Event manual Appendices-All-v5

SUFFOLK COAST BUSINESS
Appendices
Contents
• Appendix 1 – Stakeholder Guide..................................................................................................... 1
• Appendix 2 – Event Sponsorship ..................................................................................................... 3
• Appendix 3 – Evaluation ................................................................................................................. 5
• Appendix 4 – Stallholder – Application Template ........................................................................... 7
• Appendix 5 – Stallholder – Risk Assessment Template .................................................................. 9
• Appendix 6 – Stallholder – Term & Conditions Template ............................................................. 10
Appendices for Budgets and Risk Assessments are on an Excel spreadsheet

• Appendix 1 – Stakeholder Guide
Who are the stakeholders for this event? They could be -
PRIMARY – where ongoing support for the event is vital for its survival. These stakeholders
commonly have some contractual or financial relationship with the company. Include funders and
employees. The local authority could be a primary stakeholder if you need their permission for
anything.
SECONDARY – where they have a less direct impact on the event. However, a secondary stakeholder
could become a primary stakeholder if conditions change. For example – a local group is small and
powerless and has little impact on an event, but with more support and a legal argument could
quickly become a primary stakeholder
All stakeholders are important, but the degree to which they are prioritised may change depending
on factors and circumstances.
All stakeholders have some influence, as they have a ‘stake’, they all have expectations
So, consider
• Who your stakeholders are?
• What their contribution can be?
• How much influence they have?
• Whether they are likely to get involved?
1. Think about how you could map them on the chart below to show their interest and their
power/influence and how you may need to manage them.
2. The second chart examples who the stakeholders might be at an event
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The chart below examples who the stakeholders might be at an event
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• Appendix 2 – Event Sponsorship
Sponsors can provide financial support, goods/services in kind and media promotion for events. If
you have any contacts with specific sponsors it is always suggested that you discuss this with them
first. By writing a good specific, clear and professional letter, you build the opportunity to create a
long-lasting relationship which can bring clear benefits to both the event and the sponsor.
The Letter
Before a single sentence is written, it is important that the writer and organisation understands the
aims of the event and what it is intending to achieve. By understanding the amount of money,
donated goods/services or type of support one hopes to gain from a letter is essential. Please ensure
that the right language is included not ‘Hiya John’!
Tip - The more specific and focused a letter is, the more likely a business is to give its funds,
goods/services or time.
Address the Sponsorship Letter to Someone Specific
The letter needs to be sent to the person who has the authority of approving your request. It is
important that you find the names, titles. Contact information is easy thanks to the Internet, but you
can also ring them for this. Knowing the name of the owner of a small business or manager of a
specific department goes a long way. Some companies have specific departments in charge of
sponsorships. Finding this out beforehand ensures the letter is properly addressed and gets to the
correct person.
Explain the Event and the Organization
Companies and individuals want to know what they are investing in and putting their name to. It is
therefore very important that a non-profit, group or business is clear about the purpose of the event
and why this is important to individuals, families and to the community as a whole. The language
used in this section should be sharp and engaging. Active verbs go a long way to keeping a reader’s
interest.
Sponsorship Request
Sponsors want to know exactly what you are asking them for. Specific numbers / outline of what you
are asking for, and how their contribution will help make the event a success.
This section of the letter is incredibly important. Be realistic about what sponsors will and will not
give. Being honest when requesting help is important, so when you budget the cost of an event,
show any fundraising efforts and the shortfall.
Short and Sweet
Your letter does not need to be longer than a page, and remember that most people will make a
mental decision in less than a minute if they are likely to approve or reject the request. A good short
and clear first impression is needed.
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Options
Most businesses prefer being given options about what they are being asked to provide, and what
they will receive in return.
What are you offering the sponsor? Logo on posters? A trade stand at the event? Corporate
hospitality at the event? Advertisement in the programme (size/position) Mention in
newsletters/websites? Being announced as a sponsor at the event? Whatever you are offering needs
to be clearly stated.
Tip – Send the letter in the post on good quality paper ensuring that it looks like it is specific to the
organisation rather than a standard letter sent to many.
Sample Sponsorship Letter
Letterhead of Organization
Date
Address, Telephone, Email
Dear Mr., Ms. or Mrs. _______.
On [date of event], [name of organization] is organising a community carnival at area. The event will
include X, Y, Z, and more. Though we have raised most of the funds for our event, we need support
to pay for XX
Our aim for the event is to XXXXXX. This is a chance to give back to the community and XXXXX. Our
event is to XXXXX. Supporting us helps XXX.
We would be grateful if you could support our community XXXX. We anticipate over XXX people
attending this event, and the local community are very much involved in running the event. If you
support us, we will include you in all marketing materials, our website and plan on recognizing your
organization at our event.
The amount you give is completely up to you. Currently, we need to raise £3000. The following are
some options to consider when considering our sponsorship request:
£1500 – Your name, description, and logo on all marketing materials, website, and recognition at our
event
£750 – Your name and description on our marketing materials and website
£500 – Your name and logo on marketing materials
£400 – Your name on marketing materials
If you are interested in sponsoring this, please feel free to ring or email me, or send you contribution
to the address listed below. Thank you for your time.
Chqs “XYZ”
BACS: Acc – Sort Code – Account Name
Yours sincerely,
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• Appendix 3 – Evaluation
The fewer the questions will encourage more people to provide information, and a mixture of
quantitative (where you are offering an option of specific answers) or qualitative (where peoples
own words are recorded) can be useful.
The types of questions you ask will vary on what you want to find out, and various examples are
shown below the appendix which you may wish to personalise for your event.
Members of the Public
1. How did you hear about this event?
(this could be to evaluate your marketing plan
and you could ask them to indicate every
answer relevant to them)
2. What do you think were the best 3 things
about today?
(this could be to evaluate your entertainment
programme - ask them to indicate a fixed
number to show what stood out to them)
3. What sponsors did you see at the event
today?
(helpful when you provide a review for your
sponsors – ask them to indicate all they saw)
5. What improvements could be made for next
year?
- Advert in the paper
- Attend every year
- Poster
- Friend / Family
- Social Media (which one?)
- Banners
- Other (specify)
- Entertainment (specific)
- Trade stands
- Choice of food available
- Bands (which one?)
- Children’s activities
- Parking facilities
- Good value for money
- Other (specify)
- EADT
- Heart Radio
- X
- Y
- Z
- Their thoughts…..
5. How likely are you to attend next year? - 100%
- 75%
- 50%
- Unlikely
6. Would you like to receive information
electronically or via social media?
- (Any comments……)
- Facebook ……………….
- Email………………………
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Stallholders
1. How easy did you find it to make a booking
and obtain full information about the event?
2. If you have any suggestions for how booking
procedures can be improved for future please
detail them.
3. How easy did you find it to arrive at the site,
and set up you stand?
4. If you have any suggestions for how arrivals
can be improved for future please detail them.
5. Obviously the majority of your time was
focussed on selling your products, but would be
pleased for any comments you wish to make
about the event
6. How could the event be improved for future?
Staff
Think of this as how you – as a member of the team - saw the event. Use your thoughts to include
things you observed, felt and heard from members of the public.
Review - What was your overall impression on
the event?
Reuse – What do you think should be repeated
for future events?
Revoke – What do you think should not happen
again / problems?
Revise – What can be improved for the future
Reward – What needs to be recognised from
the event?
Reaction – What actions need to be taken now?
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• Appendix 4 – Stallholder – Application Template
The annual XYZ event is shortly to take place and attracts approximately XXX visitors. This free event
provides the opportunity for visitors to XXXXXXXXXXXXXX
Opening from 10am-6pm visitors will enjoy XXXXXX together with a variety of Craft, Gift & Food
stalls.
Traders selling quality items (photographs, books, gifts, pictures, paintings), Crafts (particularly
unusual & bespoke), Toys, Gifts, Fashion & Accessories (unusual rather than mass produced) Grocery
food and beverage products, and produce ranging from farmers market to flowers and plants are
invited to apply for a pitch.
Electricity is not included and there are separate prices for hot food caterers. Community groups are
able to have a space to promote their organisation.
Approximately XX stallholders will be able to attend and it is our intention to allow a maximum of
two traders selling the same product, so early application is recommended.
The event is indoors/outdoors and pitches cost is £XX for a 6 foot pitch, or £XX for a 3m pitch for
your commercial gazebo. We will provide a 6 foot table / space for your equipment. Stallholders are
able to arrive from Xam to give you the opportunity to set-up your stall and cars will be allowed on
site after Xpm providing event staff confirm it is safe to do so.
Full information is detailed on the terms and conditions sheet.
If you wish to apply, then please return the
• attached form together with your payment,
• copy of your public liability insurance certificate and
• completed risk assessment form.
All of these items are required to consider your application.
Pitches are limited and applications are now being accepted.
If you have any queries please email: XYZ or phone XYZ on XYZ
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Your Name
Organisation / Trading
Name
Contact Address
Mobile Number 07
Email
Website
www.
Twitter / Facebook
Brief Description of the
items that you will be
selling at the event
Application Form
Number of Pitches @ £xx
3m x 3m / 6ft x 6ft
………
Total £………….
I wish to apply for a pitch at the above event and would confirm I have given the correct
information and have read and understood the Terms and Conditions.
I attach payment of £XX (payable to XYZ) / have paid the fee by BACS
Account Name: xyz. Sort Code: xx-xx-xx. Account Number: xxxxxxx. Please use your name as
reference. If you would like a receipt please enclose a SAE.
I have enclosed a copy of my public liability insurance certificate and completed risk
assessment.
Successful applications will be notified by email.
Signed………………………………………………………..
Dated ……………………………………..
Please return to: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
Or scan form attachments and email to: xxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxxx
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• Appendix 5 – Stallholder – Risk Assessment Template
Risk Assessment – Stallholders
Stall Name………………………………………………………………… Risk Assessment
Carried out by…………………………………………………………. Date……………………………….
Identify Hazard /
Risk
What type of hazards
could cause harm
whilst setting up,
running and closing
down your stall?
Example 1
Tripping over
equipment and stock
when stall being set–
up
Example 2
Gazebo being blown
over in the wind
Persons at risk?
Who could be
harmed?
Staff?
Visitors?
Staff
Event Staff
Other stallholders
Staff, Event Staff
Visitors
Other stallholders
List Any Controls In
Place
What precautions are
you taking place to
prevent this? What
training has been
provided?
Care is taken by
competent staff to make
a safe working space
with all equipment and
stock being kept safely
together and supervised
at all times
Gazebo put up by
competent staff and
securely weighted to the
ground. In the event of
high winds or gusts the
sides are removed
Risk Level
After taking into
account your
precautions, how likely
is it to occur and how
severe could any injury
be?
High
Medium
Low
High
Medium
Low
High
Medium
Low
High
Medium
Low
High
Medium
Low
Please add additional lines as appropriate
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• Appendix 6 – Stallholder – Term & Conditions Template
Booking
Your fee is required when making the applications and applications will not be confirmed until this
has been received. Payments should be by cheque with the application form or by BACS. All fees are
non-refundable under any circumstances. Any allocated space if for the sole use of the applicant, and
no sub-letting / sharing is permitted.
Arrival and Departure
Traders are able to arrive from time on Day and Date to set up. Departure is from time. Your stall
needs to be open each day from start-finish time.
Vehicles
Vehicles are permitted to enter the site for loading and unloading only and must be driven with due
care and attention to pedestrians / other stalls. Speeds must be kept below 3mph with hazard
warning lights used. Reversing is to be avoided unless absolutely essential when a second person
must stand to the rear of the vehicle to ensure this is kept clear during the manoeuvre. They must be
removed no later than time each day. Parking is not provided, but details of available facilities will be
provided prior to the event. Vehicles will be able to return to the site from time subject to it being
safe to do so and vehicles should not attempt to enter the site until permission has been given by
event staff.
What do I need / Gazebos?
A space is provided for your 3m x 3m gazebo/tent (and you will need to supply the minimum of four
weights). This must be of a commercial grade with fire retardant fabric complying with BS 7157 / or
equivalent and you are able to provide evidence of this (eg: certificate/label inside). You will need to
ensure that this is weighted down in the corners. All supporting poles, frames, guys, stakes, anchors,
fastenings etc, should be erected by a competent person and regularly checked. Failure to meet this
advice may mean you are instructed to remove tent from the site. You will need to supply any
tables/chairs that you need etc. Stallholders are required to supply a suitable fire extinguisher and
‘no smoking’ sign for their gazebo. If you wish to hire a gazebo which will be erected and weighted
for you complete with a 2m table then this can be arranged at a separate cost of £xx.
Insurance
Public Liability Insurance is necessary for every stall, with a minimum liability of £5m. A copy of your
certificate and your risk assessment will be required prior to the event.
Housekeeping
Stallholders are required to keep their stall smart and presentable at all times. Stands and spaces
beneath should be kept clear of paper, rubbish and similar loose combustible materials. All debris
must be removed bagged and left in the area provided at the end of each day and all liquid waste
must be removed from the site. Any costs of cleaning a pitch will be the responsibility of the trader.
No smoking is permitted on any stall or in close proximity of any combustible materials, flammable
liquids or gas equipment.
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Sale of food
Traders are only allowed to sell goods as stated on their application form and any changes or
additions must be approved prior to the event.
All traders of food products (retail and/or caterers) must be registered with a local authority and
must provide evidence of their current rating (3 star is the minimum acceptable), together with
details of the food hygiene/training of staff working with food who must be suitably instructed
and/or trained and supervised. Traders must comply with the provisions of The Food Hygiene
(England) Regulations 2006, Regulation (EC) No 852/2004 and the Food Safety Act 1990 and all
relevant legislation. Food Sellers must detail their Licencing Authority on the Trade Stand application
form and this should be publicly displayed on their stall. Any cooking appliances and flues should be
positioned well clear of gazebo walls and roofs.
Electricity
Where power is supplied, the use of energy efficient lighting is strongly recommended. Please note
that a 16amp (blue) lead will be supplied and you will need to provide appropriate outdoor
waterproof connections/adaptors etc. All electrical appliances should be checked for safety. You
should indicate the maximum power you are supplying per lead. Generators are not permitted on
site.
LPG/Gas
Prior to the event, traders using gas must provide full information about what appliances they will
be bringing together with relevant documentation. This must include documentary proof of the gas
system inspection by a Gas Safe Registered engineer within the last year, or in line with
manufacturer’s instructions. Any gas bottles must be stored in an appropriate cage.
Goods for sale
Traders are only allowed to sell goods as stated on their application form and any changes or
additions must be approved prior to the event. Sale of the following goods is prohibited: live animals
and birds, fireworks, firearms, replica and decommissioned firearms, combat knives, counterfeit
goods or any other items deemed by the organisers as likely to cause offence or danger to the
public.
Charity Collection
Charity collection boxes or any form of charity collection is only allowed with a permit from the local
authority. Stallholders wishing to have a collection box on their staff must contact the organisers for
further information.
Security
Security staff are employed to guard the site overnight with the aim of ensuring that property and
goods are protected. No liability for loss or damage to these is accepted by the organisers or security
staff with the stall holder being responsible at all times for their equipment and stock. It is
recommended that suitable insurance is obtained for stock and equipment.
Stallholder behaviour
Stallholders and their staff are expected to conduct themselves in a manner that does not bring any
adverse publicity to the event, the event, fellow traders or to the event organisers. The following
behaviour will not be tolerated: swearing or arguing; fighting; drugs or alcohol (promotion or
consumption).
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Traders are expected to present a positive image at the market and to treat customers, fellow
traders and others with courtesy at all times. Failure to comply will result in the immediate
termination, without notice or compensation, of the contract to occupy the market area.
Safety & Compliance
The organisers will be on site during the event; including set-up and clear-up and will be responsible
for the safety of the site and management of the event. If any health and safety issues are identified
by the organisers, the stallholder must immediately rectify them. Failure to respond to reasonable
requests from the organisers or their representative will result in your space being forfeited without
refund of fees.
Further information
Please contact Name on Mobile or by email for any further information.
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