Preparing for an Event in Crawley: A Short, Practical Guide

1) Nail the basics

• Define your goal, audience and format.
• Shortlist dates/venues and check for clashes with other local happenings.
• Sketch a simple running order (arrivals, entertainment, clear-down).

2) Permissions & paperwork (Crawley-specific)

• If your event is on council land, start with Crawley Borough Council:Organise an event — https://crawley.gov.uk/council-information/news-and-events/organise-event
• You’ll need a risk assessment and public liability insurance; larger/complex events may require an Event Management Plan and Safety Advisory Group (SAG) consultation.
• Serving alcohol or regulated entertainment at an unlicensed venue? Check if a Temporary Event Notice (TEN) is required (via the local licensing authority).

3) Safety, staffing, security & medics

• Site plan & crowd flow: entrances/exits, emergency routes, queuing, barrier plans, welfare points.
• Security: size your SIA-licensed team to your risk assessment (entry, searches, capacity control, stage/front-of-house, cash handling, overnight kit). Appoint a security supervisor and put them on event comms/radios. Local option: Prestige Security — https://prestigesec.co.uk/
• Medical cover: match provision to risk (from first aiders at small gatherings to dedicated event medics/ambulances for larger or higher-risk shows). Set up a first aid point, ensure an AED is available, and keep treatment/incident logs.
• Briefings & comms: run a pre-open briefing for security, medics, stewards and suppliers; confirm radio channels, escalation routes and emergency codes.
• Safeguarding: lost-child/vulnerable-person procedure with a clearly signed point and named lead.

4) Suppliers & operations

• Lock in power, sound/stage, toilets, fencing/barriers, waste & recycling.
• Book security and medical providers early (peak weekends fill fast).
• Collect RAMS and insurance from all suppliers; confirm delivery/collection windows and access routes.
• Notify neighbours if your event may impact access or noise.

5) Accessibility & inclusivity

• Prioritise step-free routes, accessible toilets and clear wayfinding.
• Publish practical info in advance (travel/parking, what to bring, quiet spaces, viewing areas).

6) Get the word out (and link it all together)

• List your event on CrawleyEvents.co.uk (free): submit full details, strong images, dates/times, categories and booking/ticket links. Recurring/weekly events are supported. → https://www.crawleyevents.co.uk/submit-your-event
• Add an Event post on your Google Business Profile (formerly Google My Business): in Google Search/Maps, create a Post → Event, and add a title, dates/times and an image. Use the “Learn more” button to link to your Crawley Events listing (or your own page) so people can click for full details.
• Create a Facebook Event and add co-hosts: set the Tickets/Get Tickets button to your Crawley Events listing (or booking page), and invite the venue/partners as co-hosts to boost reach.
• Use QR codes on print and in-venue screens: add a QR code that links directly to your listing or ticket page on posters, flyers and digital displays—easy for on-the-spot scans.
• (Optional) Add UTM tags to your “Learn more” link so you can track clicks in analytics.

7) On-the-day checklist

• Printed running order, site map, supplier/crew contacts, permits & insurance.
• Security and medic briefings completed; radio checks done; signage in place.
• Cashless/ticket scanners tested; AED/first aid kit ready; incident log live.
• Lost-child point noted and staffed.

8) After the event

• De-rig and litter pick; confirm supplier (including security/medics) sign-offs.
• Thank your team and gather feedback.
• Share photos/highlights and update your Crawley Events listing with a gallery link to keep momentum.

Handy links

• Crawley Borough Council — Organise an event: https://crawley.gov.uk/council-information/news-and-events/organise-event
• List your event (free) on CrawleyEvents.co.uk: https://www.crawleyevents.co.uk/submit-your-event
• Prestige Security (local security provider): https://prestigesec.co.uk/