EVENTS APPLICATION
FORM
2017
Section 1 – APPLICANTS & ORGANISERS DETAILS
Name of Organisation
Name of Contact Person
Position within organisation
Address
Telephone Number
Mobile Number
E-mail address
Website
On site contact on the day of the
event:
Please note, this person is responsible for Health
& Safety, noise control, and overall running of the
event, unless otherwise stated.
On site contact mobile number of the
day of the event:
Please give details of any previous
experience the organiser has in
running such an event.
Section 2 – EVENT OVERVIEW
Name of the event
Event Type
e.g. sponsored walk, fun day, festival,
cycling
Proposed location of event
Proposed event dates: Start & End
Proposed start time: Start & End
Requested date & time of arrival on
site:
Requested date & time of departure
from site:
0 – 499
500 – 999
1000 – 2000
> 2000
Anticipated number of people
attending per day:
[
[
[
[
]
]
]
]
If more than 2000, please state number anticipated each day:
Maximum number of people expected on site at any one time:
Section 3 – EVENT DESCRIPTION
This section is very important to your application. If any of these details change, it is up to YOU to inform us.
Refer to sections 2 & 3 in Denbighshire’s Handy Event Toolkit 2017 for more information.
Please provide a description of the event: (e.g. full programme of activities, any entertainment and so
on.)
(please note it may be easier to attach a full programme of activities to the application form in order to
speed up the process)
Refer to section 2.7 in Denbighshire’s Handy Event Toolkit 2017
Have you attached an event site
for more information.
plan?
Will the event involve any display of
fireworks?
If so, please provide the suppliers details.
Will alcohol be available at the event?
Will any of the following take place at
the event?
Live/recorded music
Hot food & drinks after 11:00pm
Dancing
Exhibitions of film
Performances of plays
Indoor sporting events
Street collection
Street Trading
[
[
[
[
[
[
[
[
]
]
]
]
]
]
]
]
If you have ticked any of the above licensable activities, the
completion of this Event Application form unfortunately does not
prevent you from completing the necessary licence application
form(s).
If yes, please give details (number & type of vehicles to be used
Will you require vehicle access at the
event for set up and break down?
Please give details of parking
arrangements for the event:
Section 4 – CATERING
Refer to section 3.6 in Denbighshire’s Handy Event Toolkit 2017 for more information.
Due to some license / lease arrangements with existing operators, catering opportunities are limited in
some areas and must be approved.
If hot/cold food or drink is to be supplied as part of your event, please give details:
Will food be: Hot / Cold / Both (please circle)
Time that hot food will be available from & to:
Are all food/drink traders registered with their home (local) authority under the requirements of the food
hygiene regulations? Do they have a National Food Hygiene Rating (Score on the Door)?
Will food traders have access to portable water supply (clean, uncontaminated and suitable for drinking)
to facilitate hand washing, washing of equipment and food preparation?
You will need to provide a list of all traders with contact details including forwarding addresses with this
application form. Any food business applying to attend an event MUST achieve a food hygiene rating of 3
or above to trade. Caterers must legally display their rating during the duration of the event. Further
details can be found in Denbighshire’s Handy Event Toolkit. An additional food trader form will be sent to
you for completion.
Section 5 – PUBLIC LIABILITY INSURANCE (essential for all events)
Please attach your public liability insurance for the event and if relevant, your employers liability
insurance. Refer to section 2.6 in Denbighshire’s Handy Event Toolkit 2017 for more information.
Name of Insurance company
Policy number
Amount of cover
If you are:
 anticipating less than 200 people attending your event &/or
 not holding the event on DCC owned land or property &/or, please go to section 13.
Section 6 – STEWARDS / VOLUNTEERS / STAFFING
Refer to sections 3.8 and 3.13 in Denbighshire’s Handy Event Toolkit 2017 for more information.
Number of stewards
Detail of any SIA licence
Disclosure & barring service (DBS)
checks undertaken
Formal training undertaken
Name & address of security company
(if applicable)
Contact name & telephone number
Pit area (if stage)
[ ]
Entrance or exit
[ ]
Vehicle Parking
[ ]
Patrols
[ ]
Other
[ ]
Total
[ ]
Stewards & volunteers must have the relevant SIA licences &/or
DBS checks, dependant on their level of contact with the
general public.
How will any emergencies be
communicated to stewards?
What additional support will the event
get? I.e. staff support organising the
event, people on the day, technical
support and so on.
Section 7 – COMMUNICATIONS
Refer to section 3.20 in Denbighshire’s Handy Event Toolkit 2017 for more information.
Will radios be used at the event?
Is there a Public Announcement (PA)
System?
Is the PA system self-sufficient?
The Council, at the same time as wanting to promote events, has a duty of care under the Environmental
Protection Act to prevent noise nuisance. Please be aware that if you are planning to have PA systems,
amplified music or any other form of ‘noisy’ activity, you must, as the event organiser, ensure that the level
of noise is monitored and controlled. If necessary, contact the Council’s Environmental Health Team for
more information.
Section 8 – TEMPORARY STRUCTURES
e.g. stages, dance platforms, marquees, stalls, fairground rides etc. Refer to sections 3.5 and 3.16 in
Denbighshire’s Handy Event Toolkit 2017 for more information.
Will temporary structures be erected?
If yes, provide details of the type and number, and attach detailed structural drawings from the
supply/building company
Section 9 – WELFARE FACILITIES
Sanitary conveniences – please record the number of each to be provided below. Refer to section 2.3 in
Denbighshire’s Handy Event Toolkit 2017 for more information.
Male
Female
Disabled
No. WCs
No. Urinals
Number of wash hand basins
No. WCs
Number of wash hand basins
No. WCs
Number of wash hand basins
Will drinking water be provided?
Section 10 – ELECTRICAL SYSTEMS
Refer to sections 3.16 and 3.17 in Denbighshire’s Handy Event Toolkit 2017 for more information.
Do you require power/gas at the event?
If yes, how do you intend to supply it? The electrical system for the event must be installed by a
competent person. Provide details below, including the person installing the system:
Will emergency lighting be provided?
Will generators and/or transformers be
used?
Will RCD’s (circuit breaker) be used?
Section 11 – SPECIAL EFFECTS
Will any of the following be used during the event? Refer to section 1 in Denbighshire’s Handy Event
Toolkit 2017 for more information.
Please circle if you will be using any of the following at your event:
Lasers / Strobe lighting / Ultraviolet light / Pyrotechnics / Smoke / Fog Machines / Air Devices e.g. Hot Air
Balloons
Other (please state):
Section 12 – FIRST AID
Provide details of the arrangements for the following: Refer to section 2.2 in Denbighshire’s Handy Event
Toolkit 2017 for more information.
First Aiders
First Aid Posts
Ambulances
Name of Organisation(s) providing
these facilities
Section 13 – HEALTH & SAFETY / FIRE SAFETY
Refer to sections 1 and 3.14 in Denbighshire’s Handy Event Toolkit 2017 for more information.
Have you undertaken a full safety risk assessment for this event?
Please attach a full Risk Assessment and your Method / Operational Plan for the event.
Further information is available at: http://www.hse.gov.uk & Denbighshire County Council H&S Officers
01824 706405
Have you prepared a fire risk assessment for the event?
Please attach a Fire Risk Assessment. Further information on fire safety is available at
http://www.communities.gov.uk/publications/fire/firesafetyassessment and
http://www.communities.gov.uk/documents/fire/pdf/15839.pdf
Section 14 – REFUSE & RECYCLING
If an event creates refuse, then adequate provision must be made to collect and dispose of it via an
appropriately licenced waste disposal company. Refuse Collection and Disposal / Recycling can be
arranged via local private waste contractors or via Denbighshire's Waste Management Service (call 01824
706701). The cost of collection and disposal / recycling will be dependent on the volume and type of waste
being created. Rubbish from events cannot be taken to household waste recycling centres.
How do you plan to recycle and remove litter
from the event?
Do you have a site clearance plan?
Please provide details of your site clearance plan, including litter, refuse, waste, recycling etc. Refer to
section 3.19 in Denbighshire’s Handy Event Toolkit 2017 for more information.
If you are:
 anticipating less than 200 people attending your event &/or
 not holding the event on DCC owned land or property &/or, please go to section 18.
Section 15 – HIGHWAYS & COUNCIL OWNED LAND
Refer to section 3.22 in Denbighshire’s Handy Event Toolkit 2017 for more information.
Is the event held on Public Highway /
Council owned land?
If yes, name streets or Council land involved:
Will the highway (carriageway and / or
footway) need to be temporarily
closed? If so, for how long?
Who will be providing any traffic
management?
Will your event have an impact on the
normal flow of traffic?
Please give details of any car parking arrangements and the estimated number of vehicles attending the
event each day:
Please provide a plan (diagram / map) indicating position of traffic signs, barriers, marshals, route,
structures etc.
If you require further advice, please contact Highways – Street Works on 01824 706965
The use of council owned land, including agricultural and property, may incur a daily fee. You
may also be required to enter into a licence agreement for the use of the land only. Both charges
will be set on application. This licence agreement will not cover issues relating to Adopted
Highway, Environmental Health or Event Licensing.
Section 16 – EMERGENCY PLANNING & RISK ASSESSMENT
Refer to sections 3.4, 3.5, 3.9 and 3.18 in Denbighshire’s Handy Event Toolkit 2017 for more information.
Has an emergency plan of action been
established?
Does your event plan include arrangements for:
Identification of key decision making personnel
Stopping the event
Identification of emergency routes
Holding areas: performers / audience
Coded ‘stand down’ and ‘alert’ messages
Script of public address announcements
Rendezvous points for emergency services
Ambulance loading points & triage area
Secure traffic routes to hospitals
How to alert first aiders and staff
Section 17 – VENUE & SITE DESIGN
Please provide a detailed site plan and clearly identify the following where applicable. Refer to
section 2.7 in Denbighshire’s Handy Event Toolkit 2017 for more information.
Entry & exit points
Stage
Perimeter fencing
Mixing & delay towers
Seating arrangements
Sanitary accommodation
Stairways & ramps
Lost property
Slopes
Meeting point
Disabled viewing areas
Lost Children
First Aid
Public telephones
Location of stewards
Emergency access / egress routes
Video screens
Control Centre
Section 18 – SUPPORTING DOCUMENTATION
Please ensure that you have included all relevant documents as part of this application as it
cannot be processed / acknowledged without them. Please refer to Denbighshire’s Handy Event
Toolkit 2017 for more information.
Mandatory Documents
Risk Assessments
Tick if
attached
[ ]
Public / Employer Liability Insurance
[ ]
Event Map / Plan of site
[ ]
Method / Operational Plan including Emergency Plan
[ ]
Other Documents:
List of food / drink traders & contact details (if agreed)
[ ]
Traffic management plan (if applicable)
[ ]
Route (run / walk / cycle / parade) (if applicable)
[ ]
Technical drawings of temporary structures (if applicable)
[ ]
Event Insurance (mandatory for some venues)
[ ]
Date documents will be
available if not attached
Section 19 – PUBLICITY & TARGET MARKET
Refer to section 3.21in Denbighshire’s Handy Event Toolkit 2017 for more information.
Who is the target audience for the event?
Will you be promoting your event bilingually?
How will you advertise and promote the event? Refer to section 3.21in Denbighshire’s Handy Event Toolkit
2017 for more information.
If you are:
 anticipating less than 200 people attending your event &/or
 not holding the event on DCC owned land or property &/or, please go to section 23.
Section 20 – ECONOMIC IMPACT
Have you undertaken a pre-event
economic impact assessment?
If yes, did the event demonstrate a positive economic impact assessment? Please provide details.
Will you be undertaking a post-event
economic impact assessment?
What other benefits will the event bring
to the area?
Does the event support the Council’s
Economic & Community Ambition
Strategy & Leisure Strategy?
Is there a competitive advantage for
the event? i.e. is there already a
similar event in the County & North
Wales? Can the event be linked to
any other events?
Section 21 – EVENT FUNDING
Where is the funding for the event
coming from & how much?
Who are the event sponsors?
Section 22 – LOCAL OPPORTUNITIES FOR VOLUNTEERING & BUSINESSES
What, if any, is the Council’s
involvement in this event? i.e. partner,
organiser, regulator etc.
Are any Council officers involved with
this event? If so, please give their
details.
Are there volunteer / work place
opportunities for local residents?
Are there local opportunities to work
with businesses during the event?
Section 23 – EQUALITY IMPACT ASSESSMENT
Has an equality impact assessment
been undertaken for the event?
If so, what outcomes were identified
and any actions to be taken.
If no, or N/A, reasons why?
Section 24 – WELSH LANGUAGE
Refer to section 3.12 in Denbighshire’s Handy Event Toolkit 2017 for more information.
Does the event positively promote the
Welsh language?
Please give details of how the Welsh
language will be incorporated into the
event:
Section 25 – CONSULTATION
Consultations must take place with the Police, City Town or Community Council, Bus Operator, other
Emergency Services and any other organisations, businesses and individuals who may be affected. Please
give details of who you have already consulted with about your event:
Contact Name
Section 26 – PERMISSIONS
Do you give permission for your
contact details to be added to a
database, for use both internally, and
by members of the public inquiring
about the event?
Do you give permission for the event to
be displayed on our event listing
websites?
Contact Details i.e. email, phone number and any comments
they have made
I am applying for permission to hold an event in Denbighshire. If my application is successful I agree to
observe the conditions & requirements, which are notified to me in the Council’s acknowledgement
letter/email.
Signed:
Date:
Please return (preferable by e-mail) to:
Tourism, Marketing & Events team, PO Box 62, Ruthin, Denbighshire, LL15 9AZ
[email protected] or contact us on 01824 706223
FOR INTERNAL USE ONLY:
Date Received:
Allocated Officer:
By Who:
Action Taken:
Notes: