Events Application Form To see more about how we record and store your information please see the Council’s privacy notice. Step 1 of 17 5% InstructionGuidance notes Thank you for your interest regarding holding an event in Hyndburn. The Events Application Form requires completion before an event being held on Hyndburn Borough Council land for consideration. This allows us to ensure that your events will be run safely and sensibly, adheres to all legal and licensing requirements and to check that the venue you wish to use is available and that the event will not clash with any other activity in the Borough. Please complete every section of the form where applicable and provide as much information about the event as you can. Once completed, please return the form, along with all required documentation to the above address, (See guidance on application timescales on the Events web page above). IF EVENTS APPLICATION FORMS ARE NOT RECEIVED AS INDICATED IN THE TIMESCALES GUIDANCE THE EVENT PERMISSION MAY BE REFUSED.If you change any details of your application - including site plan, infrastructure, or road closures - after you have submitted it for approval by Hyndburn Borough Council, you must resubmit the changed information for approval.Information regarding your event will be circulated to other Hyndburn Borough Council departments such as Environmental Health, Pollution Control, Licensing and Health and Safety and external organisations such as the blue light services who may be required to be involved with your event, or require further information. Once we have considered your application and all required documentation has been received, if approved, you will be informed by letter or email. If all documentation is not submitted at least 6 weeks before the event, or 14 weeks if a ROAD CLOSURE PERMIT or PREMISES LICENCE or TEMPORARY EVENT NOTICE is required, or does not meet all requirements, the event may not be approved. Save and Continue Later Events Application FormGuidance notes This form must be submitted at least 6 weeks before the event or at least 14 weeks if your event includes activity on the Public Highway including road closures. It is a requirement that Event Organisers deliver safe and successful events, and Hyndburn Borough Council require that Event Organisers complete this application form to help achieve this. If you require help completing this form or if you would like advice on organising your event, please contact the Events Team at Hyndburn Borough Council on 01254 388 111 or e-mail email@example.com PLEASE NOTE: If you are applying for a 'Street Party' event, then to use online version of Hold a Street Party form please Click Here OR to download a hardcopy Click Here. Name of the EventEvent Date From Date Format: MM slash DD slash YYYY Event Date to Date Format: MM slash DD slash YYYY Save and Continue Later Events Application ProcessGuidance notes Why do I need to complete an application form?The form is a requirement for any event being held on Hyndburn Borough Council land. The information you provide allows us to ensure that your event will be run safely and sensibly, adheres to all legal and licensing requirements and to check that the venue you wish to use is available and that the event will not clash with any other activity in the borough.Can I get help filling the form in?To help you through the process, the Events Team are happy to guide you through the form, help you with completing it and offer advice for the event and what documentation is required.What happens once I have submitted the form? Once the form has been submitted, it will be allocated to a the Events Team who will contact you to discuss the event, check that all relevant information has been provided, request further documentation from you (if required) as well as offer advice where necessary. The event may also be discussed at the Events Safety Advisory Group meeting attended by members of other Hyndburn Borough Council departments and blue light services. When we are satisfied that all relevant documentation has been submitted and any queries have been answered then your event will be approved. Save and Continue Later Section 1 - Event Organisers DetailsGuidance notes Please complete the following information which will be used solely for the purpose of obtaining permission to hold an event and will remain secure. Information will not be shared with any other organisation outside of the events application process. Please provide as much details as possible within the application form. Name of OrganisationName of the event organiserContact Address Street Address Address Line 2 City County / State / Region ZIP / Postal Code AfghanistanÅland IslandsAlbaniaAlgeriaAmerican SamoaAndorraAngolaAnguillaAntarcticaAntigua and BarbudaArgentinaArmeniaArubaAustraliaAustriaAzerbaijanBahamasBahrainBangladeshBarbadosBelarusBelgiumBelizeBeninBermudaBhutanBoliviaBonaire, Sint Eustatius and SabaBosnia and HerzegovinaBotswanaBouvet IslandBrazilBritish Indian Ocean TerritoryBrunei DarrussalamBulgariaBurkina FasoBurundiCambodiaCameroonCanadaCape VerdeCayman IslandsCentral African RepublicChadChileChinaChristmas IslandCocos IslandsColombiaComorosCongo, Democratic Republic of theCongo, Republic of theCook IslandsCosta RicaCôte d'IvoireCroatiaCubaCuraçaoCyprusCzech RepublicDenmarkDjiboutiDominicaDominican RepublicEcuadorEgyptEl SalvadorEquatorial GuineaEritreaEstoniaEswatini (Swaziland)EthiopiaFalkland IslandsFaroe IslandsFijiFinlandFranceFrench GuianaFrench PolynesiaFrench Southern TerritoriesGabonGambiaGeorgiaGermanyGhanaGibraltarGreeceGreenlandGrenadaGuadeloupeGuamGuatemalaGuernseyGuineaGuinea-BissauGuyanaHaitiHeard and McDonald IslandsHoly SeeHondurasHong KongHungaryIcelandIndiaIndonesiaIranIraqIrelandIsle of ManIsraelItalyJamaicaJapanJerseyJordanKazakhstanKenyaKiribatiKuwaitKyrgyzstanLao People's Democratic RepublicLatviaLebanonLesothoLiberiaLibyaLiechtensteinLithuaniaLuxembourgMacauMacedoniaMadagascarMalawiMalaysiaMaldivesMaliMaltaMarshall IslandsMartiniqueMauritaniaMauritiusMayotteMexicoMicronesiaMoldovaMonacoMongoliaMontenegroMontserratMoroccoMozambiqueMyanmarNamibiaNauruNepalNetherlandsNew CaledoniaNew ZealandNicaraguaNigerNigeriaNiueNorfolk IslandNorth KoreaNorthern Mariana IslandsNorwayOmanPakistanPalauPalestine, State ofPanamaPapua New GuineaParaguayPeruPhilippinesPitcairnPolandPortugalPuerto RicoQatarRéunionRomaniaRussiaRwandaSaint BarthélemySaint HelenaSaint Kitts and NevisSaint LuciaSaint MartinSaint Pierre and MiquelonSaint Vincent and the GrenadinesSamoaSan MarinoSao Tome and PrincipeSaudi ArabiaSenegalSerbiaSeychellesSierra LeoneSingaporeSint MaartenSlovakiaSloveniaSolomon IslandsSomaliaSouth AfricaSouth GeorgiaSouth KoreaSouth SudanSpainSri LankaSudanSurinameSvalbard and Jan Mayen IslandsSwedenSwitzerlandSyriaTaiwanTajikistanTanzaniaThailandTimor-LesteTogoTokelauTongaTrinidad and TobagoTunisiaTurkeyTurkmenistanTurks and Caicos IslandsTuvaluUgandaUkraineUnited Arab EmiratesUnited KingdomUnited StatesUruguayUS Minor Outlying IslandsUzbekistanVanuatuVenezuelaVietnamVirgin Islands, BritishVirgin Islands, U.S.Wallis and FutunaWestern SaharaYemenZambiaZimbabwe Country Daytime telephone numberEvening telephone numberMobile NumberEmail Address Website Address Event public enquires number Save and Continue Later Description of the eventProposed location for the eventDate of Event Date Format: MM slash DD slash YYYY On site preparation date Date Format: MM slash DD slash YYYY Start Time : HH MM AM PM End Time : HH MM AM PM Has the event been held before on this or any other sites?YesNoIf yes please give detailsApproximate number of people expected to attend per dayWhat type of event is this?Registered charity eventNon-registered charity eventCommercial eventNot-for profit eventIf this is a 'Charity Event' please provide us with the charity name and charity registration number Save and Continue Later Will all income raised go to the charity concerned?YesNoIf 'No' please give details. Note that you will need to apply for a Street Collection Permit. Please contact our Licensing Department on 01254 388 111.Is the event free to members or public?YesNoIf 'No' please give details. What is the admission price per day.Is the event sponsored by any organisation?YesNoIf 'Yes' please detailsDo you intend to utilise or permit any of the following attractions at the event? If so, please tick all of the appropriate boxes on the right. Fairground equipment lost children point aircraft Barrier / fencing Parachutists Marquees Balloon Launch Portable generator Hot Air Balloons Power Supply Horses / donkey other animals Toilets Motorcycles Alcohol Motor Vehicles Food/drink concessions Coconut shy Train hire Inflatables (e.g. Bouncy Castles) Performance of a play or dance Portable Staging Barbecue P.A System Market Stalls Re-enactment group Showing of a film Fireworks / Lasers Live / recorded music Carnival procession Marching bands Other if 'Other(s), please specify) Save and Continue Later Guidance notes Note: After this application has been submitted, no additional items may be included without the express written consent of the Council. Please note that the release of Balloons is not permitted from Hyndburn Borough Council land. All Hyndburn Borough Council open spaces which have a Premises Licence are not licenced for the sale of alcohol. A full Premises Licence will be required if the sale of alcohol is part of your event. Some Hyndburn Borough Council open spaces do not currently have a Premises Licence for Licensable activities. Either a Premises Licence or a Temporary Event Notice will need to be applied for. You will need to allow time for the application for a licence to be processed, maximum 56 days. Please contact the Licensing Department on 01254 388111 for an application form or details of the licence fee. Special approval from the Council is required for helicopter and balloon landings / take-off and parachute landings. Special approval of the Lancashire Fire and Rescue is required for large amounts of storage and use of petrol, diesel, gas or any fuel on site. There are specific guidance standards relating to the use of inflatables, You must remove all signage you erected within 7 days following the event. Please note there will be a removal charge levied against you if the Council is forced to remove the signage. Note: Fly posting is illegal and you could face prosecution so you are strongly advised to seek and provide us with written approval from Lancashire County Council Highways as to what signage you intend to erect. Did you intend to use signage, banners and Posters?YesNoif Yes Please provide details including dates you are proposing to erect your signagePlease identify the location / area you intend to erect your signageHas approval for your signage been granted by Lancashire County Council Highways?YesNoPlease include a copy of the signage you intend to use. Drop files here or Accepted file types: jpg, png, pdf, doc, docx, bmp. Save and Continue Later InsuranceGuidance notes Event Organisers are required to hold a current policy of Insurance in respect of Public Liability or Third Party Risks (including products liability where appropriate). The relevant limit of indemnity shall be an amount approved by the Council Insurance and Legal Section. Under no circumstances shall this be less than £5 million and the Council reserves the right to require a higher limit if deemed necessary. Event Organisers will be required to produce evidence of their insurance cover together with that of any exhibitor, band/dance group, sub-contractor, caterer, etc., whom they have instructed/authorised to appear at the event. Please note, all documentation must be produced 6 weeks prior to the commencement of the event and must be available for inspection at any time during the event. However, if you are required to obtain a ROAD CLOSURE PERMIT or PREMISES LICENCE or TEMPORARY EVENT NOTICE then all the document must be produced 14 weeks prior to the commencement of the event. Your event must be approved by the Event Safety Advisory Group You can upload your documents below, or send them to : Event Safety Advisory Group Environmental Services Willows Lane Offices Willows Lane Accrington Lancashire BB5 0RT Send via post Insurance Documents uploadAccepted file types: jpg, gif, png, pdf, doc, docx, xls, xlsx. Save and Continue Later Section 2 - Risk AssesmentGuidance notes If your event includes any of the following, please add and outline the details together with all reasonably foreseeable risks on the risk assessment section of the Events Application, also included the associated impact rating and risk control measures. Please note this is not an exhaustive list, please use Crowd Control Controlling numbers Stewarding/security Emergency plan Communication Fire Safety Control of ignition sources Control of flammable materials Use of fire fighting equipment Responsible and trained personnel Emergency evacuation plan Use of temporary structures Stability/security in all weathers of structure Work at heights Flame proofing materials Public Liability insurance Welfare facilities Toilets washing facilities Availability of drinking water Vulnerable people Adverse weather condition Excessive Heat Extreme cold High winds Environmental Impact Waste and pollution Sustainability of the event, use of energy Noise nuisance Traffic Management Road Closers Parking arrangements Suspension of parking Staging and equipment PA public Address system Power source Noise Licensing Public Liability licence Temporary events licence Performance licence Catering Catering/sale of alcohol ListHazard / RiskImpact Level (Low / Medium / HighControl Measures to reduce impact Save and Continue Later Section 4 - Event Site PlanConsider Crowd modelling on your plans for both normal and emergency situations. Please upload a drawing on how crowds will enter your event and how they will be processed. Indicate how the crowds will move and flow around your event, where are the pinch points and the bottle necks. Calculate the maximum numbers of people in each critical area and critical density areas (safe density is between 2 to 5 people per square metre). Consider how the crowds will exit your event including the width of egress routes. Upload site plan drawing here Email or Post site plan Who to post or email site plan toAny site plans that have not yet been submitted can be sent either by post or by e-mail. Our address is: Event Safety Advisory Group Environmental Services Willows Lane Offices Willows Lane Accrington Lancashire BB5 0RT Our e-mail address is: firstname.lastname@example.org Please Note: Your application may be refused if your site plan is not submitted in the given timescale (see guidance note). Save and Continue Later Traffic ManagementRequiredYesNoDo you anticipate the need for the following: Road Closure Traffic diversion On street parking restriction Car park closure If you have selected any of the above, please upload plan's of the road closure. Email or Post site plan Sending plans via post or emailAny plans that have not yet been submitted can be sent either by post or by e-mail. Our address is: Event Safety Advisory Group Environmental Services Willows Lane Offices Willows Lane Accrington Lancashire BB5 0RT Our e-mail address is: email@example.com Please Note: Your application may be refused if your site plan is not submitted in the given timescale (see guidance note). Is an external traffic management organisation being employed?YesNoif 'yes; please give detailsIf you have ticked any of the above, please provide an overview of the locations, dates and times below. Please ensure you contact the Planning department of HBC on 01254 388111 and Lancashire County Council Highways on 01772 254868 giving full details at lease 12 weeks prior to the event start date.Please explain your parking arrangements for event staff, contractors and volunteers. (How many event vehicles will there be, where will they park and how do you intend to manage the parking of those vehiclesWhat are your parking arrangements, if any, for the public attending your event? Save and Continue Later Section 6 - Temporary StructureIn this section please supply as much information as possible about each of these in your risk assessment/method statements. You must have prior approval from the Council before siting a generator. Please tick all the appropriate boxes below and ensure these are included on your site plan. Do you intend to utilise any of the following at the event? If so, please tick all the appropriate boxes and ensure these are included on your site plan. Marquees / Tents / Gazebos Portable Generator Portable Staging PA System Stage Barrier PA Mixer Tower Lighting Rig Other Please specify. If there is any additional information that you would like to add, please complete the box below Save and Continue Later WelfareAn adequate provision of toilets should be made for the number of people expected to attend your event. Considerations should be given to: Location, access, construction, and type of facilities including provision for hand washing, maintenance, cleaning, lighting and signage. Accommodating the needs of disabled people. Unisex accessible facilities should be provided on level ground without steps and if ramped, at no more than a 1:20 gradient. Please note that these are guidelines to the minimum number of facilities required and actual provision should be based on the nature of the event and expected attendees. The following information taken from The HSE's The Event Safety Guide, and is a guide to facilities required at events: Events with a gate opening time of six hours or less Female: 1 toilet per 120 Male: 1 toilet per 600 + 1 urinal per 175 Events with gate opening time of six hours or more Female: 1 toilet per 100 Male: 1 toilet per 500 + 1 urinal per 150 Are there public toilets available at the venue that will be open throughout the duration of the event?YesNoIf yes, please confirm, how many, and that you have arrange for any out of hours opening if required.Do you intend to provide additional portable toilets?YesNoIf yes, please confirm, how manyDetails of the contractor who is providing these facilities Save and Continue Later Welfare First Aid / Medical Provision Guidance notes An appropriate level of first aid, paramedical and medical facilities should be provided at your event after consultation with the Ambulance Service and relevant voluntary groups. This will be at your expense, so you will need to factor this in to your budget. Who can provide cover? There are a number of organisations able to supply cover for events, including British Red Cross and St John's Ambulance, alongside other private providers. You will need to contact these organisations as soon as possible in the planning stages, as they can be very busy during the events season. At least 6 weeks' notice is recommended. Is this required?YesNoOutline of cover (numbers of First Aiders on their qualification)Location of Medical Provisions as to events planMedical / First Aid organisation and contact details Save and Continue Later Welfare Lost Children and Vulnerable AdultsGuidance notes At any event attended by children, there is the potential for them to become separated from their parents or responsible adult. In accordance with the 2003 Licensing Act and the Protection of Children Act 1999, we encourage you to give full consideration to how children will be protected during your event, and to the safe management of lost children. Is this required:YesNoWhat specific provision will be made for children, disabled persons, the elderly and any other vulnerable persons attending your event3. Please confirm that all staff dealing with lost children and vulnerable adults are CRB checkedYesNoPlease give as much detail as you can regarding this.Welfare Waste Management Guidance notes The event organiser should ensure regular litter-picking onsite during the event and at the end of each day to ensure that the Council's obligations under the Environmental Protection Act 1990 - Code of Practice on Litter and Refuse, is discharged. If the event organiser fails to do this, the Council reserves the right to carry out the works in default and charge the event organiser the cost incurred. It is the event organiser's responsibility to arrange removal of all rubbish from the site. Where permanent catering facilities are available in the vicinity of the site where the event will take place, the organisers must advise the caterers at least one month before the event takes place of the refreshments they will be providing. Please identify the method to be used in order to maintain the area free of litter and refuse, whether you intend to offer recycling facilities and include the contact details of any refuse contractor that may be used Save and Continue Later Crowd ManagementIs this requiredYesNoStewards / Security Emergency PlanYesNoHave police been involved in planning meetings?YesNoIf yes, please provide Officer DetailsHas the number of the Stewards / professional Security been assessed both on the nature of the event, and the expected participantsYesNoIf yes, please provide details of staff number, and deploymentAre stewards / security arrangements identified on the Site Plan?YesNo8. Has there been an emergency plan formulated. For all foreseeably risks?YesNoPlease provide detailsHave the stewards / security been briefed on responsibilities and the emergency plan?YesNoIf yes, please provide details on briefingTotal number of Professional Security to be employedTotal number of Stewards / Volunteers to be employedFencing / Barriers and SeatingYesNoAre there crowed control barriers required?YesNoIf yes, please provide details.Are there front of stage barriers required?YesNoIf yes, please provide details.Has dangerous equipment such has a generator been fenced offYesNoPlease provide detailsIs back of stage fencing required?YesNoPlease provide detailsWill any temporary seating be used?YesNoPlease provide detailsSecton 9 - Catering ConcessionsGuidance notes Is this required?YesNoif yes, please upload your Food Hygiene certificate belowAccepted file types: jpg, gif, png, pdf, doc, docx.If you wish to post the documents: Event Safety Advisory Group Environmental Services Willows Lane Offices Willows Lane Accrington Lancashire BB5 0RT Have all Caterers / Food Business Operators provided evidence of public liability insurance.YesNoIf 'yes' please upload your Public Liability Insurance Certificate below.If you wish to post the documents, please send to: Event Safety Advisory Group Environmental Services Willows Lane Offices Willows Lane Accrington Lancashire BB5 0RT Have all Caterers/Food Business Operators registered with Local Authority where the unit / business is basedYesNoHave all Caterers/Food Business Operators registered with Local Authority where the unit / business is based Please provide us details of Local Authority registrationWill alcohol be served at this event?YesNoIf yes, please give detailsDoes this event have the required licence to serve alcohol? (Contact Licensing on 01254 388111 for information)YesNoWhat arrangement have been made to control under-age drinking? Save and Continue Later Fireworks / PyrotechnicsGuidance notes Is this required?YesNoHas the Fireworks / pyrotechnic company provided evidence of public liability insurance?YesNoif yes, please provide detailsHas display plan showing exclusion / fall out zones been identified and submittedYesNoIf yes, please provide detailsFun Fair Rides, Inflatables, i.e. Bouncey CastlesIf you have selected 'Yes' to the following, you will need to upload your Public Liability Insurance documents and Safety Test Certificates if Fun fair rides are going to be in operation. If you have chosen to send these documents by post or e-mail, please send to the following address. Event Satety Advisory Group Environmental Services Willows Lane Offices Willows Lane Accrington Lancashire BB5 0RT or e-mail us at firstname.lastname@example.org Are Fun Fair Rides Required?YesNoPlease upload your Public Liability insurance documents Drop files here or Accepted file types: jpg, gif, png, pdf, doc, docx, bmp, tiff. Upload your Safety Test Certificates Drop files here or Accepted file types: jpg, gif, png, pdf, doc, docx, bmp, tiff. Will you be using Inflatables i.e. Bouncy Castles, slides and etc?YesNoHas the operator provided evidence of public liability insuranceYesNo Save and Continue Later This iframe contains the logic required to handle Ajax powered Gravity Forms.