On-site facilities

Visitor facilities

If wished, EventPlan can advise you on what and how many visitor-orientated facilities you may need to plan in eg toilets, car parking, catering, litter picking etc, as well as on licensing issues, health and safety including risk assessments, and the like.  

Arena seating and viewing: We do not usually recommend grandstand or similar viewing around our arenas as a) they are very expensive and b) extremely visually intrusive. Instead we carefully plan viewing areas (including any elevated ground if available) and usually implement a simple three part viewing policy along our taped arenas - with visitors nearest the barrier seated on the ground, those with folding chairs etc behind them and standing visitors at the back. This works well and ensures easy viewing for the largest number of people. If a client is able/willing to supply some folding chairs, these are usually much appreciated by visitors and can generate much good will (which in turn can lead to welcome return visits).

Performer facilities needed

Most shows are deliberately designed to work well within a "green field" environment with a minimum of infrastructure and fuss. Practical (generally 24 hour) requirements vary from event to event but are usually very simple:

• Flat (or reasonably flat) living history and (preferably non-public access) modern camping, caravan & parking areas with reasonable vehicle access (1)

• If required, a black powder storage area, usually a non-public area in which the re-enactors would place a tent with powder boxes within (2)

• Horse grazing area, if appropriate. Performers can bring their own electric fencing if required. A water tap needs to be close by.

• Toilet provision, including for disabled persons. Preferably non-public, although sharing is fine if regularly serviced to avoid overuse.

• Drinking water supply

• An adequate supply of dry firewood, preferably cut to domestic size, for living history cooking fires, if appropriate (3)*

• Rubbish skip(s) or somewhere to place rubbish bags (usually depending on the scale of the event) and cooled ash from living history fires.

• Fire Point(s). EventPlan can supply these, with fire buckets, but if you have extinguishers so much the better.

• Site security if necessary - please see below

• A changing or "Green" room (for certain displays only, eg for fashion shows)

• Electrical supply (certain events only, eg 1940s singers' music system)

• Catering concession (larger events only)

If you are able to offer one or two "extras" eg a shower block on site (as for example, the Army at the Colchester Military Festival), then this always proves extremely popular with the performers and helps to win their "hearts and minds" (please see Happy performers, below). An evening "beer tent" is particularly popular at larger events and can be very profitable for the venue if they arrange it, as can be breakfast facilities if a client has a cafe/restaurant and are willing to open early.

Protecting the ground: We and our performers are used to working on sensitive ground (eg with archaeological remains just below the surface) and always seek to leave the ground as found.  And because our theme is historical, we don't need (indeed, don't want) large items of infrastructure such as staging, lighting towers etc as they only ruin the ambience....so historical events can be amongst the most gentle on any landscape (4). Naturally, very adverse weather might cause accidental temporary or superficial damage during set up and/or pack up but very little compared with events that require large items of infrastructure.

Site security: Because the value of performers' uniforms, weapons, kit etc can be considerable, sometimes running to thousands of pounds per person, a secure site is important, with patrols if appropriate.  Although the performers take care to keep an eye on their possessions, they cannot be everywhere at once and unfortunately on occasions a tiny number of event visitors can turn out to be opportunistic thieves, and have been known to make off with items that whilst of little use to them, have taken years for performers to afford, collect or make. As a result, some form of security is appreciated a) in the modern camp during event hours so performers can leave during the day to participate with confidence, b) within the living history area during event hours, and c) around the venue generally "after hours" unless the site is completely secure from the public.  It is not necessary to being in a lot of security (unless the venue has a history of problems, eg an open public park), just enough for basic patrols and/or a guard at the main gate. A local security firm will most likely prove more cost effective than EventPlan carrying out this role as our staff usually need to travel some distance to participate, so would cost more.

Notes

(1) These areas are usually grassed.  However we can also stage displays on hard standing (eg at Gloucester's historic docks), although this severely limits the use of living history tentage. If this is the case, some sort of "Green Room" is useful as this offers the performers a base in the absence of their tents. Overnight camping generally needs to be on a grassed area.

(2) The exact size, location & security requirements would be agreed with the police.

(3)  Living history fires are usually small in size (two feet square or less) and consist of two different designs depending on the sensitivity of the ground: a) an authentic, shallow fire pit with the turf removed. At the end of a event the fire area is cleared, cooled, and the turf replaced, leaving little trace. This is suitable for wooded areas and grass, but not beautifully maintained lawns. Or  b) a less authentic free standing, raised fire basket & tray which avoids any damage to the ground, so ideal for archaeologically or otherwise sensitive ground/lawns etc. We do not normally expect fires in modern camping areas although much appreciated by performers if possible. Raised "picnic" barbeques are normal within modern camping areas, and the performers need these (or gas stoves) to cook on.

(4) A few exceptions include WWII tanks if required, which can damage turf so are best utilised in fields or parkland where temporary damage is not an issue.  Likewise WWII fox holes or other field fortifications (which, being relatively rare, prove extremely popular with visitors and are highly recommended for this reason) would leave a temporary mark once reinstated at the end of the event. Vehicle access is needed to (or within a few yards of) living history areas for unloading and packing up. Temporary marks from vehicle tyres and horses' hooves are possible in wet conditions. When agreeing an event layout with a client, EventPlan will always take into account the possible impact of weather, vehicles, horses etc and plan accordingly to minimise any potential damage.

EventPlan staffing and facilities

Our small team, ranging from one person at small events to as many as a dozen or more at larger ones, carry out performance-related co-ordination and duties on site in liaison with the performers.  We can also act as arena stewards during event hours (see more about stewarding on our Other client information page). The size and cost of the team forms is included within the performance-related budget agreed with our client. 

Our physical needs on site are minimal. In addition to access to the above performer facilities, we usually ask for:

• An electrical point (or points) to recharge EventPlan's non-mains PA systems overnight.

• At least one radio on your staff frequency so we can readily communicate with our client during the event, including set up and pack up. At larger events we usually arrange a (hired in) radio for each member of the EventPlan team (and sometimes to key performers too), but this is generally on an internal EventPlan network unless you prefer to issue some of your radios to them too. In this case we recommend radios with separate channels for EventPlan and client use.

• Access to a lockable room as an "HQ" during larger events, if appropriate/possible.

Happy performers

Happy performers always stage a better show, so making them feel welcome is very important, especially as nearly all performers belong to voluntary societies who cannot enforce attendance at a event against members' wills. Achieving a happy cast doesn't really take any effort, merely requiring basic facilities and an understanding that the performers primarily participate as a leisure activity, including beyond event hours. Conversely, if they feel unwelcome or exploited, or find themselves saddled with what they feel to be impractical, draconian and/or unfair restrictions, they are unlikely to put on the best of shows...or worse, perhaps not be willing to participate at all. Most clients understand this and the result is a great atmosphere with first class performances by happy performers. Naturally we can advise on all this and will raise any points of concern with our client in the unlikely event that they crop up.

Our performing groups are well disciplined, sensible, and well behaved. Obviously there will be some noise in and around the camping areas "after hours" - singing, laughter etc - but generally very restrained, with a midnight noise curfew (unless other arrangements are requested). As historical re-enactment is generally a very friendly, social hobby, problems with rowdiness or incidents between participants are almost unknown, even if at a larger event an evening beer tent is set up as a popular social centre for the participants.

Queries

If you have any queries arising from the above - indeed, any aspect of working with us, please let us know and we'll be happy to chat things through.

Back to  Other client information

Updated 16 December 2009