Guidance for organisers of events affecting the public highway

Events should always be scheduled to avoid clashing with peak travel times.

Wherever possible, on-highway events, such as triathlons, should be arranged to be undertaken on private land, or away from busy roads and with as few right turns as possible. Running races should also be planned to make use of footways.

Events should be planned to ensure that access for residents, businesses and premises is not compromised, or where it is, mitigating measures should be negotiated. The event organiser should advise and discuss with local representatives to ensure that the local community is aware of the event and that their concerns are addressed.

The public have no lawful powers to direct traffic at planned events.

Dorset Police operate a scheme whereby event promoters or traffic management companies may obtain accreditation for staff to direct traffic for events. Accredited staff can then direct traffic on the public highway in strict accordance with the traffic management plan for that event.

Find out more about the Dorset Police Community Safety Accreditation Scheme.

Directing or control of traffic can also be achieved using signs and most events will require signing of some sort, either to advise traffic of road closures and diversion routes, changes to road layouts or to help in minimising traffic disruption.

The test of any signing schedule is “do the travelling public have the information they need at the right place to enable them to complete their journey safely and not to have to perform any dangerous manoeuvres for themselves or endanger anyone else”. The signing must be clear, simple and fit for purpose to the required standards for the class and speed of road.

Any signs placed on the highway must be deployed by a competent person, and an event organiser should consider employing a traffic management company to reduce risk.

Advance signage should also be considered to advise motorists of upcoming events so that they can plan alternate routes. This is important to help reduce the background traffic on the network that does not want to get caught up in event traffic. Such signs should only include the key information and be set up generally one week prior to the event.

Once the use of signs has been decided the event promoter should create a sign schedule clearly listing the following:

• location of each sign
• type of each sign
• time / date of placement and removal
• sequence of placement and removal
• frequency of any inspection (if needed)
• time / date of removal
• competency details of persons placing, maintaining and removing signs

Any signing schedule must be submitted to the council for approval. The Community Highways Liaison Team can authorise signing for small scale events. However, if the signing is part of a large event that requires a Temporary Traffic Regulation Order, then approval is required from the Traffic Team.

The event promoter is responsible for procuring the appropriate signs and employing appropriately trained staff to set out, maintain and remove them at the end of the event.

Signs are not allowed to be attached to lighting columns in Dorset.

Portable variable message signs

Portable variable message signs (PVMS) should be considered on higher usage roads, as their visual impact is much greater and are key for any major event traffic management plan. You will need to hire these from a traffic management company. You can either instruct them to submit an application on your behalf, or apply for a PVMS licence yourself.

Road space should be booked at least 6 months in advance in line with Home Office guidance. This is to ensure the event doesn’t clash with any planned works or other events.

Book road space

As road closures cause disruption to drivers, pedestrians, residents and businesses, they should only be considered once all other options have been exhausted.

Closing a public road, footway, footpath or verge without a lawful closure order is illegal.

If an event cannot be run without a road closure, then event promoters are advised to consider the following factors in the earliest planning stages:

• do you have enough resources to procure and maintain the signs needed?
• are your staff competent/trained to place, maintain and remove signs?
• have you applied for and received permission for the closure from the council?
• have you consulted with residents/politicians/businesses/organisations and local disability groups about the closure?
• have you consulted with any local religious organisations as they may require access to buildings during the closure?
• what are the options for diversion routes? The council will ultimately decide the appropriate diversion route, but the event promoter will have to submit their proposals for consideration at an early stage – generally at least 13 weeks in advance
• are there any dual carriageways or major roads that might be affected? If so, a closure may well be refused or direction signing could be prohibitively expensive
• have you consulted with local bus companies and emergency services regarding the closure?
• have you made any contingency plans for emergency access to your closure, for example to attend an accident?
• what plans are there to remove broken down vehicles from within the closure or the diversion routes?
• what plans have been made to avoid/remove vehicles already in place before the closure starts?
• what plans are there to enable businesses or residents to access their property within the closure?
• what training / briefings will be provided to event staff managing the closure?

See appendix 2 for information about the law governing road closures. Event promoters should engage with the council at an early stage to discuss strategies for engaging with key stakeholders.

The event promoter must consider alternative transport arrangements for people attending the event. Facilities should be considered to prevent pedestrians being dropped off on unsuitable verges, and safe pedestrian access via footpaths must also be considered.

Event organisers should plan for drop off points and access / arrangements for people arriving by public transport. It is strongly recommended that the event promoter encourages the use of public transport wherever possible. Shuttle buses and special arrangements with local public transport operators must be considered for events with large numbers of attendees.

The arrival times and modes of transportation event attendees take, will be directly influenced by their knowledge of the local area and the information provided by the event organiser.

Event organisers are encouraged to provide event attendees with as much information as possible for them to be able to plan their journeys. Details of public transport facilities should be provided, including any special arrangements made for the event. For well attended events it is recommended that event organisers encourage attendees to arrive over a long period.

These events have specific regulations - the Cycle Racing on Highways Regulations 1960.

The regulations require the promoter to notify the police at least 28 days before the start of the event. For time trials, if notice is given in accordance with these regulations the event is authorised. Less notice may be given, but this would be subject to police approval. For races, no automatic authorisation exists. Permission from the police must be obtained before the event can go ahead.

Event organisers should book road space to try to ensure their event does not clash with any planned works. There will be a small charge for this service. View planned roadworks on a map. The promoter is reminded that authorisation of the event by the police does not remove the liability for safety or disruption, or the obtaining of any other authorisations, permits, closures etc.

Event promoters should prepare written plans for adverse weather, because it can significantly worsen the event’s impact on local traffic.

Promoters should have a plan for cancelling or postponing the event at short notice, with arrangements for contacting all organisations involved.

If wet weather is likely, promoters should also arrange to have equipment on site for moving stranded vehicles from entrances and exits and cleaning the public highway of mud. Equipment could include: tractors with towing hooks, road sweepers and tyre washes.

Wet weather is also likely to severely reduce ingress and egress rates to ‘off highway’ events and car parks. The event promoter should make alternative arrangements for maintaining optimum ingress and egress rates. For example; providing matting or hard-standing on fields for car parks or having additional access and egress points.

Before the event, we strongly recommend that event promoters arrange a traffic management meeting in addition to, or as part of the Safety Advisory Group (SAG) meeting that are arranged through the council. Those attending usually include:

• event promoter and their traffic management representative
• representative from the council
• Dorset Police

Alternatively, after reviewing draft event plans, the council or the police may call a traffic management meeting.

At the meeting the event promoter will:

• brief attendees on the traffic matters relating to the event
• present a draft traffic management plan

The council and the police will:

• give advice on how to minimise traffic disruption and maximise traffic safety
• help the event promoter plan the event more effectively and help finalise the traffic management plan that will then have to be submitted for approval

Depending on the size and nature of the event, other organisations may need to attend the meeting, such as:

• other emergency services
• local special interest groups
• bus operators
• neighbouring councils
• Highways England (if the event affects any trunk roads)

A meeting after the event can sometimes help promoters highlight measures that worked well and improve planning for future events.

We recommend that all events have a written Traffic Management Plan (TMP) as part of the overall Event Management Plan (EMP). The events TMP should be submitted to the council with a minimum of three months’ notice prior to the event together with any application for Temporary Traffic Regulation Orders (road closures, speed limits, etc) which need a minimum of three months notification.

The TMP is a very useful document for everyone involved in managing an event because it:

• helps identify traffic risks and actions taken by the promoter to minimise them
• provides invaluable information in case of an accident or incident

In some cases, approvals for event licensing, road closures, or use of traffic signs may be conditional on the event promoter having a TMP.

The size of a TMP document will largely depend on the impact an event will have on the highway. Impact is not necessarily only determined by the size of the event. Other factors, such as the nature of the roads to be closed / affected will also have a significant affect. As a rule, any event planned to take place on, or affect any road with a speed limit of 50mph or higher, or that is classified as an A or B road is likely to have a higher impact on traffic and will therefore require more detailed planning.

TMPs for a local fete or carnival may only run to a single page. TMPs for major events such as the Great Dorset Steam Fair will consist of several chapters. In all cases, the same main issues must be covered although the detail and extent of coverage will be different.

The TMP should include information on all or most of the following:

• contact details
  • contact details of the person responsible for traffic management
  • contact details for other relevant organisations involved in traffic management
  • confirmation of road space booking details
• sign schedule, road closures, traffic signal
  • roads to be closed and signed diversion route
  • a signing schedule
  • any Temporary Traffic Regulation Orders required for example road closures, temporary speed limits, lifting of parking restrictions, temporary one-way system
  • any arrangements made with the council about the control of permanent traffic signals
  • competency/qualifications of those placing signs or directing traffic
• estimated size of event
  • the expected number of people and vehicles coming to the event
  • the anticipated arrival times/profiles and peak event traffic times
  • as above, but for dispersal
• emergency procedures and bad weather contingency
  • emergency access routes agreed with fire, police and ambulance services, together with details of how these routes will be kept open
  • contingency arrangements for bad weather
• parking and public transport
  • number of parking spaces available
  • details of how parking and illegal parking will be managed
  • details of drop off points and access for public transport
• impact on the local traffic network
  • details and agreements made to prevent congestion on the local and wider traffic network including information provided to attendees about travel and traffic
• traffic related lessons learned from previous events - it is very useful to keep records of what worked well, and problems/risks to be aware of
• summary of consultation and planning - details and outcomes of consultations with all appropriate organisations and local groups, including:
  • residents, businesses, religious groups & community associations
  • local authorities, the police and Highways England
  • local disability groups
  • local public transport operators

Bunting, banners and flags are a traditional feature of sporting and other large events. Licencing of such decoration on or over the highway is managed by the council. You must apply for a licence to hang bunting and flags on or over the highway.

When erecting bunting banners or flags please be aware of yours and others safety. Do not erect them where they will block access or sight lines. Also ensure that what you will be attaching them to is solid and secure. Never attach them to power or telephone cables. If you are attaching them to private property always ensure that you have the property owner’s permission. Permission is required from the council to attach anything to sign posts, and thought must be given to whether it will possibly obscure the sign, damaging any protective paintwork, wind loading, or affect visibility in any way.

Smoke from large bonfires may drift over roads and obscure the vision of drivers and pedestrians' vision and potentially lead to accidents. It is essential that organisers of bonfire events take this risk into account in their risk assessment.

If it unfolds that the traffic management for an event is not safe, the council may intervene, and if the event promoter is not able to rectify the situation in an agreed time frame, then the council may take any appropriate action to recover the situation.

All reasonable costs incurred by the council will be recharged to the event promoter.

The event promoter should also consider any further requirements, licences or permits that may be required, for example:

• trading on the highway
• sale of alcohol
• installation of any temporary structures

Appendix 1: Rules on the placing of traffic signs
Appendix 2: The law governing road closures
Appendix 3: Duties, powers and responsibilities