Proposing an event

We are still currently considering new applications for outdoor events. All events will need to be Covid-19 compliant according to the government guidelines for outdoor events. This means that specific risk assessments and/or safety policies need to be produced by the event organiser for their event. All event proposals will be considered by both the Council and our partners including Public Health.

If you want to submit a proposal to hold an event on council land in Brighton & Hove, please be aware that planning for outdoor events can take longer than usual and we will require as much notice as possible.

During the planning process, you should be prepared to be able to adapt and change your plans quickly to align with government guidelines and the changing situation.

If you want to discuss a proposal, please send an email to eventsinfo@brighton-hove.gov.uk outlining your event details.

You can find further information on holding an outdoor event on public land in Brighton & Hove on our website.

You can read more about the guidelines you have to follow below.

Considerations for Covid-19

Consider how people come into and leave the site or venue (ingress and egress management), car parking, public transport, handwashing facilities and areas such as arenas, stages or concessions points where crowding could take place.

Speak with the relevant authorities and get specialist advice to evaluate the impact of your event on the spread of coronavirus (COVID-19), developing strategies for lessening the risk.

Consider managing larger family groups who may wish to remain closer than the required social distance. Note any actions you can think of on your event management plan and risk assessment.

If you offer things for customer use, like a picnic blanket or seating, you should only do this where they you can collect or deliver them from a safe distance and with hygiene measures in place. For example,providethe hand sanitiser and ask event staff to deliver items to the same corner of each social distanced pitch. This limits pedestrian movements and allows us greater control. Items should be thoroughly cleaned before being reused.

Discourage or manage activities or features that are likely to encourage audience behaviours such as crowding, clustering, communal dancing and physical contact outside of household groups or support bubbles. This can increase transmission risk

Consider the expected interactions among participants occurring during the event and implement sufficient controls to ensure social distancing is maintained.

You must have a test and trace system and policy in place for your event. This includes making sure at least one member of every party of customers or visitors (up to 6 people) provide their name and contact details. You will also need to keep a record of all staff working at your event. You should also display official NHS QR posters so that attendees can ‘check in’.

Your responsibilities as an employer

You must reduce workplace risk to the lowest level that is practical by taking measures of prevention. You must work with any other employers, organisations or contractors sharing the workplace so that everybody’s health and safety is protected. This includes your workers, participants, audience and anyone else who is involved in your event.

  1. You should have a 2 metre distancing policy in place wherever possible or 1 metre with additional precaution. You should consider and set out the mitigations you will introduce in your risk assessment. Mitigation doesn’t include basic measures, such as good hand and respiratory hygiene or the use of face coverings.
  2. Businesses and workplaces should make every reasonable effort to help their employees can work safely. When in the workplace, everyone should comply with the social distancing guidelines set out by the government (2m, or 1m with risk mitigation where 2m is not viable).
  3. You should consider whether a particular activity is essential to the whole event if social distancing can’t be followed in full. If it is, take all the mitigating actions possible to reduce the risk of transmission between staff, participants and visitors.
  4. Other actions include:
    • increasing the frequency of hand washing and surface cleaning, including disinfection of high footfall areas or common touchpoints with particular attention to toilets
    • increasing the frequency of hand washing and surface cleaning, including disinfection of high footfall areas or common touchpoints with particular attention to toilets
    • keeping the time of any activity where social distancing can’t be maintained as short as possible
    • keeping the time of any activity where social distancing can’t be maintained as short as possible
    • using screens or barriers to separate people from each other where appropriate.
    • using back-to-back or side-to-side working rather than face-to-face whenever possible
    • reducing the number of people each person has contact with by using ‘fixed teams or partnering’, so each person works with only a few others

Find more information on working safely during coronavirus

Staging and capacity

You must make sure the capacity arrangements and performances staged are consistent with ensuring social distancing.

Your risk assessments should specifically consider the maximum capacity for a performance and how you can manage audience behaviour to avoid compromising social distancing.

Steps that will usually be needed

  • reducing site, premises or venue capacity and limiting ticket sales so you can maintain social distancing.
  • for performances or events without ticketing, considering using other communications approaches, coupled with stewarding, to manage the numbers attending. Free, open, un-ticketed and unfenced performances or events will need to demonstrate a reasonable approach to Track and Trace measures to ensure you control the numbers if too many people begin to arrive and breech social distancing requirements.
  • managing performance scheduling so that audiences for different performances are not using the site, premises or venue at the same time in a way that compromises social distancing, and to allow for adequate cleaning.
  • changing entertainment spaces to let audiences sit down rather than stand. For example, changing ticketed standing areas to ticketed seating areas.
  • considering the expected interactions amongst audience members and making sure sufficient controls are in place to maintain social distancing, for example providing clear communication, demarcating spaces, using sufficient ushers.
  • COVID-19 security plans must be proactive in mitigating behaviour especially where music is a feature at reduced volumes. The audience will naturally want to converge towards the stage or DJ area compromising social distancing measures. Additional speakers may help but additional precautions will be needed to adequately control such behaviour.
  • steps must be taken to maintain social distancing and avoid people converging and merging into groups.
  • making sure risk assessments carefully consider worker safety, especially of those working closely with a large number of members of the public or audience.
  • considering where crowding could take place such as at points of entry and exit, car parking, handwashing and toilet facilities, waiting areas, bars and restaurants and areas in proximity to performance area. This should be acknowledged in your event management plan and risk assessment.
  • considering the particular needs of disabled audiences when making adjustments to venues or premises, and communicating these appropriately before any performance as well as when in the venue or premises

Ticketing and payments

You must maintain social distancing when managing ticketing and payments. You should limit ticket sales to a volume which allows for social distancing to be achieved, both in auditoria and other parts of the site, premises or venue.

Steps that will usually be needed

  • Encouraging guests to buy tickets online and to use e-ticketing. The booking system can help your track and trace system through the collection of your guests’ contact details.
  • Allowing for contactless payment and other technology solutions on all purchases made on site.
  • Frequent cleaning of any payment points or ticketing equipment that are touched regularly.
  • Maintaining social distancing as far as possible when checking tickets.

 

 

Food, drink and retail purchases or consumption

You must risk assess and manage food, drink and other retail purchases at your event and consumption to maintain social distancing.

Steps that will usually be needed

  • considering allowing guests to pre-order and collect refreshments and other retail merchandise at designated points throughout the site, premises or venue to maximise social distancing and reduce pinch points. For example, avoid selling programmes or ice-cream inside or outside the auditoria, or at entry and exit points where crowds and queues may form and make social distancing harder to observe.
  • removing ‘pick and mix’ or self-service food and drink facilities to reduce the risk of transmission.
  • using screens to create a physical barrier between staff and customers at concessions points.
  • considering adopting seat service at intervals in order to reduce pinch points at bars.
  • considering providing programmes and other performance materials in digital format.

Entrances, exits and managing people flow

You must maintain social distancing wherever possible when people move around the site, premises or venue during events.

Steps that will usually be needed

  • adapting performance scheduling to support social distancing and good hygiene. For example, scheduling sufficient time between performances to reduce the possibility of different audiences coming into close proximity and to allow time for cleaning.
  • using space outside the site, premises or venue for queuing where available and safe. Outside queues should be managed to make sure they don’t cause a risk to individuals, other businesses or additional security risks, for example by introducing queuing systems, having staff direct visitors or audience, and protecting queues from traffic by routing them behind permanent physical structures such as street furniture, bike racks, bollards or putting up barriers.
  • ensuring your queuing plans consider social distancing guidelines and any changes needed for hostile vehicle mitigation or other anti terrorist measures.
  • working with your local authority or land owner to take into account the impact of your processes, for example queues, on public spaces such as high streets and public car parks.
  • Reducing instances where people might be required to queue. For example, at:
    • entrances and exits
    • ticket and concessions kiosks and ticket validation points
    • toilets
  • Where possible, designating staff to manage queues and regulate guest access between areas.
  • Encouraging visitors to use hand sanitiser or handwashing facilities as they enter and leave the site, premises or venue, or taking visitors' temperatures on arrival
  • Using queue management and marking out one-way flow systems through the site, premises or venue to reduce contact points. For example, introduce one-way systems through the common areas, using auditorium fire exits as the standard so that guests are not required to pass each other when entering and exiting these spaces.
  • Helping visitors maintain social distancing by placing clearly visible markers along the ground, floor or walls, advising on appropriate spacing.
  • Considering how social distancing markers can be made clearly visible and as accessible as reasonably practicable.
  • Ensuring any changes to entry, exit and queue management take into account reasonable adjustments for those who need them, including disabled visitors. For example, maintaining pedestrian and parking access for disabled customers.
  • Extra stewarding or marshalling may be needed at key pinch points and care should be taken to remove any barriers at exits that might cause crowding. This should be considered as part of the event’s crowd management plan, in consultation with those responsible for managing security and marshalling.
  • Management of crowd density points, such as where people stop to watch displays, must be considered as part of this planning to ensure social distancing can be maintained.
  • Limiting the potential for guest contact with performers and support staff by, for example:
    • using security to keep backstage areas clear before and after a performance to allow performers and other staff to enter and exit safely
    • not permitting visitors backstage
    • not permitting autograph signing or photographs with performers

Seating arrangements and use of common areas in temporary structures

You must maintain social distancing wherever possible when audiences use common areas and the performance area or auditorium.

Steps that will usually be needed

  • Providing seating in a way which ensures social distancing between individuals or groups from the same household or support bubble can be maintained.
  • Consider measures such as:
    • providing allocated seating and managing seating plans through ticketing systems or manually to ensure social distancing is maintained
    • if unallocated seating is provided, installing seat separation or labelling seats which should not be used, or deploying staff to support the audience in adhering to social distanced seating
    • customer information should include a code of conduct for customers for example, it is expected that guests will take responsibility for their own and others’ welfare and abide by social distancing. Staff should nevertheless be deployed to ensure that these measures are being observed. This may include increased checks and supervision, in particular before and at the end of each performance.
  • Reminding guests who are accompanied by children that they are responsible for supervising them at all times and should follow social distancing guidelines.
  • Having clearly designated positions from which site, premises or venue staff can provide advice or assistance to guests whilst maintaining social distance.
  • Considering the needs of disabled audience members, for example access to captioning or audio description services, when managing seating.

Toilets

You must make sure toilets are kept open and promote good hygiene, social distancing, and cleanliness in toilet facilities.

Steps that will usually be needed

  • Using signs and posters to build awareness of good handwashing technique, the need to increase handwashing frequency and to avoid touching their face, and to cough or sneeze into a tissue which is binned safely, or into your arm if a tissue is not available.
  • Consider the use of social distancing marking in areas where queues normally form. Where capacity does not exist to manage foreseeable crowds, consider the adoption of a limited entry approach, with one in, one out, while avoiding the creation of bottlenecks.
  • Consider making hand sanitiser available on entry and exit to toilets where safe and practical, and ensure suitable handwashing facilities including running water and liquid soap and suitable options for drying, either paper towels or hand driers, are available.
  • Setting clear use and cleaning guidance for toilets, with increased frequency of cleaning in line with usage. Use normal cleaning products, paying attention to frequently hand touched surfaces, and consider use of disposable cloths or paper roll to clean all hard surfaces.
  • Keep the facilities well ventilated, for example by fixing doors open where appropriate.
  • Special care should be taken for cleaning of portable toilets and larger toilet blocks.
  • Putting up a visible cleaning schedule can keep it up to date and visible.
  • Providing more waste facilities and more frequent rubbish collection.
  • Considering the likely patterns of use during a performance, for example during intervals, and modifying any requirements or restrictions to reduce likelihood of these areas becoming pinch points.

Providing and explaining guidance

You must minimise the contact between people during visits to event sites, premises or venues by providing adequate guidance.

Steps that will usually be needed

  • Providing clear guidance on social distancing and hygiene to visitors before arrival, for example by email when purchasing tickets, and on any digital marketing and websites.
  • Providing written or spoken communication of the latest guidelines to both workers and customers inside and outside the venue, including clear guidance on social distancing and hygiene to people on arrival and throughout the site, premises or venue, for example, signage and visual aids.
  • Display posters or information setting out how audience members should behave at your event to keep everyone safe
  • Consider accessible ways of communicating information.
  • Considering the equalities impacts of the changes made and what advice or guidance you will need to provide for users who might be adversely impacted.