Your event journey | East Lothian Council

Planning

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
traffic management plan
site layout / course map

Common Requirements:

marshal / stewarding plan
food safety documentation
confirmation of traders
wind management plan

Before your event

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:

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.

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 to ensure event plans work
monitor weather conditions and possible impacts on your event
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 Officer.

After your event

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 challenges were faced, what went well and identify any improvements that could be made. The lessons learned will be documented and carried forward into future events to ensure process improvements are implemented.