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Holding An Event in Boston

Guidance for event organisers wishing to hold an event on Boston Borough Council land

The historic town of Boston provides the perfect setting for a variety of events to take place, with its medieval market place and Central Park situated within the heart of the town.

To ensure that all events taking place are safe, successful and legal, we have put together some guidance to provide event organisers with the advice needed in holding an event that involves the use of Boston Borough Council owned land or premises.

An event is any pre-planned activity and is not dependent upon size, activity or numbers attending.

Whatever type of event or activity you wish to hold, large or small, if you are planning to hold it on our land or premises, we need to know about it!

Please see below for a copy of Boston Borough Council’s Holding an Event in Boston leaflet, application form and general terms and conditions; giving a quick guide to the process you will need to go through in holding an event involving Council land or premises.

Safety Advisory Group

SAGs are made up of representatives from the Local Authority (LA), emergency services and other relevant bodies. The Boston SAG meets regularly and urgent meetings can be arranged if necessary to review event applications and advise on public safety.

As SAG we do not have legal powers or responsibilities and are not empowered to approve or prohibit events from taking place. We provide independent advice to event organisers, who retain legal responsibility for ensuring a safe event (individual representatives of organisations forming the SAG may have powers to require event organisers to comply with their legal obligations).

As an Event organiser you may be invited to SAG, depending on the size and nature of the event. You will be required to fill in the Event Management Plan.

The SAG will advise the event organiser of the outcome of their assessment of the event application. If any relevant subject has not been considered, e.g. fire or health and safety, it will be made clear to the organiser at the same time. When SAGs consider applications where LAs have responsibilities, e.g. as an organiser / co-organiser or landowner, the SAG will endeavour to make the relevant LA department aware of any concerns so that they can act accordingly. It is the event organiser’s responsibility to take any appropriate action.

It can be difficult to strike the right balance in deciding which events should be considered by SAG. The guiding principle is that events presenting a significant public safety risk (whether in terms of numbers of people attending or the nature of the event and/or the challenge of the environment) should be considered. However, small events like village fetes, where large numbers are not expected and/or the event is routine in relation to the activity normally carried out, need not go to SAG.

You may be invited to our SAG if we have being made aware of your event. Please work with the SAG, some items they raise, may seem challenging but, it is better to put it right in the planning stage than be questioned if something went wrong by an enforcing body.

Boston Safety Advisory Group sits as part of the Lincolnshire Event Safety Partnership seeks to facilitate a thriving, safe and supportive environment through the local Safety Advisory Groups across Lincolnshire. For more information, templates and assistance on running events please visit https://www.lincolnshire.gov.uk/lincolnshire-prepared/Lincolnshire-Event-Safety-Partnership

Typical examples of events that are raised at the SAG, but not exhaustive are:

  • street carnivals and processions
  • firework displays
  • sporting events
  • music festivals (for example folk festivals, rock concerts and open air entertainment)
  • religious events
  • trade shows
  • fetes and fairs
  • large scale company events
  • raft races and other waterborne events
  • Christmas lights switch-on
  • An event one of the SAG members wishes to bring forward

A SAG representative may visit your event, you should be informed of this before the visit and they will make themselves known at the event on arrival.

If you require further information about the SAG please contact Kristina Willoughby, Kristina.willoughby@boston.gov.uk, 01205 314587

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