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Waverley Borough Council Committee System - Committee Document

Meeting of the Executive held on 11/10/2005
Management of Large Events in Waverley



Summary & Purpose
This report is to provide the Executive with proposals for a Council Policy for the vetting and approval of the management of substantial public events held in Waverley to reflect the Council’s statutory duties and the need for a co-ordinated approach in respect of public safety, health and food safety, environmental protection, licensing and emergency planning arising from such events. The attached guidance documentation also provides advice to event organisers of small and medium size events. The report was considered by the Corporate Overview and Scrutiny Committee on 19th September 2005.

Quality of Life Implications
Natural Resource Use
Pollution Prevention and Control
Biodiversity and Nature
Local Environment
Social Inclusion
Safe Communities
Local Economy
Natural
Resource Use
Pollution
Prevention and Control
Biodiversity
and Nature
Local
Environment
Social
Inclusion
Safe, Healthy
and Active
Communities
Local
Economy
N/A
Positive
Positive
Positive
Positive
Positive
Positive


APPENDIX T
WAVERLEY BOROUGH COUNCIL

EXECUTIVE – 11TH OCTOBER 2005

REFERENCE FROM CORPORATE OVERVIEW AND SCRUTINY COMMITTEE -
19th SEPTEMBER 2005_
________________________________________________________________________
Title:
Management of Large Events in Waverley

[Wards Affected: All]
_________________________________________________________________________
Summary and purpose:

This report is to provide the Executive with proposals for a Council Policy for the vetting and approval of the management of substantial public events held in Waverley to reflect the Council’s statutory duties and the need for a co-ordinated approach in respect of public safety, health and food safety, environmental protection, licensing and emergency planning arising from such events. The attached guidance documentation also provides advice to event organisers of small and medium size events. The report was considered by the Corporate Overview and Scrutiny Committee on 19th September 2005.
_________________________________________________________________________
Quality of life implications – social, environmental & economic (sustainable development):

Natural Resource Use
Pollution Prevention and Control
Biodiversity and Nature
Local Environment
Social Inclusion
Safe, Healthy and Active Communities
Local Economy
N/A
Positive
Positive
Positive
Positive
Positive
Positive

E-Government implications:

There are no specific e-Government implications.

Resource and legal implications:

This report addresses public events and the statutory duties place upon the Council by the Health and Safety at Work etc Act 1974 and associated regulations, the Crime and Disorder Act 1998, the Environmental Protection Act 1990, The Food Safety Act 1990, the Licensing Act 2003 and the Civil Contingencies Act 2004. There will be limited resource implications arising out of the activities set out in this report.
_________________________________________________________________________
Introduction

1. Public events take place throughout the year within the Borough. Some occur on Waverley land. These are licensed by the Environment and Leisure Department, provided that the Council’s conditions are met, which will include evidence that appropriate health and safety provision has been made and the event is adequately insured. Similarly, both on and off Waverley land, events involving public entertainment are vetted by Licensing and, for other large events, the Environmental Health Section will consider aspects of food safety, environmental pollution considerations and health and safety enforcement.


Safety Advisory Group

2. It is recognised that whilst public events enhance community life in Waverley, there is potential for risks to public safety and adverse environmental effects posed by the numbers of people attending larger events unless proper management is in place, with input from relevant stakeholders and the emergency services. In recognition of this, Waverley’s Safety Advisory Group was established. Waverley Borough Council, along with Surrey Police, Surrey Fire and Rescue, Surrey Ambulance and Surrey County Council are all Category 1 responders under the Civil Contingencies Act 2004, and now have new statutory duties to:

liaise and cooperate with each other;
assess risk from hazards in the County, and to use this to inform emergency plans to ensure safety; and
respond in a co-ordinated way when incidents occur. 3. The Safety Advisory Group exists to consider plans presented by the organisers of events and offer guidance on the contents and structure of the Event plan. It is not the role of the Safety Advisory Group to assist in the planning of the events or writing of plans. The purpose of the Safety Advisory Group is to offer guidance in order to help organisers discharge their own statutory responsibilities.

Events in Waverley

4. Event organisers vary from the larger, professional organisations who have considerable experience and are well aware of their obligations, to those who are less focused and rely on goodwill and promises. Some aspects of their arrangements can provide an inadequate basis for public safety. Some organisers have approached, directly, different officers in Waverley Borough Council and some have approached Members with a view to seeking to ensure their particular needs are met. The purpose of the proposed guidance is to ensure a consistent and effective approach to planning such events.

5. It is fair to say that most events and particularly smaller events run smoothly. However, the purpose of the proposed guidance is to ensure a consistent and effective approach to planning such events, to provide assistance to small local event organisers that seek help, as well as giving a standard framework for larger event managers.

6. Where the Council’s officers have concerns, or aspects of events lead stakeholder partners to hope for more forceful action from the Council and Surrey Fire & Rescue Service, any action possible is limited in enforcement law to proving statutory breach to enable prohibition orders addressing specific matters only to be issued. An overarching guidance framework, endorsed by the Council, gives Waverley’s officers the ability to require event organisers, and particularly for large events, to conform to published standards. This is particularly important for large, high profile events where eleventh hour intervention would, inevitably, reflect badly on the Council regardless that the Council’s actions were wholly justified.

Conclusion

7. An overarching Council policy, agreed by Members, backed by comprehensive events organisation guidance (attached as Annexe 1) would

enable Waverley and your officers to be more proactive in controlling those events where concerns are raised,
provide a uniform approach both for licensed and non – licensed events and
avoid officers and Members being placed in the difficult position of giving contradictory advice. 8. The policy and associated guidance notes will ensure that Waverley meets all its statutory obligations.

Observations from the Corporate Overview and Scrutiny Committee

The Corporate Overview and Scrutiny Committee fully endorsed the approach to dealing with events in the broad and the guidance given and agreed that all events in Waverley should be made aware of the guidance and the requirements set out in the Guidance Notes.

Recommendation

The Executive is requested to recommend the policy for management of large events in Waverley to the Council for adoption.
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Background Papers (CEx)

There are no background papers (as defined by Section 100D(5) of the Local Government Act 1972) relating to this report.
_______________________________________________________________________

CONTACT OFFICER:

Name: Keith Allen Telephone: 01483 523480

E-mail: kallen@waverley.gov.uk

Comms/exec/2005-06/112
45590