Frequently Asked Questions About Hosting Events

Getting started is simple. Reach out via the booking form and share the details of your proposed event and required documentation all—we’ll get back in touch with you walk you through the next steps and answer any questions along the way.

Event organisers are required to submit the following information to JRF at least one week prior to the event:

• Event booking request and event programme (Booking form)

• Event Risk Assessment and Method Statement (RAMS) where applicable.

• Public Liability Insurance certificate.

• Organisation Health & Safety Policy (where applicable).

• Safeguarding Policy and procedures where children or vulnerable adults are involved.

• Details of first aid arrangements.

• Emergency contact details for the event organiser.

• Expected attendance numbers.

• Details of any contractors, equipment or temporary structures.

• Any specific welfare or accessibility arrangements.

JRF reserves the right to request additional information or refuse an event where adequate safety arrangements have not been demonstrated.

You may not be required to provide all the listed information for certain types of events - please read the FAOs around this below.

Event organisers and all their sub-contractors must submit suitable and sufficient Risk Assessments and Method Statements (RAMS) where an event has the potential to impact the health, safety or welfare of:

·       JRF staff

·       Volunteers

·       Contractors

·       Event attendees

·       Members of the public

·       Other Park users

·       Any other person who may be affected by the event

Examples include, but are not limited to:

·       Installation of temporary structures or equipment

·       Performances or entertainment

·       Markets, fairs and festivals

·       Catering activities

·       Use of electrical equipment

·       Children's activities

·       Sports or organised activities

·       Events involving vehicles

·       Events using the Pavilion or Greenhouses

·       Activities requiring specialist equipment or contractors

RAMS are generally not required for low-risk activities that are unlikely to present a significant health and safety risk to others.

Examples include:

·       Small community meetings within the park.

·       Informal gatherings.

·       Walking groups.

·       Picnics.

·       Other passive activities where:

·       no equipment is installed;

·       no temporary structures are erected;

·       no organised activities or entertainment are provided;

·       no significant risks are introduced.

However, all such activities remain subject to the Homestead Park booking and approval process.

The event organiser must complete the Homestead Park Event Booking Form so that the Homestead Park Team can assess the proposed activity and determine whether RAMS or any additional safety measures are required

RAMS are not difficult to create at all, you can find all sorts of helpful tips and templates from the official Health and Safety executive (HSE) website: CLICK HERE

Before access to Homestead Park is granted, all event organisers must receive a JRF Health & Safety Induction.

The induction will include:

• Site-specific hazards.

• Fire safety arrangements.

• Emergency evacuation procedures.

• Assembly point location.

• First aid arrangements.

• Incident and near miss reporting requirements.

• Lone working arrangements (where applicable).

• Vehicle movements and access restrictions.

• Welfare facilities.

• Security arrangements.

• Safeguarding expectations.

• Environmental responsibilities.

• Site rules and prohibited activities.

Where possible, inductions should be completed before the event date to avoid delays.

The sale, supply or consumption of alcohol is not permitted at events held on the Homestead Park estate unless expressly authorised in writing by JRF as part of a separately approved event. Event organisers must not bring or distribute alcohol as part of their event without prior written approval.m description

Where food is provided, prepared, distributed or sold as part of an event, the event organiser is solely responsible for ensuring compliance with all applicable food safety legislation and guidance.

This includes, where applicable:

• Maintaining appropriate food hygiene standards.

• Ensuring food handlers are suitably trained or competent.

• Maintaining appropriate temperature controls for food storage and service.

• Managing allergens in accordance with current legislation.

• Implementing appropriate cleaning and hygiene arrangements.

Holding any required food hygiene certification, registrations, licences or insurance relevant to the activities being undertaken

JRF reserves the right to request evidence of relevant food safety documentation before confirming an event booking. This may include, where applicable:

• Food Hygiene Rating Scheme (FHRS) details.

• Food business registration with the relevant local authority.

• Food safety management procedures.

• Public liability insurance.

• Staff food hygiene training records.

• Allergen management arrangements.

Failure to provide requested documentation may result in the event booking being refused or additional conditions being applied.

The provision of kitchen facilities or the review of food safety documentation by JRF does not transfer responsibility for food safety to JRF.

The event organiser remains fully responsible for:

• The safe preparation, handling, storage and serving of food.

• Compliance with all relevant food safety legislation.

• Protecting the health and safety of event attendees.

• Managing any food safety incidents arising from their activities.

JRF's review of documentation is undertaken solely to support the event approval process and should not be interpreted as certification, endorsement or ongoing monitoring of the organiser's food safety arrangements. JRF accepts no responsibility or liability for the food safety management practices of event organisers.

JRF may make kitchen facilities within the Pavilion available to event organisers, subject to availability and prior agreement.

The kitchen is provided for the preparation, storage and serving of food only. Cooking facilities are not provided, and event organisers must not install or use portable cooking appliances, including but not limited to gas cookers, BBQs, deep fat fryers, hot plates or similar equipment, unless specifically approved by JRF as part of the event approval process.

Event organisers are responsible for leaving the kitchen in a clean and hygienic condition following use.m description

Yes, we do. The Pavilion has two toilets and two shower facilities available. In addition, Homestead Park has two external public toilets and one accessible toilet with baby changing facilities, all of which are available for use by members of the public.

We do not currently charge any fees to make sure of Park and Pavilion for community events.