Graphic explaining small to medium events will take about 3 months to plan

Graphic explaining large events will take about 9 months to plan

planning meeting photo



Initial Steps

Event organiser to prepare documentation as listed below, and submit an event notification form within appropriate timeframe. Upon receipt the ELC Events Officer may make contact to discuss your event and offer advice.

Essential Documents:


Common Requirements:

  • traffic management plan
  • marshal / stewarding plan
  • site layout / course map
  • food safety documentation
  • confirmation of traders
  • wind management plan

photo of keys being handed over - giving permission

Before your event

Permissions and licence applications

Licence and Temporary Traffic Regulation Order (TTRO) applications may incur fees and it is advised that these applications are submitted 8 weeks prior to the event . The most frequently applied for applications include:


East Lothian Safety Advisory Group (SAG)

Subject to the assessment by the Events Officer you may be invited to attend a SAG meeting. The SAG is a multi-agency group which aims to provide specialist knowledge and guidance to event organisers to ensure public safety concerns are addressed. The meeting will be scheduled approximately two months before your event.

Ferris wheel photo - your event


Your event

Coordination on the day

The event organiser is ultimately responsible for the safety of those participating in, and visiting, the event. You will have to consider the following:

  • safety briefing of marshals / stewards
  • ‘walk through’ the venue/route
  • ensure vigilance is kept regarding weather
  • implement contingency plans as appropriate
  • liaise with vendors / contractors



You should ensure that:

  • the parade starts and finishes at the prescribed time and follows the agreed route;
  • there are sufficient stewards/marshals, all wearing high visibility reflective jackets or vests;
  • the marshals comply with directions given by a Police Scotland officer.

Ogoto of 2 men laughing having a coffee in high vis vests.

After your event

Venue clean-up:

  • remove infrastructure
  • waste management collection of traffic equipment (signage, cones, barriers)
  • processing found property/contraband management of impact upon site



Conduct a debrief feedback survey and start planning for the next event.


Lessons learned

After the event has concluded, you should complete a debrief to discuss what went well and what improvements could be made. The lessons learned will be documented and carried forward into future events to ensure process improvements are implemented.