Checklist for Planning Community Events in Sefton Released by Council

Over recent years, the Council has been receiving increasing numbers of applications from event organisers in Sefton.

This is not surprising given the fantastic outdoors locations the Borough has to offer with Sefton’s wonderful, 22-mile coastline providing some of the most popular locations.

And as the days start to get longer and warmer, there is more opportunity to organise or attend the many community events, which can include school visits, recreational or professional filming, exercise classes and much more.

Cllr Ian Moncur, Cabinet Member for Health and Wellbeing said: “The Council welcomes applications from all sectors of the community and our Green Sefton team always seeks to work with event organisers to make sure the event can be approved.

“But this does mean making sure they meet the necessary specifications to ensure the safety of organisers and everyone attending, and that nearby residents, companies and organisations are also given consideration.

“We also must carefully consider any potential impact to the rare, protected environments and species that call our coastline home.”

To help people, the Council has created a checklist to support residents and visitors who are looking to organise or attend a local community event in Sefton.

Organising a community event

The first step for those planning an event is to complete the Council’s small events form that can be found online at  https://forms.sefton.gov.uk/smalleventsform/ 

As outlined in the form, the Council asks for details on the proposed activity and location in order to properly assess the health and safety risks. Organisers could be asked to provide a risk assessment document and other detail such as the layout of the event.

There are many factors to consider when planning an event along our coastline, to safeguard its rare and protected environments and species. The Council’s Green Sefton team are experts on the dynamic landscape and can advise accordingly. That is why we ask for plenty of notice and a minimum of two weeks to so that Green Sefton can assess applications properly.

Confirmation that the event will not involve attendees entering open water, whether a lake or the sea, lighting a BBQ or fire of any kind, and participating in any illegal activity is required prior to permission being granted.

Organisers will also need to provide proof of Public Liability Insurance during the application process. This type of insurance covers the organiser for accidental damage, injury, or death of a member of the public at the event.

Without this, it would be the organiser who could be held personally liable for any accidents, injuries, or damages that occurs. In the event of a liability claim, they could face significant legal fees and compensation costs.

Filming

Because Sefton’s coastline protected as a Site of Special Scientific Interest, a Special Area of Conservation and a Special Protection Area, there are restrictions on filming which is why filming a drone along the entire coastline is not permitted.

The Council has a dedicated webpage that explains this and how to make filming requests at www.sefton.gov.uk/filming

Attending a community event

The Council encourages people wishing to attend a community event to be vigilant in their research before attending or handing over payment to the organiser.

They should ask:

whether the organiser has received permission from the Council to hold the event;
to see proof of Public Liability Insurance;
for details of what exactly will be involved, for example, an exercise class should state suitability for varying fitness levels;
as well as planning your journey ahead And considering if it's possible to car share or take public transport instead?

If the Council’s permission has not been granted, the unauthorised event will be breaching several laws and regulations that are in place, including the Coastal and Visitor Areas Public Spaces Protection Order. People can find out more about this on www.sefton.gov.uk/CoastalPSPO

As landowner, the Council has a responsibility and a legal duty of care to ensure that events are organised within the well-established framework.

The Council works closely with partners Merseyside Police, Merseyside Fire and Rescue, as well as others like the RNLI and National Trust to deliver a united approach and process for community events to be held safely across our borough.