This pack is for event organisers who wish to hold an event in any of Chorley Councilmanaged parks, venues and open space sites.
The council wishes to attract and develop a high quality events programme in the borough and this pack allows us to ensure that organisers are planning events that will benefit local people and contribute to a diverse events programme. It will also ensure that organisers have made all of the considerations necessary to run a safe and legal event.
Your proposal will go to the Chorley Event Safety Advisory Group, who will consider whether your event proposal is suitable enough for permission to be given.
We appreciate you may not have all of your event details confirmed but this is your chance to tell us as much information as possible at this stage to allow us to make a decision on whether your event can take place. Please follow the headings, as laid out and include all of the information requested and to the best of your knowledge. There is a guidelines section at the end of this pack to help you include all of the information we need.
Once fully completed, please send your proposal to Chorley Event Safety Advisory Group, Chorley Council, Town Hall, Market Street, Chorley, Lancashire PR7 1DP.
Your basic information
Organisation or group
Lead organiser name
Address
Telephone number
Status: business/registered charity/community group/ individual/other (please state)
Deputy or deputies
Your previous experience of organising an event
Event details
Name of the event
Event location
Event date(s)
Event start timeEvent finish time
Arrival time for event preparationTime of departure following event
Type of event: community event for all/charity fundraising/private/ticketed/other (please state)
Is the event free?
Yes ΟNo Ο
Approximate number of people expected to attend:
Members of the public/audiencePerformers
Participants (staff, performers etc.)
Event description
Do you intend to utilise or allow any of the following activities/elements as part of the event?
Fireworks/pyrotechnics Ο Live music Ο
Other performing arts ΟPlaying recorded music Ο
Sports ΟHot air balloon(s) Ο
Motor cycles/vehicles ΟFairground equipment Ο
Ice rink ΟParachute display Ο
Inflatables (i.e. bouncy castles) ΟAnimals Ο
PA system ΟStaging Ο
Portable toilets ΟFood/drink Ο
Alcohol ΟPortable generator(s) Ο
Marquee(s) ΟTrade or craft stalls Ο
Re-enactment groups ΟBarriers/fencingΟ
Bonfire ΟOther O (please state)
Insurance and health and safety
Do you have public liability insurance cover for your event? (Please note: Chorley Council will need to see your insurance certificate prior to the event. Unfortunately, copies cannot be accepted.)
Yes (see below) ΟNo Ο
Name of insurance company
Policy number
Amount of cover
Have you arranged first aid cover for your event?
Yes ΟNo Ο
Please give further details of who will be providing your first aid cover if applicable.
Traffic and highway implications
Road closures
Where an event takes place on the public highway and traffic is restricted for any length of time, a road closure order must be applied for. This may not be applicable to your event but if it is, road closure orders are granted by Lancashire County Council, which is the Highway Authority for the Chorley borough. Lancashire County Council will require at least 20 weeks’ notice prior to the road closure and can be contacted through the website lancashire.gov.uk or by calling 0845 053 0000
Traffic management
If you are organising an event that will attract a large number of people, you will need to consider where they will park and how you will manage traffic in the vicinity of the event. This is particularly important for large events taking place in Astley Park.
Are any footpaths, bridleways or roads that are normally open to the public affected or used as part of the event?
Yes ΟNo Ο
Are you proposing any directional or advertising signage on the highway to direct the public to the event or the event parking areas?
Yes ΟNo Ο
If yes, please note all signing on the highway requires the Highway Authority’s permission (Lancashire County Council). If signs are to be used, please contact with drawings of the signs proposed, dimensions and a clear map showing locations and any lamp columns you would like permission to fix the signs to.
Where will people who are working at the event park their vehicle and how many spaces will be made available?
Where will people who are attending the event park their vehicle and how many spaces will be made available?
How many spaces will be made available for blue badge holders and where will the spaces be?
Thank you for filling out your proposal. Please check the guidelines below to ensure you’ve included all the information we need and then send to the addresses provided.
Event Proposal Policy
Attendance / Application deadline (before date of event)up to 50 / 4 weeks
50 - 500 / 6 weeks
500 - 1000 / 10 weeks
1000 - 2000 / 12 weeks
2000+ / 16+ weeks
Aim
To encourage and support a diverse programme of high quality events in the Chorley borough.
Our responsibilities
-To acknowledge receipt of a proposal within 48 hours
-To assess and respond to each proposal
-To follow the assessment criteria as set out in this policy
-Take large events (1000+ people) to The Chorley Event Safety Advisory Group for assessment and small events can be approved by specific officers alongside the Council’s Campaign and Engagement Manager (Events)
Your responsibilities
-To provide a completed proposal including all the information requested
-To include the information to the best of your knowledge
-To submit your proposal within the application deadlines as dependent on the size of your event
Assessment criteria
-Proposal submitted within application deadlines
-Past event experience
-Expected quality of the event experience
-Meets Sustainable Community Strategy priorities
-Likelihood of successful delivery
-Suitability of site
-Event will meet safety and legal standards
-Similarity to other events
-Level of council officer support required
Reasons for declining events
-A number of events of similar nature in a short space of time
-Events requires too much council officer support
-Event clashes with another event. On the same day or around the same time
-Event is deemed unsuitable or may bring the council into disrepute
-Event is deemed too big or unworkable for the event organiser to successfully deliver
-Event is unsuitable for the chosen venue or site
-Event has no clear benefit
Timeframes
The timeframe for assessment and response are dependent on the size of event that is being planned. If your event is for fewer than 500 people then we aim to respond within two weeks and for over 500 people then it is within four weeks.
Please note: you should make every effort to undertake your own research as to the necessary requirements for organising an event. Useful references such as industry published codes of practice guidance and Health and Safety Executive guidance at events can normally be found on the Internet.