A typical division of responsibility between a client and EventPlan
This can vary from event to event, depending on scale, theme, client wishes etc.. Each event is different and the split of responsibilities agreed accordingly.
EventPlan responsibilities
1. Sourcing and contracting of appropriate performers subject to their availability/willingness to participate.
2. Sourcing of historical traders and collection of an appropriate pitch fee to set against the expenditure budget.
3. Publication on the EventPlan web site of Conditions of Participation for performers.
4. Establishing of performer and EventPlan fees, plus forwarding of an invoice to cover these to our client.
5. Ensuring that EventPlan staff, performers and any agreed historical traders carry appropriate 3rd Party liability insurance.
6. Provision of a copy of EventPlan insurance to our client prior to the event.
7. Production of a ground plan for the event, to include performance, viewing and performer camping/parking areas, in liaison with our client.
8. Creation of an appropriate display timetable.
9. Liaison with performers on display content, scripts and commentaries, to ensure appropriate displays.
10. Distribution of advance information to performers detailing directions, times, & other relevant information.
11. Forwarding of text for any visitor programme (including times, H&S information etc), for production and distribution by our client.
12. Production of a general risk assessment to cover EventPlan’s activities.
13. Ensuring that performers draw up and act upon their detailed risk assessments.
14. Collating of copies of performer risk assessments.
15. Appropriate liaison with groups and local Police over the use, storage and licensing of black powder/ weaponry.
16. Publicity for the event on the EventPlan web site and via free listings as appropriate/available (eg Skirmish magazine and specialist “what’s on” web sites)
17. Supply and erection/collection of green stakes and tape for display arena barriers.
18. Supply of A4 laminated arena safety signs (attached to our boards on stakes).
19. Supply of other signs (eg, identifying performing groups), if appropriate.
20. Supply of a freestanding non-mains PA system(s).
21. On-site co-ordination of the set-up for the event, and pack up.
22. Direction and co-ordination of performance-related activities on site at appropriate times, by uniformed event staff.
23. Stewarding of display arenas (shared with performers. All performer groups are a) self-stewarding, and b) act as internal arena stewards)
24. PA narration, and links between displays.
25. Promotion of client’s offers (eg season tickets) over the PA.
26. Subject to availability, informal photography at the event, with provision of agreed images to our client (photographer copyright restrictions may apply) and appropriate pictures featured on the EventPlan web site.
27. Paying of performers their agreed fees once forwarded to us.
28. Post-event evaluation and recommendations, if requested.
1. Liaison on and agreement to (as appropriate) the above plans/duties.
2. Confirmation of an appropriate expenditure budget, to include a retainer fee during the planning stages of the event(s), if appropriate.
3. Overall site/event risk assessment and emergency plan.
4. Appropriate public liability insurance to cover event-related activities carried out by our client including staff/volunteers.
5. Arranging a licence under the Licensing Act 2003, and Performing Rights Society licence, if appropriate.
6. Arranging for agreed space/venues to be made available to EventPlan and its performers, including all necessary access.
7. Advance warning to EventPlan of any maintenance works or restrictions (including financial) that could affect the event.
8. Advance marketing, advertising and promotion.
9. Performer, living history, modern camping, parking and (if required) black powder storage areas on site, to be agreed in advance with EventPlan.
10. Provision of visitor facilities including ticketing, catering and toilets.
11. Provision of appropriate 24-hour performer facilities to include toilets; drinking water; camping; vehicle access (and if needed) an adequate supply of dry seasoned firewood approximately cut to “domestic” size.
12. Arranging of site-related staffing including stewards (1), security etc (the latter if required).
13. If possible, provision of an appropriate number of radios on the property’s network for liaison purposes.
14. If possible, provision of a room to act as a secure EventPlan overnight office/store, eg, for PA system(s).
15. Any additional site-related health and safety measures as agreed.
16. Production and distribution of a simple event programme for visitors, if appropriate.
17. Any other site-related aspect of the event’s planning and management not mentioned above.
(1)* As EventPlan staff and all performing groups steward performance areas as a matter of course, usually based on arenas where the largest numbers of visitors congregate, a client may only need to supply some general crowd stewards (depending on whether the local authority issues any directives as part of their licensing process). As our events are usually well spread out with very few "pinch points", this is usually achieved by existing site staff.
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.
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Updated 16 December 2009