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Don’t panic about the legal requirements of running a summer fair! Follow our quick guide to the licences and best practice guidelines you should be thinking about…

SELLING ALCOHOL A Temporary Event Notice (TEN) is required for any event (in England and Wales) that includes the supply of alcohol. If you expect the numbers attending your fair to exceed the limit of 500 people, restrict the area for the sale of alcohol by roping off a space which can hold fewer than 500 people. Contact your local council to apply for a TEN – a fee of £21 is payable – and allow 10 working days. 

(or ‘water into wine’ stall) that includes alcoholic prizes, however these must be in sealed containers. If someone who appears to be under 18 wins an alcoholic prize, checks should be made to verify their age and good practice is to withhold the prize until it can be given to someone aged 18 or over.

PRE-SELLING RAFFLE TICKETS If you’re planning to sell tickets prior to the event and the proceeds (from ticket sales) for a single draw are not anticipated to exceed £20,000 (you wish!), then you must register with your local authority as a ‘small society lottery’. You would need to pay a small fee and comply with a range of regulatory requirements  information printed onto the tickets and preventing children under the age of 16 from participating. Registration is valid for 12 months.

PLAYING MUSIC If you play recorded music in public, you must get permission from the copyright holder – a PRS for Music (Performing Rights Society) licence grants you this permission. A PPL (Phonographic Performance Ltd) licence ensures that performers and record companies are being fairly paid for the use of their music. All schools should have a CEFM

(Centre for Education and Finance Management) licence to cover them for curricular activities. If the school is hosting events outside of the curriculum they would require a PRS for Music licence; check whether your school has this in place. This would cover the PTA for music at school fairs. For more information, contact

PRICING A TOMBOLA Tombolas normally fall under the terms of an ‘incidental non- commercial lottery’ under the Gambling Act 2005 and therefore no lottery licence is required. Wondering whether you have to charge the same amount per ticket?

Under the Act there is no reference to ticket pricing so it is acceptable to, for example, charge 50p for one ticket, £1 for three tickets. Similarly, if during the latter stages of the event there were still prizes left, there are no restrictions on reducing prices of tickets further in order to sell them.

HANDLING FOOD When it comes to the need for food   local authorities. In theory, food hygiene legislation only applies if the food-handling operation is a regular organised event. Decisions on when this applies are made on a case-by-case basis, so contact the environmental health department within your local council for  food at a summer fair is legally responsible for ensuring that the food they supply is safe – follow the hygiene advice available on the NHS Choices website: homehygiene or go to and search under SFBB (Safer Food, Better Business).

BUYING WHOLESALE Remember that if you buy multipacks – of crisps, beer, etc – from a supermarket (as opposed to buying wholesale packs), the ingredients and allergy advice will not be included on individual items. While this isn’t illegal, it is considered bad practice and should be avoided. PTAs are eligible to open an account with award- winning wholesaler, Booker – for more information, go to .

32 SUMMER 2016

The legal bit


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