Events Policy
NOCTON PARISH COUNCIL – EVENTS POLICY
Adopted 15/10/19 – Reviewed 13/12/22 – Reviewed 09/04/24.
Reviewed 08/03/2026.
Next Review March 2028
Purpose of this Policy
This policy sets out the requirements for any individual or organisation wishing to hold an event on land owned or managed by Nocton Parish Council. This includes ensuring events are safe, lawful, environmentally responsible, and respectful of residents and the condition of the grounds.
1. Giving Permission
The Parish Council has a legal responsibility to ensure that events held on its grounds are well organised and run safely. Permission will only be granted when the Council is satisfied that appropriate arrangements are in place. If agreed actions are not completed close to the event date and the Council believes safety is compromised, permission will be withdrawn and the Council will not be responsible for any costs incurred. The Council reserves the right to conduct on-site checks before and during the event.
2. Organisation and Timelines
The Council expects all arrangements to be in place two to three weeks before the event to allow time to address any issues.
Initial contact should be made via the Nocton Hub Manager, email - manager_noctonhub@noctonparishcouncil.gov.uk, or by post to the Manager, Nocton Hub, Main Street, Nocton LN4 2BH and a fully completed application form submitted. Full details including an application form are on the Nocton Parish council website nocton.parish.lincolnshire.gov.uk.
Incomplete applications will not be considered. Organisers should make initial enquiries at least six weeks before the proposed event date.
3. Planning the Details
This includes risk assessments, insurance, and competency checks for safety-critical activities. The Parish Council will refuse, without further discussion, any event that includes a bouncy castle or similar inflatable attraction. This prohibition also applies to inflatable slides, obstacle courses, and any inflatable play equipment.
Events involving children must demonstrate appropriate safeguarding measures, including DBS checks where required.
4. Attraction Operators
Organisers must obtain risk assessments, safety checklists, and insurance documents from all attraction operators and provide copies to the Council. Vehicle access to grassed areas will be limited at best or refused depending on ground conditions. The Parsi council holds the final decision. Where vehicles cause damage, the organiser will be responsible for costs. Heavy equipment may require ground-protection matting.
5. Organiser’s Liability and Insurance
Event insurance is required unless overarching cover is provided by a charity or other organisation. Minimum public liability cover of £5 million is required for all events. Subcontractors such as food vendors must hold their own insurance.
6. Food Vendors
Basic health and hygiene certificates must be provided. Food vendors must also comply with current food safety regulations and display their food hygiene rating.
7. Car Parking
Organisers must ensure adequate and safe parking without obstructing the highway. Parking on Parish Council owned land requires prior agreement. Larger events may require a traffic management plan. Provision for disabled parking should be included where appropriate.
8. Emergency Response and Safety Issues
Organisers must consider:
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Emergency plans - What appropriate emergency plans are in place and have marshals and event staff been thoroughly briefed.
b. Communication - Who is responsible in an emergency and how they will communicate.
c. Evacuation routes – where are they required?
d. First aid cover – who will be providing cover for example, trained first aiders, St Johns Ambulance or Red Cross.
e. Any equipment brought onto site must be safe to use and properly checked beforehand.
f. Safe operation of generators and electrical equipment. Equipment must be deemed safe to operate through both formal inspection and operator pre-use safety checks. It should be ascertained that there is appropriate electrical power to safely meet demand. Trailing cable hazards must be eliminated or appropriate controls installed.
g. Music, sound systems must be played at acceptable volume levels and in accordance with the event licence. A performance rights society licence may be required.
h. Alcohol licensing – Appropriate licencing must be obtained prior to the event.
i. Event licences must be obtained prior to the event. Note North Kesteven District Council are the licencing authority, not the Parish Council.
j. Severe weather - Such as thunderstorms, lightning, or high winds in the vicinity, what controls will be used to consider if it is safe for organisers, volunteers, and guests to stay on site? A weather-monitoring plan must be in place, including reference to Met Office warnings.
k. Isolation of electrical equipment - Event organisers must have a clear plan as to who will be responsible for ensuring electrical equipment is isolated in the event of rain.
l. Litter and waste disposal - How will this be managed.
m. Organisers must provide a communication plan for notifying residents of any significant noise, road impact, or late changes.
9. Commercial Fitness Training and “Military Fitness” Groups
These activities can damage Parish Council grounds and require prior arrangements to be agreed. Planning requirements will differ from one-off events but must cover similar criteria. Instructors must provide proof of qualifications and insurance. Regular sessions may require a separate agreement and fee structure. Please contact the Nocton Hub Manager, email - manager_noctonhub@noctonparishcouncil.gov.uk, or by post to the Manager, Nocton Hub, Main Street, Nocton LN4 2BH if you are planning to arrange training type events on our grounds.
10. Hire of Grounds Charges
Hire of Grounds Charges: The Parish Council does not currently charge for the use of its grounds for events however this will be kept under review. Damage deposits may be required for certain types of events. Organised commercial fitness training and military fitness type events will be subject to a charge.
11. Deadlines
All requested information and final documentation must be provided no later than ten days before the event. An application form is available online or from the Clerk. Applications missing required documents by this deadline will be automatically declined.
12. Environmental Responsibilities
Organisers are encouraged to minimise waste, avoid single-use plastics, and promote recycling. Noise should be kept to reasonable levels, particularly during evenings. Organisers should consider sustainable travel options for attendees.
13. Accessibility
Organisers should consider additional accessibility needs which may be appropriate.
14. General Notes
This document is not exhaustive.
The Health and Safety Executive (HSE) provide practical guidance on managing events, planning for incidents, and ensuring safety. Organisers are expected to review and act on relevant HSE advice. Website - www.hse.gov.uk/event-safety/managing-an-event