Yorkshire Grand Départ Tour de France 2014 5 and 6 July GUIDANCE SHEET 5 – Planning a community party and having a big TV screen This is one of a series of guidance sheets produced by Harrogate Borough Council and North Yorkshire County Council to help you make the most of the Tour de France coming to the Harrogate district in July 2014. Plan ahead for your party Community parties usually take place off public roads on village greens, playing fields or a local field – and are for your community and visitors. HEALTH CHECK • Bear in mind that the race route and routes leading to it will be closed on the day of the race – and that some parts of the route may be closed from the early hours of the race morning. • Road closures will be in place for a period of time after the race to ensure spectator safety. There will be many diversion routes in place as part of the traffic management plan for the event. • We strongly encourage you to try to hold your event away from public roads on areas such as village greens, playing fields or on private land. Events held on the public highway HEALTH CHECK If you are looking to hold an event on a public road, please contact North Yorkshire County Council (NYCC) as soon as possible with details of: • • • • the type of event you are looking to hold location of the event timing of the event your contact details Officers from NYCC will discuss each event proposal individually to ensure it fits in with the wider traffic management arrangements and other activities on the road - for example: Continued... For more information on the Tour de France 2014 http://letour.yorkshire.com/ FV_1 • can the event go ahead without the need for an additional road closure? • is the event proposal on a Tour de France traffic diversion route? • are utility companies planning any works? It is likely that the vast majority of events will be easily included within the traffic management arrangements for the race. However, any proposed events outside of this may require separate traffic management arrangements and/or road closures, which will need to be agreed with NYCC. In this case, the event organiser will be responsible for the cost of the formal traffic management. We can’t guarantee to agree to all proposals but we will work closely with event organisers to help make as many events as possible happen and to make the Tour de France as memorable as possible for all. If we have agreed to the event in principle, the event organiser will need to complete an application form so we have a record of what is being planned. For road closures for events in residential cul-de-sacs and on through roads, please request a form from NYCC or visit www.northyorks.gov.uk Any events held on the public highway will need to follow NYCC’s event planning protocol. Q Do I need a licence? Only if you are planning to sell alcohol. To be able to sell alcohol you will need to apply for a temporary event notice (TEN). Each TEN can last up to seven days but applications must be submitted to Harrogate Borough Council’s Licensing Team giving at least 10 working days’ notice. Further details and application forms are available from http://www.harrogate.gov.uk/pp/Pages/temporaryeventnotice.aspx or by contacting the Licensing Team on 01423 556843; email [email protected] or by writing to Springfield House, Kings Road, Harrogate HG1 5NX If you plan to sell food you can also get help and guidance from the Food and Occupational Safety Team on 01423 556815 or email [email protected] For more information on the Tour de France 2014 http://letour.yorkshire.com/ A Q Can I arrange for a big screen to show the race live on TV? Yes, provision of TV or radio broadcast is exempt from the requirements of the Licensing Act, so long as it is a live reception and transmission of a programme. A Top Tips • plan in advance • involve your Parish Council • advertise your village party locally • consider public liability insurance • consider additional parking pressure • plan how you will clear up afterwards as it will be the event organiser’s responsibility • be aware of noise into the evening for those not participating • remember that road closures will be in place for a period of time after the race to ensure spectator safety • consider the effects of wind on a large screen – ensure that it is properly anchored down to avoid it blowing over Who to contact: Please note this leaflet is for guidance only. For further information please contact: 01423 556729 or 01423 556022: email: [email protected] | www.harrogate.gov.uk 08458 727374: email: [email protected] | www.northyorks.gov.uk email: [email protected] 01423 857845: email: [email protected] REMEMBER THE RACE IS BIG BUT NOT BIGGER THAN LIFE ITSELF 999 999 If If you you have have anan emergency emergency during during the the race race call the the emergency emergency services services – – For more information on the Tour de France 2014 http://letour.yorkshire.com/