FELIXSTOWE TRIANGLE -  EVENT APPLICATION FORM

A copy of Good Practice and Safety Guidelines for Events and Hire of public space may help you in planning your event.
A copy is available at http://www.eastsuffolk.gov.uk/community/events-on-council-land/
Note: We usually request that applications be made a MINIMUM of 28 days before the event. 

Name of event

Event date	From  (time and date)                        Access required from (time)                   

To (time and date)                             Anticipated vacation (time)
	
Name of organisation		
Name of event organiser/s		
Contact address	

Postcode	
Email address	
	
Contact Tel No	
	
Please provide contact details for the following if they differ from the above: Thank you.	
Emergency contact details on the day:		
Public enquiries contact:		
Type of event
(Please tick)
	Please note: The Triangle is free to local Charity and Community organisers.  
A small charge of £100.00 per day is charged for commercial hire.

      Charity / Community Event              

      Charity registration No
                  
      Commercial Event  	                   

      Will you be charging for any of your activities?     
	
Event Description	Detailed description of proposed event, including stalls, activities etc	

	

Will any of the following be featured at this event? Please tick the appropriate boxes. 

Please note those items in red may require a permit or special licence. On receipt of your application we will forward it to the Licencing Team at East Suffolk Council who will contact you if a licence or permit is required. For further information visit 
http://www.eastsuffolk.gov.uk/contact-us/licensing/ or telephone 01394 444802

Charity collection			Details ______________________________________________
Live music				Details ______________________________________________
Live entertainment			Details ______________________________________________
First Aid				Details ______________________________________________
Stewards				Details ______________________________________________
Food/Drink concessions
(inc alcohol)				Details ______________________________________________
Staging				Details ______________________________________________
Generators				Details ______________________________________________
PA system				Details ______________________________________________

Note:	Please provide as much information as possible on the above items to help us with your application.  After this application has been submitted, no additional items may be included without the express consent of East Suffolk Council, Felixstowe Forward in writing.

Event Plan
A copy of the Triangle Layout is attached separately.  Please indicate your layout plan for your event.  This will help us assess your application and advise appropriately.  
 
Insurance
Event organisers are required to hold a current policy of Public Liability insurance. The relevant limit of indemnity shall be an amount no less than £10 million per claim and the Council reserves the right to require a higher limit if deemed necessary.
Organisers will be required to produce evidence of their insurance cover.

For Charity/Community events ONLY where the organiser does not hold a Public Liability insurance policy Felixstowe Forward has an appropriate policy that will allow you to use the site.  Please tick if you require this cover 

Risk Assessments 
The Triangle is a public space and we do ask event organisers to think about risk assessment to protect themselves, their staff and the general public.
A risk assessment exemplar is available to use at the end of this document please which you may find helpful. Please ensure all risks applicable to your event are included.  Guidance notes can also be found on our website http://www.eastsuffolk.gov.uk/business/regeneration-projects/felixstowe-forward/events-and-the-triangle

Advertising and Litter
The council reserves the right to remove any unauthorised advertising and to recover the cost incurred from the event organisers. The event organiser/s should ensure that the site is regularly litter-picked during the event and cleared of all waste/litter after the event. If the event organiser/s fail to do this the Council reserves the right to carry out any works in default and charge the event organiser the cost incurred. If damage is sustained by the site as a result of, or in any direct action by the event and its attendees the Council reserves the right to complete works to restore and repair the site and charge the event organiser/s for any cost incurred.

Obstruction
We ask all applicants to ensure their activity in now way obstructs or blocks pedestrian pathways and pavements.

Application
Thank you for your application.  We will assess your application in consultation with relevant organisations. Once we have received feedback we will advise you of the success of your application and of any costs and/or specific conditions that may be required. 

If permission is granted for this event, I hereby agree to comply with the terms and conditions of use set out by the Council and any departmental terms and conditions and all reasonable instructions given by all authorised Officers of the Council.

Checklist
	
I confirm I have read and agree to all the terms and conditions                   
	
I confirm I have enclosed a copy of the following
          Public Liability Insurance   (if applicable)                      
          Risk Assessment                                                                
          Event Management Plan                                                                          
	
Signed

Date		
Printed	
	
Position in organisation

PLEASE RETURN COMPLETED FORMS TO:
Felixstowe.forward@eastsuffolk.gov.uk

For Office Use Only:			
1) Diary:                           	2) Stakeholders:                	3) PLI:                      	
4) Risk Assessment:        	5) Event Plan Checked:    	6) Invoiced:              	
7) Payment Received:     	8) Confirmed:                    		

2) Risk Assessment EXEMPLAR
Event:     Charity Event                             	
Identified Hazards	Persons at risk	Risk 
High, Medium
Low	Measures required to control risk	Action taken by	Date complete and signature	
Slips, trips and falls
(from trailing leads)	General Public
Event Organiser	L	Trailing leads checked and covered	Initial	 Date and sign	
Environmental health 
(sale of cakes and alcohol)	General Public
	M	Certificate of Food Hygiene
Alcohol Licence			
Vehicular movements 
(charity display vehicle).
	General Public
	H
	Careful supervision of movement on and off site.
Vehicle in neutral with brakes applied			
Manual handling activities 
(loading and unloading of charity literature and stand)	Event organiser
	L
	Manual handling training
Supervision
Use of trolleys
Smaller loads			
High noise levels 
(band playing).  
	Event staff

	L	Use of ear mufflers if appropriate
Consideration of noise levels and local residents			
Crowd intensity, movement and pinch points (visitors to the area and proximity to road)

	Event organiser
Event staff
General Public
General Public (especially young children and the elderly)	 H

	Appropriate stewarding

			
Money handling 
	Event organiser
Event staff	L	Lockable money tin
Appropriate supervision			
Name of Assessor (print)					Signature				       Date