Consultation venues bookings must follow enhanced accessibility requirements based on DfT guidance for statutory consultations. These should be community spaces situated within the target consultation area, where people with protected characteristics have equal access, without disadvantaging one group unfairly. If the potential impacts of a scheme only affect one community, one local venue should be sufficient. If the scheme spreads over a larger geographic area then you’ll probably need more than one location. If the target consultation area covers more than one local authority area, it’s best to have separate events in each.

In addition to being accessible, the relevant local authority will need to provide insights on suitable event locations. In most instances these will include local volunteer-run venues e.g. church halls. Due to the size of such organisations it is unreasonable for Network Rail to expect completion of multiple forms which such organisations would not have to do for normal bookings. Such tasks should not be passed on to the community and should be carried out by Network Rail or our agents.

All bookings require a formal risk assessment – details are under conducting a risk assessment. This should be done via a physical site visit (by Network Rail or its agent), and not simply based desktop research.

Managing payments for venues should be done according to the payment terms of the organisation, not based on Network Rail’s normal payment practices. Failing to honour agreed payment timescales harms our reputation in the community which we are consulting. Payments should be processed via the agency leading on procuring exhibition venues. Capita Events and Travel offers a venue-finding service, but this usually focuses on hotel conferencing facilities that are not suitable for consultations.

Booking times should include up to an hour before and after consultation to allow time to set up and dismantle consultation materials. Network Rail should aim to hold at least two events in each location, to give consultees different options to attend.  Drop-in sessions should last around four hours. Anything longer and you may need two shifts of staff to cover the event, as consulting with the public requires good levels of team energy.