Event Road Closure Guidance Notes
Wakefield Metropolitan District Council actively supports and encourages events. They are an integral part of local life and are important to local communities and economy. It is important that events take place in a safe manner and cause minimal disruption on the highway. These guidance notes are designed to help you do this.
This guidance is based on the Home Office document “The Good Practice Safety Guide” (2006) and HSE publication “The Event Safety Guide” published 1993 (HSG 195).
Large events require at least 6 months notice. Small events require a minimum of 12 weeks notice to ensure no other activities take place which could affect your event being held and to allow Wakefield Council to process the application.
General Information – points to consider
· Who is the event aimed at? Particular groups have different risks associated with them.
· How many people are expected to attend and how is that controlled i.e. tickets?
· Where will the event take place?
· Is the venue adequate for the type of event taking place?
· Is your event increasing in popularity? Do you need to review whether the venue is still suitable due to increase in numbers attending or other changes?
· Web site adverts - can the venue/road network cope with the additional people this generates?
· What will be the impact on the local community?
· Does the event or surrounding area have sufficient car parking?
· Do you need to close any part of the public highway?
· Have you considered Park and Ride to prevent on-street parking and access problems?
· Is suitable public transport available?
· When will the event take place and does it clash with any other event in the area? Note: applications for parades Monday to Friday are only approved in exceptional circumstances.
The type and size of the event will also affect the type of order required i.e. road closure order or a temporary traffic regulation order. It also affects the timescale for applications.
Event organisers need to agree who is responsible for the event; for local community events this may be an individual, for major events there may need to be a management structure for each element of the process.
The primary “duty of care” for public safety rests with the organiser(s). If the event is on any part of the highway the responsibility for public safety still rests with the organiser.
Traffic Management Plan and Risk Assessment
A Traffic Management Plan (TM plan) must be completed and submitted with your application form; organisers must consider the traffic management and road safety implications of their event at an early stage even if they are not closing any roads. If traffic management issues have not been addressed or the event poses serious disruption and road safety concerns, then the event may not be allowed to proceed. Depending on the scale of the event you may be asked to provide a presentation to the Safety Advisory Group (SAG) in order to gain approval for such an event.
The TM plan needs to show how traffic will be organised both on the public highway and, if applicable, on site, and where the access and exit routes for visitors and the emergency services will be. The TM plan must also include details of the advance signage which is to be erected 2 weeks prior to the event commencing and the signage on the day(s) of the event.
TM plan must not include the use of police resources to control or direct traffic or steward the event. TM is the responsibility of the event organiser. (An example TM plan is attached as appendix 1).
The TM plan (as part of your Event Plan) should include a full risk assessment which clearly identifies and carefully examines all risks to the travelling public, participants, employees, volunteers attending the event. The nature, location and environment of the event also need to be considered.
Your risk assessment will record all risks giving details of how those risks are managed and reduced to an acceptable level. Further information is supplied by the Health and Safety Executive (HSE), website www.hse.gov.uk & http://www.hse.gov.uk/risk/assessment.htm
Chapter 8 Accreditation
The traffic management of certain road closures will require a qualified Traffic Management Company to carry out the work. A copy of the accreditation certificate from the company who will carry out this work at the event should be included in your Event Plan.
Insurance
Event organisers are required to have current Public Liability Insurance (min £5,000,000). A copy of the certificate showing the insurance covers all activities related to the event must be submitted within 28 days of the event.
Consultation
Event organisers must consult with affected residents and businesses, and West Yorkshire Combined Authority if a closure is on a bus route. Written confirmation that this has been carried out and any resulting comments must be forwarded to the Council. You should discuss your event with the Council before carrying out your consultation to agree the consultation area.
· West Yorkshire Combined Authority: Alex Barlow can be contacted on 0113 251 7299 or by email
Road Closures and other restrictions
If you need to close a road(s) or any part of the public highway you will need to submit a plan showing the highway you wish to close, duration and any diversion route identified.
If your event clashes with any already planned roadwork’s which cannot be postponed your event may have to be rearranged.
You are not permitted to close any part of the public highway without lawful authority.
Parking Restrictions
If you require parking to be suspended on any road for the event you should list the exact locations on the application form. Suspension is approved through the Council’s Parking Services department.
· WMDC Parking Services: Martin Wetherill can be contacted on 01924 306083 or by email:
The Council do not supply cones. You will be required to provide cones from a Traffic Management company which meets regulations. Cones cannot be hired or borrowed from the Police. Organisers with their own supply of cones must apply to West Yorkshire Police for permission to place them on the public highway.
· West Yorkshire Police:
Signs on the Highway
The Council do not supply signage. You will be required to provide signage from a Traffic Management company which meets regulations.
Advanced Signage Prior to the Event
The Traffic Management Act 2004 requires that advance signing (Sign 6 below) is erected along the route of any roads to be closed for an event. The signing must be erected two weeks before the event date and removed immediately after the event. Organisers are responsible for the manufacture, erecting, maintenance and removal of all signing.
Directional Signage to the Event
The following criteria will be used to determine whether additional direction signing is necessary; as detailed in Department for Transport Traffic Advisory leaflet no. 4/11.
1. The existing signing is inadequate to guide people to the event.
2. The signing should only be used to guide traffic intent on finding the event and therefore would only be erected from the nearest “A” or “B” road in question.
3. Signs will not be approved if they are deemed purely advertisements in order to encourage extra visitors.
4. The signs shall not normally be erected on site more than 48 hours before the event and removed not more than 24 hours after the event – (in case they clash with other event signing).
5. No other signing or fly posting is permitted for the event (Highways Act 1980 s. 132 makes fly posting illegal); failure to comply with this may result in the removal of all the signs and/or prosecution.
Regulation Road Closure signing and Diversion signing
Sign 6
Example text only
Sign 1 – One sign to be placed at each end of closed section of road and at junctions within the closure. Wider roads may also require red and white traffic cones. A Steward in attendance is also required to prevent a sign being moved to ensure safety during a road closure.
Sign 2 - Placed on the approach to closed road junctions.
Sign 3 - Diversion sign with left or right arrow as appropriate to be placed at start of diversion only – subsequent signs see sign 5.
Sign 4 - To be provided at each end of the diversion.
Sign 5 - At every change of direction for traffic at junctions with left or right arrow as appropriate. Longer diversions may require a sign with an “ahead” arrow.
Sign 6 – Advance signing - To be placed at each end of the closure 14 days prior to road closure. Longer routes will require signs on each road affected.
Organisers are responsible for periodic checking and maintenance of all signing prior and during the event. No part of the sign should be less than 450mm from the edge of carriageway, not less than 2100mm from ground level and not less than 2500mm above a cycle way. A cable tie securing the sign top and bottom is required on corex signs to prevent the sign bending.
This authority is to be indemnified against all claims for accident or injury caused by, or in consequence of the erection of the signs and this risk should be identified by you when applying for Public Liability Insurance.
All “Road Closed” signing must be removed and the road re-opened at the end time shown on the road closure order.
Safety Advisory Group
The Safety Advisory Group (SAG) consists of members of the Local Authority and the Emergency Services. The SAG provides a forum to enable event organisers to present their event plans and receive guidance to ensure there is a consistent approach to safety at the planned event.
It is important to remember that it is the event organiser who is responsible for the safe running of the event. It is not the role of the SAG to plan the event, write management plans or to produce risk assessments. The purpose of the SAG and its members is to review event management plans and offer safety guidance.
· Safety Advisory Group (SAG): Neil Favager can be contacted on 01924 305048 or by email:
· The online SAG application form can be found at: http://www.wakefield.gov.uk/residents/events-and-culture/events/organising-an-event/safety
Police
The role of the Police at pre planned events is limited to their core responsibilities. However, as part of the event planning process the police will review event and traffic management plans through the SAG and provide advice and guidance where required. They cannot provide resources to implement traffic management plans in respect of pre planned events. Organisers are required to ensure their plans are suitable and able to be implemented by suitably experienced stewards. Private stewarding has become a recognised way in which events are supported. However, it has to be recognised that it is unlawful for non-accredited stewards to direct traffic on the public highway. All stewards must be over 18 years of age.
Additional Contacts
· WMDC Legal Services, Alex Spurr can be contacted on 01924 305015 or by email: . Alison Frost can be contacted on 01924 305219 or by email:
· WMDC NRASWA & Co-ordination Highway Officer; Kath Walkington can be contacted on 01924 306484 or by email:
Appendix 1
Traffic Management PlanEvent Name / Pontefract Liquorice Festival / Event Date / Sunday 14th July 2013
Background / The festival is well established as a major annual festival promoting Pontefract and the Wakefield District both regionally and nationally. The target is predominately families and is attended by residents of the district, as well as regional, national and some European visitors.
Attendee Figures / The attendance at the PLF has been steadily rising over the years, with the estimated attendance figure for 2012 being 30,000. We predict this figure to increase marginally in 2013.
Event Parking / Off Street Parking
There are 13 council owned car parks in Pontefract Town Centre.
All Council car parks are free of charge on Sunday.
Street Parking
All Council street parking is free of charge on Sunday.
Contractors, Suppliers & Staff
All contractors, suppliers or staff will be required to source their own parking during the festival.
The council accepts no liability for any parking charges incurred during the festival.
Signage / The AA have been contracted to erect exterior event signage to guide participants in from all major driving and walking routes including junction 32 of the M62, A645 & A639 (Full schedule found at end of this document)
Set Up & Dismantle / Between 05.00 and 09.00 access to the main precinct area will be granted to contractors and suppliers who require an element of set up to deliver their services.
Approximately 50 vehicles are expected to require access on site, requiring a team of 4 traffic management stewards. Stewards will set out “Road Closed” signs and cones at both ends and all side roads. All roads will be open by the time shown on the road closure order.
Site Plan /
The routes above have been agreed between The Festivals Team, the Markets Team and the traffic management stewards
Route One Stalls 20 - 55 (as indicated in blue on the map attached) will be used by Market stall holders only. This route will be in use between 07:00 and 09.00 and 16.10 and 18.00. There is strictly no vehicle movement between 09.15 and 16.10 on this route, other than emergency vehicles
Route Two Stalls 1 – 19a (as indicated in red on the map attached) will be used by contractors, suppliers and traders located on Market Place, Market Cross or Beastfair This route will be in use between 06.00 and 9.00 and 16.10 and 18.00.
There is strictly no vehicle movement between 09.15 and 16.10 on this route, other than emergency vehicles.
Emergency Access / All emergency services have access codes for all the electronically programmed bollards throughout the precinct.
Traffic Regulation Orders / An official road closure has been agreed as per the ‘Town Police Clauses Act, 1847’ by the Council’s Legal Services department.
The road closure is in place for the below listed streets between 05:00 & 21:00:
Market Place / Beastfair
Bridge Street / Shoe Market
Salter Row / Wool Market
Gillygate / Baxtergate
Cornmarket
All parties affected by the road closure have been notified via letter, including all businesses located on the precinct.
Primary Contacts / Bob Smith – Tel: 01924 123456 & during the event – Tel: 07770 1234567
Appendix 2