ࡱ> ^a[\]q 5bjbj OiZjiZj,  8L3IG^' ' ' [!V!!IIIIIIILxOI![![!!!I' ' 4I ( ( (!^' ' I (!I ( (A>I@' vB]};">II0I?8O#O0I@I@>OB!! (!!!!!II%!!!I!!!!O!!!!!!!!! Y a: 鶹Ƶ Event Safety Advisory Group EVENT NOTIFICATION FORM Further information and guidance is available at: HYPERLINK "/en/visitors/organising-an-event/"Organising an Event Please return this form, with as much of the supporting information as possible 3 months before your event to  HYPERLINK "mailto:event.safety@blaenau-gwent.gov.uk" event.safety@blaenau-gwent.gov.uk * Mandatory information required. ORGANISER DETAILSName of organisation*Event Organiser Name(s)*Contact address* Postcode: Tel. Nos.* (day): (evening): Email address *Organiser Contact Tel No. on day of event*Please gives details of any previous experience the organiser has in running such an event*:  EVENT DETAILSName of the eventEvent location*: Please enter full address details, inc postcode, street If your event covers more than one area or several authorities please state start and end location including route followed and include maps with your form* Date and time of arrival on site:Date and time of departure from site:Event Start Date and time* :Event End Date and time* :Describe what is involved in your event altogether*:  Event Type* (please tick / give detail)Carnival / FairFireworks DisplayFun DayRemembrance EventMusic EventFood FestivalSports e.g. cycling / boxing / runningOtherOther please give detail: Anticipated number of people attending per day * Less than 5050 99100 199200 - 299300 499More than 1000 If more than 1000, please state number anticipated each day and maximum expected on site at any one time*: ___________ each day ___________ maximum expected Is the event organised by BGCBC?* YES NO Is the event on BGCBC owned land?* YES NO If yes, please describe any BGCBC facilities you wish to use: Is there any other relevant information about the location? HIGHWAYSIs the event being held on a public highway?* YES NO Will the event have any impact on surrounding roads/highways?*YES NO If yes, please list the streets involved*Will the road/highway need to be closed temporarily?*YES NO  If yes, please note we will require a minimum of six weeks notice to close a road. If less than six weeks a works embargo cannot be put in place. An officer from 鶹Ƶs Highways Section will contact you to discuss your requirements in more detail. Have event organisers had training to manage road closures, erect signs/traffic cones etc?*YES NODo you require a works embargo on the roads affected?*YES NOWill pavements need to be closed?*YES NOWill the event have an impact to the flow of traffic?*(if yes please provide details below)YES NOIf you are using a traffic management company, please provide details:How many cars are expected?*Please detail car parking arrangements* If your event will have an impact on traffic flow, please provide a traffic management plan (diagram/map) indicating position of traffic signs, barriers, marshals, etc LOCAL CONSULTATIONHave you informed people e.g. local businesses, residents, local Elected Members** etc directly affected about the event?*YES NOWere there any objections / concerns raised by others?*YES NOPlease provide details, including any planned actions to address any concerns raised* ** contact information for local Elected Members -  HYPERLINK "/en/council/councillors-and-committees/councillor-directory/" 鶹Ƶ CBC: Councillor Directory (blaenau-gwent.gov.uk) ENTERTAINMENTWhat type of entertainment will be at the event?* (please tick / give detail)Animals (inc reptiles)Beauty TreatmentsBouncy Castles or InflatablesBetting / GamblingBoxing / Wrestling / MMAFair RidesLive / Recorded Music / FilmSporting EventsSale of Alcohol Other, please detail belowFireworksOther please provide details: If you are planning to use a bouncy castle or other inflatable play equipment at your event please read  HYPERLINK "http://www.hse.gov.uk/entertainment/fairgrounds/inflatables.htm" HSE guidance on the use of inflatables.Will there be a fireworks display?YES NOIf yes, please provide further details (name address of person or company, experience / training):Please refer to the following website for guidance on organising firework displays  HYPERLINK "http://www.eig2.org.uk/new-guides-for-firework-displays/" http://www.eig2.org.uk/new-guides-for-firework-displays/Will people pay to enter your event?*YES NOWill money be collected for fundraising purposes?*YES NOIf yes, please give details:  SPECIAL EFFECTS / NOISE Will any of the following be used during the event? Please indicate:TannoysYES NOLasers / Strobe lighting / Ultraviolet light / Pyrotechnics / Smoke / Fog MachinesYES NOMotor RacingYES NONoneYES NOOther:  FOOD AND OTHER SALESWill commercial traders be providing catering / selling food? YES NO If yes, please detail what food will be sold*  How many traders will be present?Please provide details* Trading name, address, contact and registration numbers required Will food traders have access to a water supply which is clean, uncontaminated and suitable for drinking, for handwashing / equipment washing and food preparation?*YES NO Under the Food Hygiene Regulations, all food and drink traders must all be registered with their home local authority. You cannot allow them to sell food and drink without confirmation of this registration.Will other non-food items be sold?*YES NO Please provide details of traders, and what type of non-food items will be on sale*  WELFARE AND WASTE FACILITIESSanitary conveniences - please record the number of each to be providedMaleFemaleDisabledNo. WCsNo. UrinalsNumber of Wash Hand basinsWhat are your arrangements for waste disposal and recycling? Please give details* Will there be drinking water provided?YES NO EVENT STRUCTURES e.g. Stage, dance platforms, gazebos or marqueesWill the event require temporary structures?* YES NO If yes, please provide full details of the type, size and number, provide company details and attach detailed structural drawings (submitted with this form) where appropriate. EVENT SAFETYEVENT MANAGEMENT PLANDo you have an Event Management Plan prepared?*YES NOYou will need to send your event management plan in with this event notification form. The content is dependent on the type of event, and may include arrangements for: Identification of key decision making personnel Stopping the event Risk assessment Identification of emergency routes Holding areas: performers/audience Drugs policy Communication to include method and any coded stand down / alert messages Script of public address announcements Rendezvous points for emergency services Ambulance loading points and triage area Prevention of acts of terrorism Secure traffic routes to hospitals If you are planning to have any fireworks, please include full details of your safety measures Fire safety plan Child safety processes and lost child policy Stewarding Plan (including briefing of stewards) risk assessmentHave you prepared a general risk assessment for the event?* please provide a copy with this event notification. YES NOHave you prepared a fire risk assessment for the event?* Please provide a copy with this event notification. YES NOPlease refer to HYPERLINK "https://www.southwales-fire.gov.uk/your-safety-wellbeing/in-business/your-responsibilities/need-risk-assessment/"South Wales FRS - fire risk assessments for advice and guidance on fire risk assessments. PUBLIC LIABILITY INSURANCE - essential for events requiring road closures or those requiring the hire of Council land (Strongly recommended for all events). Please provide a copy with this event notification.Insurance company and policy numberAmount of cover First Aid provide details of the arrangements for the following:Number of First Aiders:Location of First Aid Post:Number of Ambulances:Number of Paramedics:Name of Organisation providing these facilities: CHILD SAFETY - in the interest of child safety, you are advised to provide child safety provision within your Event Management Plan. You must ensure that you cover the following: Persons who have a valid DBS; Location allocated for lost children; PA announcement system.Do you have a child safety policy / process?*YES NO STEWARDS please provide a stewarding plan (map) with this event notification (as part of your event management plan) showing locations and number of stewards and traffic marshals (eg located at vehicle parking, patrols, entrance, exit, road closures etc)How many stewards will be at the event (including traffic marshals)How many stewards are registered with the security industry authority (SIA) (Please indicate number or 0 if none)Name & address of security company (if applicable)How will the stewards communicate? (please provide details)  Will radios be used at the event?YES NOIs there a Public Announcement System?YES NOIs it capable of being silenced in an emergency?YES NO ELECTRICAL SYSTEMSNB The electrical systems for the event must be installed by a competent person. Provide details of the person installing the system as part of your event management plan:Will emergency lighting be provided?YES NOWill generators and/or transformers be used?YES NOWill RCDs be used?YES NOOther details:  VENUE AND SITE DESIGN / PLAN - PLEASE ENSURE THE BELOW ARE INCLUDED ON YOUR SITE PLANYou will need to send your site plan / route map in with this event notification form. The content is dependent on the type of event, and may includeEvent Control Centre Emergency access/egress routes Location of stewards Location of entertainment Location of catering / food provision Sanitary accommodation First Aid Perimeter fencing Seating arrangementsLost property Meeting point Lost children Stairways and ramps Slopes Disabled viewing areas Video screens Mixing and delay towers Public telephones MANDATORY AND SUPPORTING INFORMATIONPlease include any documentation created to support your application. Your notification will not be accepted unless all mandatory documents are attached:Mandatory DocumentsAttached?Date document will be sent if not attached:Event Management PlanYES NORisk AssessmentYES NOFire Risk AssessmentYES NOVenue / Site PlanYES NOPublic / Employer Liability Insurance Certificate (recommended)YES NOOther documents: (if applicable)Attached?Date document will be sent if not attached / Not Applicable:List of food/drink traders and contact detailsYES NOList of non-food tradersYES NORoute (run/walk/cycle/parade)YES NOTraffic management and road closure plansYES NOSteward planYES NOTechnical drawings of temporary structuresYES NO PLEASE PROVIDE ANY OTHER INFORMATION YOU FEEL IS RELEVANT TO THIS APPLICATION  Please email your event notification form, plus the supporting information to  HYPERLINK "mailto:event.safety@blaenau-gwent.gov.uk" event.safety@blaenau-gwent.gov.uk     PAGE 1 鶹Ƶ Event Safety Advisory Group (ESAG) Reviewed July 2023  PAGE 1 of  NUMPAGES 1 Newport 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