Your event Journey

Initial Steps

Event organiser to prepare documentation as listed below, and submit an event notification form within appropriate timeframe. Upon receipt the ELC Events Officer may make contact to discuss your event and offer advice.

Essential Documents:

• event management plan (editable word doc)
• event management plan (pdf - download and print)
• risk assessments
• public liability insurance
• medical plan

Common Requirements:

• traffic management plan
• marshal / stewarding plan
• site layout / course map
• food safety documentation
• confirmation of traders
• wind management plan

Permissions and licence applications

Licence and Temporary Traffic Regulation Order (TTRO) applications may incur fees and it is advised that these applications are submitted 8 weeks prior to the event . The most frequently applied for applications include:

• Public Entertainment Licence
• Street Traders Licence
• Market Operators Licence
• Occasional Alcohol Licence
• Temporary Traffic Regulation Order - TTRO
• ELC Property and Land Bookings

East Lothian Safety Advisory Group (SAG)

Subject to the assessment by the Events Officer you may be invited to attend a SAG meeting. The SAG is a multi-agency group which aims to provide specialist knowledge and guidance to event organisers to ensure public safety concerns are addressed. The meeting will be scheduled approximately two months before your event.

Coordination on the day

The event organiser is ultimately responsible for the safety of those participating in, and visiting, the event. You will have to consider the following:

• safety briefing of marshals / stewards
• ‘walk through’ the venue/route
• ensure vigilance is kept regarding weather
• implement contingency plans as appropriate
• liaise with vendors / contractors

Parades

You should ensure that:

• the parade starts and finishes at the prescribed time and follows the agreed route;
• there are sufficient stewards/marshals, all wearing high visibility reflective jackets or vests;
• the marshals comply with directions given by a Police Scotland officer.

Venue clean-up:

• remove infrastructure
• waste management collection of traffic equipment (signage, cones, barriers)
• processing found property/contraband management of impact upon site

Paperwork

Conduct a debrief feedback survey and start planning for the next event.

Lessons learned

After the event has concluded, you should complete a debrief to discuss what went well and what improvements could be made. The lessons learned will be documented and carried forward into future events to ensure process improvements are implemented.

List of upcoming public events