Planning your own event

Coronavirus (COVID-19)

If you're planning your own event, please be aware there are lots of things to consider for the safety of everyone involved, even more so now due to coronavirus. Visit the Government website (opens in new window) for more information.

Please note that the COVID-19 situation is dynamic and could change without much notice. This could mean anything from local restrictions being implemented to national lockdown situations. You may have to cancel your event at late notice if government advice changes.

Please maintain a line of communication with us, by emailing events@mansfield.gov.uk so that we can update you on any new advice that comes our way.

­­­­­­­­­­­­­­­If you’re planning on holding an event during the pandemic, there are additional things you must consider including:

  • COVID-19 Risk Assessment
  • Implementation of Track and Trace
  • Compliance with current Government social distancing rules.

Outdoor events that are organised by businesses, charitable organisations and public bodies are not restricted to a specific number of attendees and may go ahead provided:

  • they have carried out a thorough COVID-19 risk assessment
  • they have taken all reasonable steps to mitigate the risk of viral transmission, taking into account that risk assessment, in line with COVID-19 Secure guidance.

Event organisers should also take additional steps to ensure the safety of the public and prevent gatherings of more than six people taking place within the event.

You could be fined up to £10,000 if you do not comply with COVID-19 advice and legislation.

We can help you to be COVID-19 complaint so let us know about any event you are planning during the pandemic within the district, even if it is not on our land. This is so that we can give the most relevant advice to help stop the spread in our district.

COVID-19 event planning considerations

As an event organiser you are responsible for ensuring your event is COVID-secure and complies with the current government guidance and legal requirements.

Your event planning should be dynamic with your event complying with government guidance during the planning stage and when the event takes place as national and local information is regularly updated.

If your event is in an area of local restrictions you should make yourself aware of these and the implications for your event.

As part of your event risk assessment you should include all COVID-19 related risks.

When planning your event, here are some key topics to look when considering COVID-19 secure compliance (this is a non-exhaustive list). You should apply this list to the relevant size of your event.

Roles and responsibilities

Do you have cover for key roles in your event management structure, if staff/volunteers are unable to come to work the event due to COVID-19?

Security, stewards and marshals

Are your required security, steward or marshal numbers correct given the extra monitoring and work around maintaining social distance required?

How will you be managing any queuing and social distancing?

Medical

Do you have sufficient medical cover for you event? Does the provision allow for staff to be otherwise occupied while changing and disposing of PPE and cleaning of treatment areas etc?

Do you have a secondary first aid site identified if your main area is compromised by someone presenting with COVID-19 symptoms?

Your medical supplier should comply with Public Health England guidance on the minimum levels of PPE required for medical first responders.

Lost and found children

Do you have a secondary lost and found children point identified if your main area is compromised by someone presenting with COVID-19 symptoms?

Food and food suppliers

Have you checked your food suppliers have all COVID-19 risk mitigations and new protocols for the handling and serving of food and beverages incorporated into their ways of working?

Have you considered varying the food offer to minimise queueing?

Cleaning, Hygiene and sanitation

Do you have additional hygiene measures in place across the whole site? Can you maintain these throughout the event?

Do you have an appropriate cleansing regime for any remaining high risk contact points during the event such as public toilets?

Can you conduct a deep clean overnight for events of more than one day?

Is your sanitation requirement still correct, given the increased hygiene levels required?

Subcontractors

Have you obtained COVID-19 secure assessments from any sub-contractors, vendors, hot food stalls etc who will be attending the event?

Workforce

Have staff, volunteers and participants at the event been trained in their role in minimising the spread of COVID-19?

Are your staff/volunteers and participants briefed on the requirement to not attend the event if they are unwell and showing symptoms?

Do you have plans in place in the event of staff/volunteers not attending, i.e. replacement staff, reduction in crowd numbers or whether the event continues if staff numbers reduce significantly.

Time of year and weather conditions

Consider how you would maintain and monitor social distancing at an evening event in winter with reduced light levels. Or where people are more likely to look for and require shelter from the elements?

Cancellation

If the area your event is due to take place in introduces local restriction measures that mean your event is unable to take place. would you be able to contact all staff/volunteers, subcontractors and public due to attend the event and notify them?

Terms and conditions update

Are your COVID-secure arrangements covered in your terms and conditions and your pre event publicity/communications? Are attendance requirements on tickets e.g. don’t attend if you are unwell and showing symptoms.

Ticketing

Is your ticketing strategy in line with the law? For example, when restrictions state a max of 6 people may gather together in a place are you setting a maximum of 6 tickets per purchasing transaction to support the legislation?

Test and trace

Do you have processes in place to securely collect customers, visitors and staff contact details and the correct GDPR privacy statement in place to allow the sharing of information when requested by the test and trace service?

Businesses and other public settings where people meet socially including hospitality, close contact and leisure venues across the Country are now legally required to collect test and trace data and keep for 21 days.

Organisers should ensure that their venue has the NHS QR Code poster displayed and those attending your event should scan it using the NHS COVID-19 app. If they don’t have a smart phone you should collect the name and telephone number of every attendee or lead attendee as above.

Useful guidance


Whether your event is large or small, we can offer advice about the planning process.

Where do I start?

The Nottinghamshire event planning A-Z guide (opens in new window) provides lots of information to help you understand the different elements of event planning. You can use this, alongside national guidance documents, to get a better understanding of everything from accident reporting and insurance to stewards and risk assessments.

Who do I need to tell?

There are a number of departments within Mansfield District Council and partner organisations, such as Nottinghamshire Police, who may need to know about your event.

So that you can get the guidance and support you need, please complete the Event notification form (opens in new window) which also contains some guidance in the covering letter.

Event safety management plan

Depending on the nature and size of your event, you may need to complete an event safety management plan and attend a safety advisory group.

The event safety management plan is a useful document for an event organiser as it keeps all your plans and procedures in one place and helps you to make sure you have considered all the event requirements. You may not need to complete all the sections.

An Event Safety Management Plan template and guidance document (opens in new window) is available to help you develop your plans.

Safety advisory groups

A safety advisory group will use your event safety management plan to understand the details of your event. The group aims to support you in the planning process. For more information about safety advisory groups, please see Event safety advisory groups in Nottinghamshire - A guide for event organisers (opens in a new window).

First aid

As the organiser of any event, you will be responsible for making sure adequate medical cover is provided. The East Midlands Ambulance Service has produced EMAS guidance on medical cover for events (opens in new window) and an event medical cover calculator to help you plan for this. To receive a copy of the event medical cover calculator, please email emergencyplanning@mansfield.gov.uk. These documents will help you understand your responsibilities and give you an idea of the level of cover you will need for your particular event.

Events in our parks

If you want to hold an event in one of our parks, you will also need to contact the Parks department and complete a park booking form.