Event Management Plan

This template provides guidance notes for event organisers and will help you develop a detailed event management plan.
Our online event safety page includes information that will be useful when preparing your event management plan. Please take time to read this. You may also find the Purple Guide helpful as it provides guidance on security, major incident planning, first aid, electrical safety, event communication, lost children, sanitary facilities and more.
You should submit your event management plan at least 3 months before your event to allow time for things like licences to be issued, building inspections to take place and road closures to be organised. The more notice you can give, the better.
As a rule
- For events with up to 1,000 people, you need to give 3 months’ notice
- For events with 1,000 – 5,000 people, you need to give 6 months’ notice
- For events with over 5,000 people, you need to give 12 months’ notice
Important: You will be asked to provide various supporting documents as part of your form submission, including (where applicable) a Site Plan, Event Itinerary, Event Timetable and First Aid Arrangements. We recommend you have these documents to hand before starting this form.
When you submit your event management plan, we will tell you if you need to attend the Great Yarmouth Event Safety Advisory Group (ESAG) meeting to discuss the event and answer any questions that the group may have. You may also self-refer to ESAG if not requested to attend.
3. Privacy Notice
  
  Who we are: Great Yarmouth Borough Council (the Council), Town Hall, Hall Plain, Great Yarmouth, Norfolk, NR30 2QF, tel 01493 856100, is the data controller for the purposes of the UK General Data Protection Regulations (UK GDPR) and the Data Protection Act 2018.
  How we use your information: We will use your personal information for the purposes of ensuring the relevant authorities are aware of your event and the appropriate permissions are granted. The lawful processing ground for this information is defined under Article 6(1)(a) of the UK GDPR, commonly known as Consent. If at any time you wish to withdraw your Consent, please send an email to EventSafety@great-yarmouth.gov.uk
  Data Sharing: The data you provide in this form will be shared within Great Yarmouth Borough Council, Norfolk Constabulary, Norfolk Fire Service, East of England Ambulance Service, Norfolk County Council, Great Yarmouth Services Ltd, The Highways Agency and the Maritime and Coastguard Agency. In addition, we will always use or share information for the prevention or detection of crime or the apprehension or prosecution of offenders.
  How long we hold your data: Your personal information will be held securely in an encrypted access controlled system and will be deleted 1 year after the event. We will only use your data within the terms of data protection laws. We will review dates for keeping personal data in the future and if necessary update these privacy notices.
  Your rights: You have a number or rights available to you, including the potential right to see copies of all the data held about you, to ask for it to be corrected or deleted, to request the Council to restrict what it does with your data in certain circumstances, to object to what the Council may do with your data, and to data portability.
  Please note that these rights are not absolute and there are circumstances where they do not apply or the Council may override these rights, however, if this is the case you will be informed of this.
  Further information: If you want more information you may contact the Council's Data Protection Officer at gdpr@great-yarmouth.gov.uk or telephone the Council on 01493 846325. If you are unhappy with the way your personal information is being handled you can contact the independent Information Commissioner at: https://ico.org.uk/.

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Event Management Plan

Privacy Notice