers as this will leave less for your key committee members
to do on the day. Ideally you will have an army of willing people lined up to help – but more realistically
you will have a good handful and a long ‘to do’ list. Plan with who you can be sure of – anyone extra will
be a bonus.
Brief your Volunteers
Ideally this can be done on the morning of the event if you have allowed time. Otherwise a nice meeting
– more of a jolly, in the week before an event, is a good time. Briefing them will allow you to pass on
key information, contact details and make them feel that their contribution is valued and welcome.
At your briefing remember to:
• Provide a list of contact details for key people on the day, i.e. through a laminated list of phone
numbers. Make sure everyone knows who the key co-ordinator is for the day.
• Distribute any communication equipment you have – i.e. communication radios. Make sure people
know how to use them and remember to give a radio to the police if their system is not compatible with
yours.
• Hand out t-shirts / volunteer tabards or any identifying clothing you require volunteers to wear to stand
out from the crowd.
• Distribute programmes or site maps for volunteers to hand out to the public. Make sure volunteers
know where key locations are on site, for example toilets, lost child and first aid point.
• Ensure volunteers know where emergency vehicle access points are, and that these areas are kept
clear of obstacles at all times.
• Distribute any refreshment vouchers you have for volunteers or make sure they know where they can
get free refreshments from. Also ensure they know when they are able to take a break and enjoy the
event themselves.
• Have a list of tasks available at the co-ordination point, so that volunteers looking for something to do
can look at the list, rather than repeatedly approach key group members.
Equipment required
Before your event starts, you will need to do equipment checks on vital infrastructure required to
manage your event. For instance, sound checks on your stage and PA system, and ensuring
generators and radio communications are functioning.
No event is complete without its Box of Tricks. This should be located at your central co-ordination point
/ control centre and should include a range of items to mitigate against last minute hitches.
Include things like:
• Sticky tack
• Masking / duct tape
• Cable ties
• Scissors
• Black and coloured marker pens
• Notebook and pen
• String
• Sticky notes and tape
• Glue
• Tent pegs
• Contact details for volunteers
• List of tasks for volunteers
Always allow plenty of time and people to put up gazebos and marquees. These generally take longer
than planned, as most people will have forgotten how to put them up from previous years. Also, if you
have lots of gazebos or marquees, allocate volunteers to help take them down at the end of the event –
otherwise you may find yourself exhausted and still working well after the crowds have left.
If you are having stage performances such as bands, endeavour to avoid having to set up each band
from scratch at every change over. Ideally ask your final band to loan their drum kit and key equipment
for the event, so they can take it down and leave at the end. If this is not possible, another option may
be to hire equipment for all the bands to use. Also avoid situations where you have to move equipment
between two or more stages. This can cause delays between acts and lead to loss of atmosphere at an
event.
If you are having donation buckets, have these ready and staffed close to the park’s main exits. If you
are running other fundraising stalls, you will also need to arrange for floats to be available for stall
holders. In the interest of safety, it is also worth planning regular collections of money from your stall
holders to be stored in a safe place off site.
If you are having a Friends Stall ensure you position it in a prominent position and allocate enthusiastic
and confident volunteers to staff it for you during the day. Have lots of display material illustrating the
work of the group and how people can get involved or find out more information if they want. A colourful
photographic display of activities or the site over time is always popular.
Site Logistics
Before your event begins, you will need to set up your directional signs and litterbins across the site.
Signs should be clear and in prominent positions. Ideally each should also display your Friends group
logo, to reinforce your profile to visitors. When setting up signs, consider where people will be coming
from. Have a trail of signs leading from local bus stops and shopping areas to the event site, although
make sure you remember to collect them up again once activities are over.
Have plenty of litterbins. As event organisers your group are responsible for keeping the area clean and
tidy while the event is taking place, and leaving it tidy once everything is over. Bins can be as simple as
black bags fastened to marquee poles. Ideally have a few clearly labelled recycling bins around. The
more people put litter in bins, the less you will need to pick up after your event! To help clean up at the
end, have some litter picking equipment to distribute (pickers, gloves and bags). Your local authority will
normally be able to supply you with these. Remember organisers are responsible for the collection,
storage, removal, transportation and disposal costs of all litter and refuse generated by the event. Talk
to your local authority in advance about how they can help you with this aspect of your event.
Always do a final walkabout of your event site once your suppliers have set up. This may help identify
any last minute hazards, such as trailing cables or broken glass. Mitigate against any last minute
hazards you come across. Ensure identified emergency vehicle access points are known to stewards
and make sure these are staffed to keep clear, if required.
You may have police or community support officers present at your event. If so, equip them with any
radio communication system you have set up to make sure they are informed of any problems that
arise as soon as possible.
Your event should have an area for disabled parking, or at least a safe drop off point. This may need to
be staffed to prevent general parkers taking up the spaces, if they are limited.
Make sure you have incorporated any licensing conditions into your event site plan. This may involve
things such as having crowd barriers around stages or bar areas.
You are also responsible for traffic management on site. Your suppliers should know, from your written
confirmation, what time they need to be set up by, with their vehicles off site. You may need a steward
to manage this process. Make sure you have considered access for large vehicles onto your site, such
as clear space for a turning circle or moving through a nearby street with parked vehicles on either side.
Evaluation
Planning your evaluation methods early on gives you the option to evaluate throughout the project,
collecting evidence when the experience is still fresh. If you evaluate throughout the project, any
problems that arise are more likely to be sorted early on.
It’s a good idea to take into account who you are trying to engage with and then finding a method that
will appeal to those participants. You need to make sure that any method chosen is accessible and
user friendly.
Here are some examples of people you might like to include in your evaluation process:
• Fellow organisers
• Volunteers / stewards
• Event attendees
• Local residents
• Partners
• Funders
A well rounded event evaluation will take into account ways to record both qualitative and quantitative
evidence. Quantitative evidence is factual and usually consists of facts and figures, for example the
number of people that attended the event. Whereas qualitative evidence records people’s experiences,
opinions and feelings and is often harder to capture or record.
Why evaluate?
Evaluation can often be viewed as arduous, but is essential to build on your success and develop your
group’s skills and knowledge. Evaluating your event also offers a number of opportunities to:
• Reflect on what has happened
• Recognise lessons learnt from experience
• Share with others anything you have learnt along the way
• Improve activities for future events
• Reflect community needs more effectively - don’t assume what the public thought, find out!
If your event is externally funded, you may be required to produce regular evaluation reports, informing
them of:
• What the participants thought of it
• What participants gained from taking part
• Whether you met your objectives
• How you would do things differently next time round
Evaluation is also a great way to celebrate your successes and recognise what the group has achieved
through hard work, passion and determination.
Public evaluation
When embarking on evaluation, it is important to find out what the public thought of your event and to
find out what worked and what didn’t, in their eyes. There are a number of ways you can approach this,
depending on what audience you want to target. Here are some examples:
Feedback cards / surveys
From experience, long surveys which need filling in on the day of the event are often tedious for the
group to undertake and are seen negatively by the public. Alternatively, short feedback cards that can
be handed out to the public and either filled in on the day and popped into a comments box, or free
posted back to the group at a later date, have tended to be more successful.
Please remember, if you ask for any contact details on the forms, you need to comply with the Data
Protection Act 1998. Personal information cannot be shared with any third party unless you have
permission from the people who have completed the questionnaire. They should also be informed of
how this information will be used and who it will be shared with. For more information about the Data
Protection Act 1998, visit
www.direct.gov.uk.
Comments wall / tally chart
This tends to work best if your park has clearly designated exits. On your event day, place a flip chart or
A-frame at each exit from the park and attach a marker pen with string. Invite the public to post
comments onto the flipchart paper.
If you are keen to find out about a certain aspect of the event, such as how the public found out about
the day, or what activity they enjoyed the most, write a few statements on the flipchart and ask visitors
to tally which one they agree with.
If you are keen to find out what young people thought of your event, a flip chart displaying varying
smiley faces at exits to the park can be a fun alternative to a standard tally chart. Ask visitors to tally
next to the face that best reflects their feelings about the event, whether it be happy, indifferent, sad or
angry.
Vox pops
Vox populi, known as Vox Pops, is a Latin phrase that literally means ‘voice of the people’ and is a term
often used in broadcasting for interviews of members of the general public. Using a video camera or a
dictaphone is a great way to ask the public what they thought of the event without having to fill in forms
or take up much of their time. It’s a great way to interact with young people and find out their thoughts.
Often students from a local college will be willing to undertake this for you as part of their studies,
saving your group the hassle, so try to tap into their resources.
Anecdotes
Make sure you make a note of any comments, quotes or complaints you receive verbally during the
day. Any positive anecdotes are great to use in post-event publicity (but make sure you get their
permission first!). Alternatively, complaints are a key way to evaluate what could be improved for next
time, for example “there was nowhere to get a cup of tea or coffee on site”.
Focus groups
These are a great way to get in-depth feedback from a small sample of the public. A focus group is
where a mixed group of people (usually between 8-15 attendees) get together to discuss what they
thought about the event and to share any issues, concerns or advice, chaired by an experienced
facilitator. A range of ages, ethnic backgrounds and abilities is important to ensure the focus group
represents the wider community.
To recruit volunteers to attend a focus group, either approach a range of visitors on the event day to
see whether they’d be interested in attending one, or have a form at the Friends group stall where
members of the public can sign up and volunteer themselves. Another way may be to chat to park
users during the weeks after the event and see if they attended your event. If so, ask them if they’d be
interested in feeding back their thoughts at a focus group?
Offering an incentive is an effective way of enticing the public to come, such as a gift voucher or a free
lunch (if you have a budget for this).
Internal group evaluation
Once all the feedback has been collected, a de-brief meeting is a great way for your group to debate
whether or not you feel you met all of your objectives. You may also discover unexpected positive and
negative outcomes.
Try to arrange the meeting to take place about two weeks after the event, that way you will all have had
time to wind down and reflect on the day’s achievements, but won’t yet have forgotten the key lessons
learnt. The de-brief meeting can double up as a celebration event for your group, encouraging all to
attend and giving yourselves a pat on the back. Members are often more open and willing to recognise
mistakes and lessons learnt in a relaxed atmosphere once the event is over.
The information discussed can be shared with participants, partners and funders in a variety of ways
such as a project review meeting or written report. If this type of formal documentation isn’t required,
make sure your group re-visit the de-brief notes, especially if the project plans to be repeated or
developed in the future. This can help your group avoid repeating any mistakes.
Feedback from other organisations
Receiving and recording feedback from other organisations that you have worked with during the
planning and delivery of your event is essential in order to find out how they felt the process went.
This could simply be done through either a phone conversation by one of the group members after the
event has taken place, or by sending a short feedback form attached to a thank you letter.
Here are some examples of questions that you could ask:
• Were they clear on what was expected of them?
• Were they happy with the payment arrangements? (invoice, cheque on the day etc)
• Were all special requirements catered for?
• Were the instructions that were sent to them clear?
• Did the day seem well organised and under control?
• Did any conflicts / issues / misunderstandings arise at any point?
• Would they attend another event organised by the group in the future?
Documentation
Documentation is a descriptive record of your project or event. You can record details using filming,
photography, tape recordings and press cuttings. This evidence can be used to support the evaluation
reporting process. It can also be distributed to those who took part, celebrating their contribution to the
project or event.
Stall Booking form example – front
Friends Office
Station Road
Tonbridge
Kent
T6 1WS
Tel: XXX XXXXXXX
Email: [email protected]
Party in the Park Booking Form
25 July 2014
Funday run by Gaywood Park Friends group backed by the UK wide parks campaign Love Parks Week
and Tonbridge and Kent Borough Council
Please tick facilities required:
Charity stand outside, 3m x 3m
£10
Charity stand inside, 2m x 3m (limited places)
£15
Business stand, 3m x 3m (larger negotiable)
£25
All fees payable on booking, cheques payable to Gaywood Park Friends Group. Advance booking only.
Hirer Details
Name of Hirer _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Address _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
___________________________________________
Telephone number _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Name of Organisation_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Type of stand (business details)_ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
_______________________________________________
Amount enclosed _ _ _ _ _ _ _ _ _ _ _ _ _ Signature _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _
Please read declaration overleaf.
Stall Booking form example – reverse
1. Stallholders are to provide their own stall and insurance. They will be responsible for the erection and
removal of their own stalls and refuse.
2. Tombola stalls must have the necessary licence to include alcohol in their prizes.
3. Applications will only be accepted on receipt of a booking form complete with site fee.
4. Gaywood Park Action Group committee and the Borough Council of Tonbridge and Kent reserve the
right to refuse applications.
5. Party in The Park starts at 1 pm. Please ensure that all vehicles are removed from the site by 12
noon.
Alcohol and Lotteries
Guidance notes
The view of the XXXXX Constabulary is that where intoxicating liquor is offered as a prize in a lottery or
raffle and money is charged for a chance to participate in the lottery, the transaction constitutes a sale.
Under s160 Licensing Act 1964 (as amended), it is an offence to sell liquor without holding a justices’
licence, a canteen licence or an occasional permission.
Promoters of tombolas and raffles are advised to consider carefully whether the proposed tombola or
raffle requires the authority of a licence or an occasional permission. In the event of doubt or concern
about the legality of the tombola or raffle it is advised that promoters seek appropriate advice.
Were the Police to receive a complaint about the conduct of a tombola or raffle, enquiries will be made
with the promoter and action would be considered where necessary.
Occasional permissions can be applied for from the licensing Justices based at the Magistrates court
which covers the area in which the event is to be held. Full details about making an application for an
occasional permission can be sought from the local Magistrates’ court. For this event this is:XXXX XXXXXXXXXX XXXXXXX Tel XXXXX XXXXXXXXXX
If you have any further enquiries relating to lotteries for the sale of intoxicating liquor, please contact the
Police Licensing Officer on the following telephone number
XXXXXXXX XXXXXXXX
Risk Assessment Template
Area/ Location:
Task requiring assessment:
Person at risk (Under 18’s require special consideration):
Slips/Trips
Fire
Machinery
Work at Height
Ejection of materials
Pressure Systems
Electricity
Vehicles
Noise
Lone Working
Temperature extremes Hazardous Substances – Make
specific COSHH assessment
Manual Handling Operations – Make
specific Manual Handling Assessment
Hazards
Identified
Hazard Severity (H)
Likelihood of Exposure (L)
a)
5
4
3
2
1
5
4
3
2
1
b)
5
4
3
2
1
5
4
3
2
1
c)
5
4
3
2
1
5
4
3
2
1
d)
5
4
3
2
1
5
4
3
2
1
e)
5
4
3
2
1
5
4
3
2
1
f)
5
4
3
2
1
5
4
3
2
1
g)
5
4
3
2
1
5
4
3
2
1
H Factors: 5 = serious/death; 3 = moderate injury; 1 = minor/negligible
L Factors: 5 = definitely likely; 3 = likely; 1 = highly unlikely
Risk Rating (H) x
(L)
Where any risk rating (H) x (L) is 8 or greater, control measures are required
Existing Control Measures in Place
a)
b)
c)
d)
e)
f)
g)
Additional Control Measures Necessary to Reduce the Risk to Lowest Acceptable Level
a)
b)
c)
d)
e)
f)
g)
Person responsible for maintaining and ensuring the introduction of existing/additional control
measures
a)
b)
c)
d)
e)
f)
g)
Emergency Procedures for serious and imminent danger, e.g. fire, first aid, bomb threat
I)
ii)
Other Comments and observation
Assessor
Date
Review date (no more than 3 years)
Assessment must be reviews if circumstances change or there is reason to believe that this
assessment is not valid.