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VAN Briefing
The voice of the Voluntary Arts
EVENTFUL PLANNING
A practical checklist for arts events
Most voluntary arts organisations do will need to make sure it can be kept securely.Also, if
not have their own theatres or queues are likely to form, try to avoid people being
exhibition spaces at their disposal and forced to queue outside the venue, especially if there is a
risk of rain! You will need to think about how many
will probably need to hire premises.
tickets you are going to sell. Capacities for events are
Once you have identified the building
often limited by licensing and fire regulations, these are
you are going to use there are lots of
discussed below.
things to consider before you open the
doors to the public. This briefing is
Where will everyone sit?
designed as a checklist to help you with The most flexible seating arrangement is individual seats
the organisation of one-off events which can be quickly rearranged. Raked or stepped
whether they are little or large, indoors structures may be necessary for theatre performances in
or outside. order to achieve good sightlines. For health and safety
reasons, seating should be clipped together or secured
Where are people going to park? to prevent it moving in a panic situation. Gangways need
The first consideration, before anyone gets into the to be at least 1.1 metres wide in order to comply with
building, is where they are going to park.The usual rule fire regulations.
is that you need one car space for every two people in
the audience. If there is no obvious parking space How can I make sure everyone
available then contact your local authority. If the event is can attend?
in the evening then perhaps you could arrange to use a You need to think carefully about your access policy.
local business’ parking area in exchange for some free Major building work to put in ramps for wheelchairs is
publicity for them. expensive and probably not possible if you do not own
the building but there are some minor changes which
Where do I sell tickets? can be made for very little money.
Box Offices do not have to be extravagant affairs. For example, programmes printed in large print can
A member of your group may be prepared to loan an help those who are visually impaired.You could also
answering machine that could be used for advance sales think about putting your programme on cassette or
and a simple table is enough on the days the building is providing audio descriptions of events.Tactile maps of
in use. Remember if cash is being taken on the door you the venue or even of the town in which your event will
B R I E F I N G F RO M T H E VO L U N TA RY A RT S N E T WO R K
take place can be used to make it accessible to the blind For all activities:
and details about their preparation can be obtained from o sign posting of entrances, exits, emergency
the RNIB. routes and location of facilities such as toilets
By thinking about equal opportunities at every stage o the security required, such as alarms, fences,
of your planning your organisation can broaden its safe storage etc
availability and also increase its audience. Making access o communication with the public, for example,
open to all is now a legal obligation so it is very PA systems, an information board, loud
important to take it into consideration.The first phase hailers for use by stewards or police, induction
of the Disability Discrimination Act came into force on 2 loops and minicom systems
December 1996. o communication between staff or volunteers,
Most organisations do not deliberately discriminate for example, a message board, Dictaphone,
and public buildings used as venues should already mobile phones, pagers, walkie-talkies
comply with the legislation’s provision for access. In o first aid arrangements
terms of the provision of services the best advice is to o electricity, for example, you may need a
be aware of your organisation’s Equal Opportunities generator or cabling to extend mains supply;
Policy and make it part of any planning process. For early consultation with your local electricity
information on access rights for disabled people and the board is advised
Disability Discrimination Act (1995) contact the o heating, adding to existing heating, bringing in
National Disability Council on 0345 622633 or write to
portable heating or air conditioning may be
Disability on the Agenda, Freepost, Bristol.
necessary
To find out more about tactile maps and the provision of o water, as well as drinking water, is needed for
audio descriptions contact: catering and toilets and if you are planning
on using a disused building without a
The Royal National Institute for the Blind,
permanent supply, or an outdoor site, get
224 Great Portland Street, London
advice from your local water company
Telephone 0171 388 1266
o sewerage, this may affect the choice of
And for general information about arts and disabled portable toilets and restrict you to chemical
people contact: toilets on an outdoor site so talk to your
The National Disability Arts Forum, water company for advice
o lighting (normal and emergency), indoors and
Diorama Centre, 34 Osnaburgh Street,
out - you may need to add to existing lighting,
London NW1 3ND
or provide it from scratch in a marquee.Try to
Telephone 0171 813 1431
provide lighting in car parks for ease of access
and better security
What else do I need to think about?
o traffic marshalling and signposting in the
There are important differences between events in
surrounding area (the AA and RAC provide a
indoor and outdoor settings, but the basic requirements
signposting service for large events involving
are similar. Some of these considerations may not apply
large numbers of people)
to your event but use them as a checklist and think
o access for emergency vehicles if the building
about what needs to be done in your case.
or site is not in regular public use
B R I E F I N G F RO M T H E VO L U N TA RY A RT S N E T WO R K
o public transport routes o how freestanding items will be displayed
o pedestrian access. o wall and floor surfaces
o floor loading - can it take the weight?
For temporary performance spaces think about:
o natural light
o the stage area and format required. If a stage
o other lighting
is to be used by a touring company it should
o heat and humidity - some exhibits may be
be adjustable to two heights - 45cm and 90cm,
easily damaged and require air conditioning
lock together into various combinations from
o workshop and storage space (for example, for
the traditional 6m by 6m downwards, have
packing cases)
four circular edge extensions for “in the
o route for the get in eg. if door heights will
round” work and be easily converted with
allow large canvases through.
railings for a stepped seating arrangement for
audiences, with the performers on the floor Facilities for the public, consider:
eg. dance o toilets
o the number of performers and what they will o baby changing
be doing including orchestras, and other o display points for posters and items for sale
musical accompanists o catering and bars
o the need for wing space - dancers especially o space for functions eg. launch party or
need scope to run on sponsor reception
o back stage and changing facilities, including o creating routes around the site which take
toilets, washing facilities, mirrors etc. account of disabled people eg. slopes,
o arrangements for lighting, sound and technical stairways, ramps.
control
Facilities for the organising team should include:
o storage for props, costumes, scenery etc.
o access to telephones and on large sites,
o routes for bringing in staging, equipment etc,
mobile communication systems like walkie-
known as the get in, for example, the potential
talkies
for a vehicle to get sufficiently close to the
o temporary office space, especially for events
stage area for unloading and bringing in heavy
spread over several days such as a weekend
equipment
festival
o routes in and out for artists, including disabled
o rest area for staff
people
o toilets and changing facilities
o blackout - lining curtains is the obvious cheap
o storage for equipment, materials etc.
solution, remember to include any skylights. If
not black, then very dark curtains and make
Temporary spaces and the law
sure they hang lower than the sill.
It is important to be aware of legislation affecting your
For exhibitions, think about: event. Failure to take account of relevant legislation
o the type of work on display could interrupt or halt your activities, or result in fines,
o the layout of the space and route around the or confiscation of equipment.The following may affect
exhibition your project but you should also get specialist advice, for
o the length and area of the hanging space example, from your local fire brigade.
B R I E F I N G F RO M T H E VO L U N TA RY A RT S N E T WO R K
B R I E F I N G F RO M T H E VO L U N TA RY A RT S N E T WO R K
Health and Safety legislation For advice contact:
Setting up and running arts activities counts as a “work Performing Rights Society, 29-33 Berners St,
activity” and is subject to the Health & Safety at Work London W1P 4AA
etc.Act 1974 and related regulations and subsequent Telephone 0171 580 5544
amendments.To find out how your organisation is
affected contact: Fire safety
Fire safety is covered by a variety of legislation, notably
Health and Safety Executive Information Centre,
the Fire Precautions Act 1971 and Factories Act 1961.
Broad Lane, Sheffield S3 7HQ
When a licence is issued, additional conditions may be
Infoline 01541 545500
imposed concerning fire safety.Advice should be sought
from your local fire brigade as early as possible so you
Licensing
can make sure you meet the required standards and
Some buildings will be available for hire with a suitable
have done the necessary checks.
licence to permit you to undertake your event.When
considering the choice of buildings available for your
Food
event, it is important to identify which licences already
If food is available, all delivery, storage, preparation and
apply and their conditions before making a final decision.
sales of it, must comply with relevant legislation.
If the building is not suitably licensed, the event
Environmental health officers from your local council
organiser is responsible for obtaining them. If you often
should be consulted at the earliest opportunity.
use the same building and have to obtain an occasional
licence, consider collaborating with the owner to make
Temporary improvements
improvements that will enable it to receive an ongoing
Staging, exhibition stands and display screens are all
licence.
readily available, and can be used to make an indoor or
Licenses are needed:
outdoor space more suitable for your arts activity. It is
1. From your local authority for an
also possible to hire equipment such as portable dance
entertainments venue not currently used
floors. For an outdoor space or disused building, you
as such.
may need to bring in many of the items needed for the
2. From magistrates, or your local authority in
event - staging, seating, exhibition stands, catering
Scotland, for sale of alcohol although this
facilities, toilets.Always get advice and make sure
can be arranged with pubs or clubs.
suppliers and contractors understand the conditions and
3. For the use of material such as music (written
constraints of your building or site. Meetings on site or a
or recorded) or a play still in copyright, a
tour of the site or building will probably be necessary. If
royalty is payable.
you are hiring equipment specially, make sure it
conforms to the necessary safety standards and can be
installed without risk.
The Voluntary Arts Network, PO Box 200, Cardiff CF5 1YH
Tel: 01222 395395 Fax: 01222 397397 email: info@vanmail.demon.co.uk
