The Big Lunch – 5th June 2011

The application form will help you organise your party so it meets all the legal requirements and leave you free to enjoy the day!

First things first!
Check that the arrangements for your street party don't clash with any other events in your area. Let the Council know early about your plans and we will be able to advise you. Remember, if two or more events are held at the same time in a local area they can cause traffic problems so it's a good idea to plan ahead and check with us.

Temporary road closures
Usually the Councils do not encourage events on the public highway, but the Big Lunch is a national community event and we want to help everyone take part. Safety is our prime concern and we will do our very best to advise you so that your party can go ahead. If you are planning a street party or any other event on the public highway you must apply to the Council for a temporary road closure under the Road Traffic Act 1984. This is absolutely essential, even if the road will be closed for just a few minutes. A temporary closure means that all vehicles are kept out but the road is open to pedestrians. The District and County Councils have agreed to meet the costs of the advertising and legal fees for the road closure for this event.

Road closures will only be considered on unclassified roads, as closures of A, B and C roads will have a serious impact on traffic flows. Some unclassified roads are bus routes or access to rural areas and closures of these roads will not be allowed. If your planned party is on one of these roads consider joining in with a party on an adjacent road that has no restrictions.

What's needed for a temporary road closure?
Notification – Please complete the application form and submit to your appropriate District Council:

• Aylesbury Vale DC : licensing@aylesburyvaledc.gov.uk
• Chiltern DC : engineering@chiltern.gov.uk
• Wycombe DC : neil.stannett@wycombe.gov.uk
• South Bucks DC : environment@southbucks.gov.uk

Legal fees - You'll be glad to know that the District and County Council will share the legal fees and meet the cost of the statutory advertising involved.

Public liability insurance - You and your fellow organisers will need Public Liability Insurance of £5 million before the Council can start the legal procedures for your party. This can be obtained for a premium of around £50 from a reputable insurance broker.

Example of insurance brokers

• www.financeredirect.co.uk/insuranceproducts/streetparty/index.htm
• street-party-insurance.com/

Buckinghamshire County Council does not promote any one company and many others are available on line.

• Signage - You will need a plan showing the extent of the proposed closure and any diversions for through traffic. The Council's Road Space Management Team will give you advice about what signs will be required and where they need to be placed, we will try to keep this to a minimum, but signs and barriers are required to keep you, your guests and other road users safe. The event organiser is responsible for providing, putting up and removing all signs afterwards. The AA , RAC or reputable traffic management company will be able to help you with these, but they will make a charge. Signs giving advance warning of the closure need to be displayed a week before the event.
  
  Companies that may be able to supply signage:
  Street Furnishings Ltd: Tel: 01189 404717
  Graphiti Art Ltd www.graphitiart.co.uk 01628 674264
• Emergency services - The Council will liaise with the Emergency Services on your behalf. Early notice of your event is essential to enable the emergency services to plan ahead.
• Safety - You are strongly advised to do a risk assessment for your event so you are well prepared for any possible eventuality. An example of a risk assessment form can be found on:
  www.sampleforms.org/event-risk-assessment-form.html

Site Clearance
The event organiser should ensure that the site is clear after the party and that no litter is left on the highway.

Further Advice
Further information is available from the County Council's Streetworks Team on 0845 2302882 or by email to roadclosures@buckscc.gov.uk .

A few other points to remember:
Emergency services vehicles will need access at all times with a minimum of 3.5m width available.
You may need a temporary event notice if you intend to have outside music. If you intend to sell alcohol, a licence will be required. Please call your District Council's Licensing Team

• Aylesbury Vale DC : 01296 585605 or licensing@ayleburyvaledc.go.uk
• Chiltern DC : 01494 732063 or licensing@chiltern.gov.uk
• Wycombe DC : 01494 421 222 or licensing@wycombe.gov.uk
• South Bucks DC : 01895 837373 or licensing@southbucks.gov.uk

You must have contingency plans in place in case of accidents, medical emergencies, fire etc. These should be covered by your risk assessment document. Don't forget The Event Safety Guide is available as a free download of the document at: www.hse.gov.uk/pubns/priced/hsg195.pdf