Peterborough City Council recognises the difficulties posed by the COVID-19 pandemic for anyone looking to organise an event.
Additional precautions will be needed for any events to ensure they are COVID-secure, so it is important to ensure detailed procedures and best practice are applied as part of the planning of any events bringing people together.
It is our intention to support outdoor events to go ahead as much as possible, however there may be a need on occasions to cancel an event in the interests of public safety.
Event organisers are encouraged to talk to the city council as soon as possible to discuss plans for outdoor events and how they can be managed safely.
We can then advise on safe working practices, support events to comply with relevant requirements and help address any concerns early on and advise on any local restrictions.
Prior to speaking to the council, event organisers are encouraged to consider the following list of questions and considerations to help plan for an event in the context of COVID-19.
The responsibility and liability for all events legally lies and remains with the event organiser.
In planning an event, an Event Management Plan must be produced with a robust risk assessment, with specific considerations around COVID-19 risks and how these will be mitigated. As the situation and restrictions relating to COVID-19 are fluid, it is important to review and follow the latest guidance from Government, the World Health Organisation (WHO) and any industry or sector specific guidance throughout the event planning process.
You will also need to take into account the advice of the Safety Advisory Group that exists in Peterborough, along with normal licensing or any other requirements to host an event.
What to think about
- Your event may have happened before, but what needs to change now?
- What is the purpose of your event? Can it achieve this if certain restrictions are in place?
- Who is the event for and is there a current demand for it?
- Where can you remove or reduce the risk of close physical contact between attendees, participants or staff?
- Does the event need a live audience? Could it happen behind closed doors (the performance or activity happens live which is then broadcast)?
- Could the event be live in small, localised formats linked into a larger whole digitally?
- What and where is the venue - indoor/outdoor; how will people travel; what is the capacity with social distancing measures in place?
- What is your audience profile and how does it impact your planning?
- Do you have appropriate and legally competent workers and Health and Safety Officers, who can ensure the current guidance is being applied in the event planning?
- How flexible is the event plan to adapt to changing COVID-19 guidance - either in the lead up to, during, or de-rigging of the event.