Jubilee Beacons FAQs

Q: When can we light the beacon/bonfire?

The national organisers are suggesting that the bonfires will be lit between 10.00 -10.30pm on Monday 4 June. However, if you are intending having a large bonfire, then you may decide to light it approximately 30 minutes before this time, so as to ensure that the fire is burning well for this time.  The national organisers are happy for you to undertake the lighting whenever you prefer.  However, please note that sunset is not until about 9.20pm at this time of year and it is not really becoming dark until after 10.00pm.

Q: Can we create a beacon/bonfire on any land?

If you do not own the land, then you must consult with the owners and gain their permission to stage your event.  This applies whether private or public land.

Q: Are there any site requirements for a beacon bonfire event?

It is for you, as the event organiser, to determine if the site is large enough and suitable for staging an event of this nature that is open to the public?  Will the site accommodate all of the visitors, plus possibly their cars, plus an area for the beacon/bonfire and a suitable safety area?  You will need to estimate the total audience numbers that you might expect at the event and if you can accommodate for all of these.

Q: Do we require land for car parking?

It may be advisable to identify land for car parking.  If you do not have sufficient land for this purpose, then you should contact Nottinghamshire County Council’s Highways Department to advise them of how many vehicles you anticipate will be parking on surrounding roads.

Q: Who will organise traffic management during the event?

You will probably need to organise stewards who will deal with on-site car parking.  Preferably a separate entrance and exit should be considered.  If you anticipate a large audience, then you may require road signs to indicate your car parking.

Q: What resources do we require?

You should undertake a paper exercise to determine what costs you may require to hire any necessary equipment.  Also can you generate income from the event?  Also, you need to calculate how many staff/volunteers that you will require to carry out the various tasks, including stewarding.

Q: Do we need to obtain a licence for the event?

If the event is to include regulated entertainment or the sale of alcohol, then you may require a Temporary Events Notice (TEN’s are for events with 499 or less people in attendance at any one time) or a full premises licence for more than 499 persons.  Please contact the Licensing Department of Gedling Borough Council to discuss this. A premises licence takes a minimum of 28 days to process.

Do not leave it too late

Q: Do the organisers need to have experience of staging a bonfire type event?

You do not have to have experience of staging an event of this nature.  However, it may be advisable for you to co-promote an event with a local sports club or youth group (e.g. scouts) who have staged a November 5^th event before.  Please note that this event is different to a November 5^th event, as it will not start until approximately 10pm, rather than ending at this time.

Q: Can we charge the public to attend?

Yes, you can charge the public an admission fee, or a car parking fee (if on your land).  This can be used for any purpose to benefit your organisation or a charity.

Q: Can we also release fireworks, or not?

Yes the national organisers and the Chief Fire Officer for Nottinghamshire are comfortable for event organisers to include a fireworks display into the programme of entertainment, provide they are operated safely.

Q: Do we need to advise anyone if we are releasing fireworks?

You should make yourselves aware of the Firework (Safety) Regulations and advise the Emergency Services of what you are planning to stage.

Q: Do we need to put fire precautions in place?

Yes, whether only a beacon or bonfire or a full fireworks display you will need to have safety equipment in place – fire extinguishers, beaters etc.

Q: Do we require any temporary lighting?

You may require temporary lighting for the audience, if your site does not already have an adequate level of lighting.  Remember after about 10pm the site will be in darkness and you have a duty of care to your audience to ensure that they do not fall or trip, or no more serious type of incident occurs.

Q: Do we require toilet facilities?

Unless you only intend to light a small beacon, which will burn out in a relatively short period of time, then you should consider providing toilet facilities on-site or very close by.

Q: Do we need to have Public Liability Insurance, in case of an insurance claim?

You definitely should have Public Liability Insurance (PLI) in place to a minimum value of £2 million, but if you have a larger event or fireworks, then you should consider insurance cover of £5 million or £10 million.  See page 1 of this section for more information and a link to an insurer which has been provided by the national organisers.  PLI can be obtained from most insurance companies and brokers.  Note that Employers Liability Insurance would not be adequate.

Q: Can we provide catering for the audience?

Yes, catering can be provided by your organisation, or by mobile caterers. At least one person should hold a Food Hygiene Certificate.  Mobile catering units should be appropriately registered. If you intend to provide catering, we would strongly advise you to your local environmental/food safety officer who will advise you on current good practice.

Please note that if you wish to supply hot food or hot drink to the public between 11pm and 5am you may require a licence.

Q: Can we sell alcohol at the event?

Yes, but you will need to contact Gedling Borough Council on 0115 9013971 to gain the necessary licence, unless you already have one in place. A Temporary Event Notice will allow the sale of alcohol to a maximum 499 people and must be received by the Borough Council at least 10 working days before the event. Fee £21. Nottinghamshire Police must also receive a copy of the Notice at least 10 working days before the event.

Q: Do we need to produce a written health & safety document and a risk assessment for the event?

Yes, you should undertake a risk assessment for your event and include this within a Health & Safety document which identifies your Normal Operating Procedures and also an Emergency Action Plan, in case a major incident was to occur.

Q: Should we advise the emergency services of our event?

Yes it is advisable to contact your local Police and Fire station of your intention to stage an event.  Depending on the size and scale of your event, then it may be appropriate to advise the East Midlands Ambulance Service and your local Highways Authority if you anticipate a sizeable audience.

Q: What first aid cover do we need to have?

It is advisable that you have some First Aid cover at your event, whether St. John Ambulance. Red Cross or a private company, in case an accident or incident was to occur.

Q: How can we market/advertise our event?

There may be a list of events listed on the national organisers website.  Locally, your District/Borough/City Council may include details on their website.  You should also send a media release to your local newspaper and radio station.  Depending on the scale of the event, then you may wish to allocate some finances for advertising, leaflets or banners.

Q: What if it is raining on the evening?

In your pre planning for the event you need to give consideration for heavy rain occurring on the night of the event. How will this impact on the audience and more critically vehicles, if parking on a grassed field?

Q: Do we require any fencing or barriers?

You may require fencing, barriers, orange mesh netting, rope, or tape – plus stakes to section off the audience from the beacon/bonfire.

Q: How many stewards do we need to use?

This will depend on the scale of your event and the nature of the site and stewarding levels should be determined from your risk assessment.

Q: Who will clear the site of litter and debris?

You should organise a team of stewards who will clear litter from the site and any fireworks debris (where appropriate).  It is also recommended that someone remains on the site until the beacon or bonfire has burnt out.  Where necessary dowse the area with water or cover over with soil or sand to ensure that no embers remain alight. Bagged litter will be collected the following day, for additional collections, please call Gedling Borough Council on 0115 901 3901.

Q: How much might it cost us to stage such an event?

This will depend on the scale of the event and the services that you already have on the site.  It is suggested that organisers carry out a detailed financial plan before registering to stage a Beacon event.

Q: Is there any funding available for these events?

At the time of writing this document (December 2011) no funding is known of from national organisers of the Queen’s Diamond Jubilee Beacons, or from any local authority in Nottinghamshire or the City.