Reverting Saturday night thread... what do I need to know about organising a public event?

[CheekyFuckersDontGetPastMe]

It’s for a charity (small one)

I’ve planned and organised loads of work events, conferences, training events etc but this will be my first of this kind,

I negotiated with the venue today and was told I need to contact the council to do any of the outside things I have on the plan, it’s a massive field, I’ve attended events there in the past.

I have a contact for the council but don’t know what to expect when I contact them?

And any other help would be great, I have a very long list but I’m sure I have missed something really obvious.

Riverting- thanks autocorrect!

What type of event is it? Is the field owned by the venue or is it a local park? How many people would you expect to attend?
Sorry! Lots of questions, but don’t want to send you down the wrong rabbit hole!

It’s a local field used by cricket players and then there is a club house.

I’ve booked the clubhouse and now need to speak to the council to use the field.

If the council say yes (no idea what that entails inc any cost to me) it will be a public family fun day wth stalls, entertainment, music, live bands, local groups which in its self opens up a lot of questions, parking, entrance, set up fees, equipment etc.

Thanks for your reply!

Also,

If people say they have stalls available to sell things, fun games and then larger companies with drink stations, food vans etc how does that work?

I assumed with a table stall it will be a pitch fee. Not so sure around a burger van, Ice cream-van etc

Sounds like a great idea - with lots of attendees.

To start with the council will want to know about your plans and how you are intending to run the event.

If all okay, they will later probably ask about more detailed things that you should be considering in your event plan, which should be written down and include what you would do in various kinds of emergency, risk management, safety checks, clear up, site plan, first aid, disability access, how many staff/volunteers and of what kind you'll be using.

They may also want a copy of your public liability insurance and proof that you are collecting for the charity you say you are.

^ what sushi said, plus I would suggest you tell stall holders that you are not supplying any electric connections. If a stall holder wants electric they have to bring their own generator with them. If anyone is selling alchol they must have a licence to do so and must provide a copy of this licence to you for your records.

Can’t think of anything else at the mo, but I may pop back to the thread and add stuff that occurs in the old brain, if that’s ok?
Good luck with your event, sounds fab.

The council will probably want to see public liability insurance from any food retailers (burger van, ice cream etc). And hygiene certificates.
They'll want to see risk assessments, first aid provision, access for emergency vehicles.
Is the area generally open to the public? Will you be closing it off during the event, or will the public be able to access the area you are using?
What about PA? There might be restrictions on volume and times.

Lots of the above are already on my list so that’s great!