Christopher Wayman – Town Clerk Anita Simonds – Deputy Town Clerk Buckingham Town Council Event Management

An Eventful Year in Buckingham 2011 May to July August to October BandJam Summer Music Festival November to December Bonfire & Fireworks Buckingham Fringe River Rinse Charter Fair Remembrance Day Parade Christmas Lights & Carols Christmas Parade

Events in Buckingham have undergone a radical change in the last 5 years. Why?  Staff  Councillors  County Council  Police  Financial reasons Have forced us to change Changes

 Organisation  Planning  Event Management Plans  Training  Comprehensive risk assessments  Timelines  Inventive events  Communication How have we changed?

Basics – Why, what, where, when and how all need consideration. Why? – bring people into area, national event etc. What? – have an idea, is it unique, are there others close by? Where? – Suitable places to hold it, who owns the venue? When? – where would the event best suit in the year? How? – Do you have the know how and resources, finances to carry it out? Planning of the event

With each event there are different things to take into consideration. Each event is different.  Who do we need to contact?  What do we need to arrange for when and where?  What safety precautions do we have to take?  What difficulties does the venue throw up?  What is unique to our event? Things to consider when planning your event

Help with the planning of the event and give clear and precise instructions to those helping in the running of the event. Sets out – Risk Assessments, Road Closures/Traffic Management, Emergency Plans, Site maps, Contingency Plans, Emergency Contacts, Steward briefings, Accident forms…. Can be passed to partner organisations easily Event Management Plans (EMP)

Innovation Buckingham has a budget of approximately £60k for events. What can be done to lessen the effect –  Ticket Sales  Sponsorship  Volunteers  Advertising in leaflets  Peddlers/sellers  Donations  Other organisations Funding of the Event

How do you get all the work done?  Staff?  Councillors?  Volunteer organisations  Volunteers on the day  Friends and Family? People Resources

Is your venue suitable for all? Are there adequate facilities? (toilets, refreshments etc.) Is there adequate lighting, power, sound/PA? Is it on the correct day/ time of year? Does it clash with other local/national events that may affect it? Is it covered by your insurance/premises licence? Common Sense

 Requirement of Thames Valley Police  Lists all the plans associated with the event  Carries maps and emergency plans  Has traffic management details  Handy hand-book to get people familiar with the event  Expanding document under constant review Event Management Plan EMP

It pulls together all the information relating to the event. It is past on to the emergency services for their use. Handed out to Marshalls (before the event) to let them know what is happening, when and what the procedure is if things go wrong. It also contains accident sheets. Last page has marshal briefing and map on the back for easy use. We will be expanding ours to incorporate more info – To make things easier EMP’s explained

Risk Assessments still need to be carried out Can be added into the EMP so there is a complete Guide Needs to be thorough and cover all areas – Traffic, event, ancillary matters. Not going to go into Risk Assessment here Risk assessment

Get the message out there about the event  Local newspapers (articles)  Other local media (radio, TV etc.)  Local networks and groups  Social Media (Facebook page? Twitter?)  Notice boards and posters  Council newsletters Plan in advance Publicity

Budget to carry out any event? Try to keep small and manageable Work with volunteers Big Lunch? Beacon – already too late? Guidance is provided: Take advantage of any blanket road closures talk to the County/Unitary Council Diamond Jubilee

Need to co-ordinate with the County or Unitary Council Look at what other partners are doing such as schools etc. Will there be time, people, space and budgets to co- ordinate an event with everything else going on? Think about any event going on – tie in to sport Olympic Torch Relay