This blog includes information that will be required from you, by local authorities. When applying for an event licence.
This free template is to be edited to suit your own event plan.
This is a general plan and some sections may not be relevant to everyone.
Prior To Event:
Once booking information has been formalised and confirmed, a site survey is to be flled out. Along with a risk assessment. We are to be made aware of any additional requirements at the customer's venue and provide their own separate relevant documents (e.g. site access, firm ground for vehicle, under/overground service avoidance, livestock waste avoidance, utilisation of weather deflective surroundings, own risk assessment findings, management plan, certification).
Contact details are exchanged and we update at the beginning of the week of the event, to clarify specifics such as arrival time, requests, restrictions etc.
Event licence check with local authorities and customers web-pages to get a feel of the vent and an indication of what to anticipate.
A meeting will be held on the Monday prior to the event. And again on the morning of the event.
The council and authorities are welcome to attend. As well as providing this contingency plan out for everyone involved to read over.
To ensure everyone is clear on the overall plan. Including zones, arrival times, load-in, load-out, clear job descriptions, running times, fire points, camp site rules and additional ideas / views and more. And we requested a copy of the events management plan, so we can ensure they are fully aware of their responsibilities once we have finished setting up.
In case of an emergency.
Any emergency situation relating to our equipment, it is to be reported immediately to Chris Beale, on 07535182503, or email firstname.lastname@example.org. If there is a crisis, the event coordinator should also call the relevant emergency service number firstly, then take the necesary action.
Emergency vehicles are to be made aware of the location and date of the event already. And front of gate staff will wave vehicles in to the clear emergency access route. Clearly signed on entry, allowing access to the entire site for all class vehicles.
The event paramedic should be on call. And be able to deal with any injuries.
An overall risk assessment is to be carried out by coordinator prior to access being opened to the general public to highlight & address any risks posed.
All traders on-site hold relent insurance & hygiene certificates & these details have all been obtained as part of events booking procedure.
Security staff will be present around the site at all times to keep people safe.
We have designed a website for our services, with a page dedicated to public safety. Including our regulations for public protection.
For public safety, the venue and event already have public liability insurance, and we have taken our own insurance for five million pound. Made all local emergency services known of our event. In the unlikely occasion of an emergency. And detailed plans in place for all possible circumstances.
Some common things like rope, tarpaulin, silly string, coloured banners, streamers, duct tape, painting, etc can have transferable dye. So, reasonably, are strictly prohibited, as they can not be removed from the white tent material. And would require replacement at the customers cost.
Also strictly no fires, painting, aerosols, glass, screws, hazardous chemicals, livestock allowed in our around the tent. Nothing to be fixed to the tent or poles, scaling the poles compramises structural stability.
Minor equipment adjustments may be made, if permission is given by us, prior.
Usually the tent can settle in over time. So there is a ratchet and each fixture point that can be tightened once or twice. And there are additional anchor points that can be chosen as suited, one at a time.
Dependant on weather, we strongly recommend weather deflective surroundings are utilised to reduce as many potential risks as possible. Weather apps such as MET and compass, to avoid potential wind. Anticipate ground density and pick an area in our site survey that is prone to surrounding advantages in floods etc. Such as weather deflective tree lines against wind direction. Tree lines. Structures also give weather advantages. And our Ambient Weather System subscription for montioring factual on site live weather / movement readings.
If the customer ignores our recommended tent location - and the likelihood of risk reduction was significant, then the responsibility for the avoidable relocation costs and access falls on the customer.
Avoid the need for tent relocation / costs / time. Respect our contingency plan, the professional opinion and safety, over convenience and preference. We often come with plans made 6 months prior. Having turned down other bookings. And staff making commitments around yours. We are reasonable and will work strategically with you. If it is ultimately unsafe and no strategic solutions remain, we we would be unable to work.
In the event of extreme weather causing risk to all areas of the site to be unsafe for building the structutre, we may be unable to build at all.
We utilise gang-staking and can provide up to 2200lbs of foot hoold per fixture. With an average of 80x 850x25mm rebar stakes. And 28x 8mm stake plates. And double lashings on all corners and seems. This creates a tensile structure built to be relied on. Choosing ground quality and weather deflective surroundings are the next contingency.
Tent can be easily set up either on or off grass, with opening sides if its sunny, and closing if its bad weather. We hold the right to close off or take down the equipment if the weather becomes a concern for safety over the duration of the event. And we regularly check the MET Office weather and work around the most likely weather prediction. Whilst staying prepared for any outcome on the day.
Our tents are certified safe, fire proof, heavy duty and can withstand up to 50MPH winds. Giving us an adequate quality of housing, as we are playing safe by expecting any weather outcome.
The venue is required to have adequate draininage system. As well as a hard standing in the case of possible heavy rain / floods. And we have advised the event coordinators to bring wellies and waterproofs. As like any English festival, weather is likely to change.
If the weather is very sunny, we have the main tent giving plenty of shade for up to 3-400 people. As well as the venue having a stand pipe for fresh drinking water to keep people hydrated. As well as promoting a summer weather campaign.
Anyone with heat-stroke is to be directed to the shade of the paramedic tent. Where they will be treated by paramedics.
If servere weather were to happen, we have completed a risk assesment. We are able to clear the roof regularly and safely if required. And maintain and adjust the tent in heavy weather. And the event should supply hay bails for us to scatter on the ground to soak up a moderate amount of mud if needed. And the closing sides of the tent can help keep keep warmth in and wind / rain / snow out. Or the sides can be left open if it is good weather.
Tent is rated at 2 stakes minimum per lace line and 1 for non lace line. Gang staking and steel angles to be added in the event of poor ground quality. Lengths ranging from 18”to 42”
Customer must notify us if the venue has unique grounding, such as a slag pit or clay. As specific anchrage and unique fixtures are required.
Sports venues with grass damage precautions needed.
On occasions where we work on grass that is well maintained, we put extra measures in to avoid damaging the grass. This information is handy for the owners, who may want to know what exactly we do to maintain their land.
Minor marks will be left, however this will be unnoticeable after two weeks.
We use sink plates under each pole, to ensure the ground stays level and consistent.
We use a small stake whacker for quick precision driving, instead of hit and miss manual tools like a sledgehammer. And for extraction, we have a custom made tool that pulls stakes directly upwards for a clean removal. The holes are then filled with soil and are near unnoticeable.
Chalk spray is used for measuring up prior, which washes away easily.
Vehicle access is 5MPH with a Land Rover Discovery 3, in low range and special programs set. This prevents many issues including tyre spinning etc.
We have two cricket and several rugby and football venues, who use us because of our contingencies. We also recommend flooring for areas where food and foot traffic can cause damage once we are up and running.
We have a 6KW electrical marquee heater. We will add this to the service, if requested by customer. Otherwise they are to hire. We recommend HSS.
Environmental noise pollution:
We have had a sound engineer come and custom design a sound setting that will not cause concern for noise pollution. We also actively search in to any other ways of prevention of public nuisance. And we promote use of our own sound system, as we can lock the unit and control it via phone app.
Also to ensure no issues, by following the council and authorities enforced level. By following this, we are voiding any concern for volume. We invite the authorities and council to come and agree a volume level ahead of the event. Or on the day, briefly stop by and monitor the noise.
Our sound system is fixed secure using heavy duty ratchet straps and situating the equipment away from the public, beside the stage which also achieves obstructing the sides of the platform.
We are legally obliged to work in accordance with the laws in relation to the Pandemic, in these unpresidented times. Whilst working hard with customers to adjust around changes that the Government make.
Our “Covid Clause” guarantees any booking dates that are affected by restirctions on hospitality, will be honoured for a later date / year. Of the customers choice, providing itsa date we have available at the time of request. We will honour the completed agreement, within reason. However yearly inflation and reasonable additional costs might be calculated in.
Our equipment is cleaned thuroughly on arrival, prior to build. So each customer can see the structure is sterile and free of any potential viral risks from the previous event. Our staff have been vaccinated and have passports. And we can provide our own on the spot tests also.
Cleaning on arrival isalso important as it is strategically better to have time to dry off while in use. Which is best for packing away.
We require a minimum of 14 days from relevant restriction laws being lifted, to be able to plan, prepare and provide the service. Due to logistics and requirements needed in place to operate.
Once the equipment is built, it is actively standing, on hire and in use. We build strategically as close to the event as possible, as to reduce costs and requirements. We also work around other customers, sometimes on a tight time schedule. And we are required to be on call for any unexpected scenarios that require additional work.
Postponement / Cancellation:
We work 6-12 months in advance with the schedule. And turn down other custom, to work exclusively with one customer for that date. The terms in place are to protect us from customer neglegence causing cancellation of booking.
Although we have our own security measures in place, the event its self is responsible for providing adequate security of equipment whilst on hire to them. This may include herras fencing, to isolate the site access. Overnight security and CCTV are a standard legal requirement.
Drugs, Alcohol & Other Substances.
We operate strict zero tolerence to legal highs and illegal drugs. Anyone found in possetion will be reported to security.
Anyone found under the influence and sick, will be taken by staff directly to the paramedics. They will be detained while an ambulance is called, and information is documented by the paramedics while they are seen to.
If anyone is heavily under the influence of alcohol and is a cause for concern of the safety of themselves and others, they will be reported to security.
If anyone is too drunk and in need of medical attention, an ambulance can be called.
Strictly, no glass can be brought in to the tent. As remaining shards of glass can damage the tent when dropped. We will report any glass to event management.
Bins to be available inside the tent to dispose of cups etc and keep the area clear ready for equipment to be loaded out safely at the end.
Security will be overlooking the general crowd. and we are conciously aiming for a relaxed athmosphere, so it is likely to run smoothly. With a clear plan to make sure it goes as easy as possible.
We do not provide generators as a standard – we can hire one in from HSS on behalf of the customer. Which ensures power supply is serviced on the day. Generator is to be located at least 5 meters away from tent structure. All generators will be isolated together where possible, making it easy to share if needed as contingency. And a member of event staff will have a hourly check of generator fuel. And any electrical components coming from the generator are to be overseen by a competent electrician. Fuel is not to be stored with power supply. Event staff are to monitor fuel consumption and refuel safely when needed.
Our own lighting display is PAT tested and checked regularly to be in full working and safe order.
The DMX controll and wiring allows lights to be individually controlled, so if one was to break, the others would not be affected. There are also spare fuses, cables, bulbs and backup standalone lights as a backup. Giving multiple contingency plans and easy solutions to avoiding light failure.
We are open to people of all disabilties, and we endeavour to make sure its accessable to anyone that wants to come and enjoy our event.
Our website allows people to let us know in advance of any special requests for disabled customers.
We have reserved stageside area, with no obstructions and smooth ground. Providing a relaxed area away from the main attractions, which is free for use for people who can become overwhelmed with busy atmospheres.
In the event of a child getting lost. Event has an Ofsted approved member of staff, who will look after the lost child together with another member of staff. And we encourage events to ensure parents write their name and number on each childs tyvek wrist band.
The child will be taken to the ticket booth, where information can be documented and reported. While other staff locate the parents. And possibly announce over the main system with a microphone as a worst case scenario.
Once the parents have been located, the child must identify the adult, as well as the adult identifying the child. And the adult must also sign the report.
Friendly male and female security staff are on site provided by event. They are there to look after everyone. And people are asked, if they see a problem, report it to the staff.
Hi-vis vests will be worn by our own staff, as to clearly indicate we are part of the event team and there to help.
Our staff are vigilant and aware of theft. Instructed to take note of information and descriptions of people and vehicles.
GPS trackers are installed within our equipment, CCTV and motion boxes used on top of tent poles. With vehicles strategically parked and imobilised to make theft difficult where possible.
We are heavily promoting the use of public transport. As to limiting the amount of cars on site. To encourage car sharing, and minimise traffic on the day.
We have a well isolated area for our equipment. Away from all hazards.
Front of gate staff will direct walking and driving customers directly on site without stopping on the public road, and causing congestion.
Anyone seen causing a hazard with their vehicle will be reported and asked to move as to allow us to safely work.
Anyone causing a desturbance or comprimising the safety of the public will be reported to security.
We promote an application based ticket distribution system. So organisers can consider all people that want to come to the event before allowing their e-ticket. And keeping an eye out for possible trouble causers. We are prepared for potential anti-social behaviour. Which will not be tolerated.
Friendly security staff are provided by event. They are one of the areas best teams, and are there to look after everyone. And people are asked, if they see a problem, report it to the staff.
All staff have radios, and will be encouraged to communicate well if they see anyone who may cause problems over the event. And security will give people fair warning, but will swiftly deal with any trouble causers. And I will immediately call 101 if a fight breaks out.
As well as a possible presence of police, and a great team, together we can ensure the prevention of crime and disorder.
Event is required to provide toilets and plenty of hygiene supplies will be provided, and cleaned regularly by an external hire company. Including a wash basin, and a disabled toilet with a baby changing table.
We have up to 10 staff. Additional to this we have another 60 on call, in case our current let us down.
Customer provides a fire point beside the tent entrance. For the duration of their event. With an on site fire marshallat all times and staffa completed fire hazard report. Strictly no fires, paint, sprays, screws, aerosols, hazardous chemicals.
We request event books only external organisations that are reputable, have supplied licences, insurance, and relevant documents. As well as being required by us to have their own copy ready to present on the event. And us having our own copies on record too.
Structures being built within our tensile structure are required to be supervised by us. As to manage and ensure its done safely within our own requirements. To keep the tent safe and free of damage.
We recommend booking our own production equipment (stage, sound, lights etc), as we can offer a competitive package deal price. And also it is custom designed for the tent.
It is common sense to ensure external organisations arent rushing to access the tent. The event management should schedule them to come after we have completed a safe build.
If we are not made aware of external production, we may be required to stay on site unexpectedly. Which can then affect staffing and commitments. So would incur a charge. Please communicate conflicting plans.
Our own vehicle is a 4x4, which avoids any problems driving off-road. And will be parked to the rear of the tent and isolated.
Communication / Contacts.
If anyone experiences problems. A list of contactsis provided below. And we require event to provide us with their contacts also, and ideally one of their radios to be left with Chris Beale, if necesary. And phones can be used as a backup.
Chris Beale (tent): 07535182503
Emergency Services: 101
Justin Evans - (Fire Dept): 01978 366221
Steve Weston (Council Advice): 01352 703369
We hold the intellectual property rights. Illustration of our brand and unique structures for advertising promotion purposes, are to first be confirmed by us. With a completed booking confirmation and receipt of deposit.
Our new model of tent and stage structure is exclusive to us and currently in a promotional period of our own. All events in the largest (18x30x8m) tent, are subject to our feature requirements.
Customer is to provide Google Maps pin point coordinates, to the point of access. The space must be completely clear, safe, hygienic and ready for the tent to be erected. Our 4x4 truck with trailer parked directly at the point of offloading.
Tent Build & Break:
Once the ground has been scanned and measured out (following the installation manual, the area is is chalk pray marked. Then the components offloaded and distributed. Ground pegs are driven in to the ground at a 10 degree angle, depth dependant on ground quality recorded in site survey. Using a jackhammer or post driver.
As per manual document - our tent components are then assembled and the tent erected and the pole straps adjusted to a good even and final tension. With a report of build completed. Stake safety covers are then zip tied on to the stake area. Stakes are removed afterwards using our own tools. Leaving minimal marks.
Customer is in agreement to provide on site means of working space isolation. Such as fencing. As to avoid ourselves transporting them and increasing costs unnecessarily.
The customer is responsible to safely manage us on to the venue site access point, and in to our designated spot. With direct offloading access. A working space of 50x50 meters of clear and clean, level space. That is inaccessible by unauthorised people.
Customer is to notify us in advance of any production equipment to be loaded in, that is from an external supplier. So we can ensure supervise safe installation.
If ground quality is poor for stakes, then gang-staking is utilised as to increase stability. And poles are to be sat on 18mm ply anti-sink plates.
All poles are to have foam covers zip tied on, unless they are isolated by side panels or fencing.
Spare parts packed with a contingency plan for all possible scenarios. Which will be left on site, on the trailer. So a bone yard is needed for parking and isolating supplier vehicles such as our own.
Operating with all certification required (Management, contingency, risk assessment, health and safety, PPE, Cat & Genny, MUTA, TEST,
Pole foam covers must not be zip tied or selotaped. Due to careless removal by untrained individuals. Using poor choice of tools such as knives, cutting the material. It would incur a cost £80 to have the cover replaced.
We essentially follow all EN13782 general guideline. And work to a safe and professional level
Additional: Side Panels
Side panels act as walls, to strategically isolate unauthorised people from accessing backstage etc. Acting as a barrier from hazards, means that the immediate surrounding components and area of the tent may need additional provisions in place. Such as herras fencing, cordon tape, and communication to us from the customer. If they intend on moving or removing side panels.
If panels are needed to be removed by the customer, the corresponding stakes, ratchet straps and side poles become exposed and would also need covering with foam. As to protect people from injury.
When we build the tent, we document the build. We use low profile staking on the entry/exit and open points. As to create as clear an entry as possible. And the rest of the stakes may be using steel angles, for their strength, convenience, contingency and transport weight reduction. This means that the unused sides are to be isolated and secured by the customer. We provide scaff foams on the stake plates. However additional fencing provisions are to be put in place by the customer.
If customer decides to remove panels, with our authorisation, then each stake point is to have a bin or hay bale placed on each anchor point. Done by the customer. As an additional precaution. The exposed side poles should have a scaff foam slid over it. To highlight the hazard brightly, alike the stakes. And the side panels should be well rolled and securely put away from hazards and dirt.
Minor adjustments can be made by the customer, with permission first from us. Doing so without permission and compromising the structural integrity and safety, is the customers responsibility and indemnifies us against any claim in relation.
All equipment is PAT tested and up to date. Checked to be fit for purpose before every installation, then neatly and safely wired well in place using zip ties and u-clamps on to trussing.
DMX equipment set up in designated booth and tested as a fully functioning display to ensure it is ready to run smoothly. Strategically wired up separately using a DMX splitter, as part of the contingency plan for lights to still work in the event of others failing.
Spare wires, fuses, cables, plugs, bulbs, fixtures and tools to be kept within the main lights flight case centre section.
Lights are isolated away from public, by installing on the stage trussing.
Power to be provided by customer, unless otherwise agreed.
Sound system PAT tested and up to date. With all components checked before each use, to be fit for purpose. Volume to be established and locked as a safe level, that does not cause environmental noise pollution. Recommended by event management and local authorities if required. Flight cases to be safety stored away and cables well in place using zip ties and floor conduit.
Changes in volume and EQ to be controlled via dbx pa2 device app, using connected WIFI router. As to lock the rack and limit who can change the settings.
Although we will keep a variety of input cable types, it is up to the event organiser to manage artists and notify them to be prepared to connect to XLR input. Or to notify us if a mixing desk is needed for multiple input needs.
Power to be provided by customer, unless otherwise agreed.
Raised Performance Area:
Some events may require a raised performance area, to stage acts within the tent.
Our own stage is to be installed within our tent. As to remove the risk of external companies poorly installing stage components and ripping through the tent roof material. And also create a timely dismantle.
We would only agree to another provider installing a stage, if we are notified prior and booked to supervise the installation, charging an hourly rate to be calculated and cover staff costs. Unexpected delays due to failure to notify us, or requiring us to dismantle someone else's stage before we can start to work dismantling our own tent, will result in charges to cover cost of staffing and delays.
Anyone requiring bigger than our own stage, may hire additional platforms and we can create a design, inclusive of our own platforms and installation plan.
Our modular raised performance area is built on top of sink plates, flush with a spirit level.
Rated at 150kg per deck. Covering up to 6x3 meters wide.
Hand rails on the steps. With a 2 inch white line around the edge, allowing performance area in all directions.
Each event layout is unique and rails entirely all around can either be required or obstructive.
The customer is responsible for isolation provisions on builds requiring side rails off.
Once the area is built, it is the customers responsibility to ensure external equipment is loaded on, safe and tidy. Security of all equipment is the customers responsibility whilst on hire. Front of area security, entertainment and management is the customers responsibility.
External suppliers bringing equipment in should be supervised by ourselves. As to ensure no equipment can rub, cut or damage the roof. Customer is responsible for any damage done by an external company install, so we recommend we are notified in advance. If we are not made aware, it may cause additional costs as our staff would be required to stay on site longer, unexpectedly.
Customer should be providing crowd control barriers, if needed.
Platforms are 9x 2x1 meters. Aluminium frame, and 18mm hard wood ply decks. With 700mm high aluminium legs. All platforms are clamped together using steel clamps. All on top of anti sink plates. And aluminium steps to access. With a hand rail.
The overhead truss should not be used to fix heavy items to. Nor coloured streamers etc. As already mentioned, it is essential that coloured décor does not transfer dye to the white marquee. Only use white rope and streamers.
Minor adjustments can be made to the by the customer, with permission first from us. Doing so without permission and compromising the structural integrity and safety, is the customers responsibility and indemnifies us against any claim in relation.
Truss must not be changed or moved by customer. Due to being staked in the ground, small parts, intricate and specific method of assembly, and delicate materials. Which cause significant damage and or injury, if moved incorrectly by an untrained installer. Failure to follow our operational requirements in this instance will result in a default fee of £150 for inspection times and repair costs and time for removing jammed parts. And additional if the aluminium sections are damaged, that will need replacing by the customer.
Our flooring tiles are non-slip and studded to provide maximum safety for in/outdoor conditions. Using waterproof LED wiring powered by AA batteries.
Ground is required to be smooth and flat. If there is a minor change in gradient, then wooden sheeting is required to be laid down prior to installation. Once a level surface is ready, the flooring tiles are to be clicked and locked in place row by row. Then each row is to be linked up. Finally the edging is to be locked in to place to avoid trips or falls.
No equipment, furniture or smoking is allowed on the flooring. Strictly only people allowed on for dancing / walking.
PPE & Uniform:
Hard hats, gloves, glasses, knee pads, ear plugs, high-vis. These may not always be in use, as requirements change as each task is completed.
Steel toe boots are not always required. In fact no shoes are allowed on the material, so we may be bare foot at times. The area we mark out will not have any hazards that can damage the tent.
Although our staff have a uniform, they may prefer to work in shorts and topless on occasion. Due to the nature of work often being very hot and clammy under PVC material in moist and sunny conditions. And venues are closed at the time of build.
If staff working topless is not considered appropriate by the customer, then please notify us in advance. As we can bring a gazebo to work under shade etc.
Our structure is rated B7837 flame retardant.
Due to the risk, fires / BBQs / fireworks / Chinese lanterns are strictly not allowed in or around the marquee. Anyone spotted starting a fire to be ejected from site. We have the local fire fighting department on call too.
With the website stating in detail with no exceptions. And there are adequate extinguishers available. With each external organisation having one. And one of our own, located in the stage area.
In the event of a fire, or emergency, the event management will be contactable by radio and phone, as well as working within the main area, to oversee the event. Being responsible for making sure the staff help people leave the site safely and in a calm manor, via the emergency exit route to the rear of the site. After being directed to the emergency meeting point.
Personal radios between staff will be used to communicate. And the music will be turned off by event supervisor. And staff will direct people to the safe area, avoiding any danger zones.
The frie dept. will already be aware of our event just in case. And will possibly attend. There will also be a large A0 poster with the emergency exit points on the central information zone, provided by the event as required in their safety plan.
All staff know to radio management immediately if there is an emergency. Who will then call the relevant emergency service. And notify the main organisers to safely and calmly direct people to the fire point (Stated on the Fire and Emergency Map). Or in the case of a major incident, people will be lead to either the Main Emergency Exit. Leading on to a designated safe place. Or if that exit was unusbale for any reason, there is a secondary designated exit, as stated on the attached map.
A check of Mashup Events equipment will be made by Chris Beale, to make sure everything is correctly set up and fit for purpose. Which will be overseen by the event organiser and signed off to confirm satisfactory and ready for hire and to be supervised until the event is finished.
The Purple Guide has been read, and we have followed all relevant steps to ensure the event is safe.
After the event, we require event security staff to make people aware and prepare to leave. And the event is required to have cleaners clear the equipment ground area ready for us to disassemble and load-out. Machinery may be used, so event is required to be closed off from public before we can start. We will endeavour to minimalise mess from ground stakes. Chris Beale will have the final visual inspection of the area, to ensure it is left as close to its original state.
Our staff are provided with steel toe boots, hi-vis jackets, gloves, hard hats, goggles and ear protectors. These may not all be in use at any one time.
Equality & Diversity
We treat people fairly, regardless of their disability, gender, sexuality, status, age or religion.
Getting Help & Support
If you need us to, we can provide this document in a different format which you may find easier to access. Please contact us with any questions.