Car Club Health & Safety Checklist | Silverstone Festival

Step 1: Initial Health & Safety Checklist

This initial health and safety checklist should be completed by all car clubs by Friday 30 May.

Step 2: TeamCard

Scenario 1: Silverstone Circuit has an online health and safety and accreditation system called TeamCard. In addition to this initial checklist, it must be completed by all car clubs that are erecting any kind of structure/installation, using power, and/or erecting signage during the set-up, live and de-rig dates (Mon 18 to Wed 27 August 2025).

Scenario 2: However, if the clubs display consists of member display cars only e.g. no structure/installation, no power and/or no signage then they are not required to complete TeamCard.

In either scenario, all clubs must continue to complete this initial checklist as this will determine if TeamCard is required to be completed by the club.

The deadline for completing TeamCard is Monday 30 June.

Crib Sheet for Temporary Structures

To support your health and safety application, here is a downloadable crib sheet for temporary structures.

Risk Assessment Template

A risk assessment must be completed by all car clubs that are erecting any kind of structure/installation, and/or using power, and/or erecting signage. To support this we have provided a downloadable risk assessment template that can be updated with the club's own risk assessment. Thank you for your support with this.

Site Access

Please note that access to the event site will NOT be permitted if this health and safety checklist (and TeamCard if applicable) is not completed with all relevant documents. This checklist and these documents must be reviewed and approved by the Silverstone health and safety team prior to access being granted.

CONTACT DETAILS

Club Name

First Name

Last Name

Mobile Number

INSTALLATION OR DISPLAY ONLY

Will you be erecting a structure, and/or installing other installations, and/or installing signage and/or using power?

Silverstone Circuit require all car clubs erecting a structure, and/or installing other installations, and/or installing signage and/or using power to sign up to their health and safety and accreditation system called TeamCard.

By advising that your club will be erecting a structure, and/or installing other installations, and/or installing signage and/or using power means that a separate email will be sent to you after submitting this form with instructions on how to proceed with TeamCard.

SET-UP - what date would you ideally like to arrive onsite to set-up?

DE-RIG - what date would you ideally like to be onsite to de-rig?

If the selected dates fall outside of the standard set-up (Thursday 21 August) and de-rig dates (Sunday 24 and/or Monday 25 August) then you will be notified if these dates are available to you.

STRUCTURE INSTALLATION

Are you installing any kind of structure (a gazebo is considered a structure)?

Type of structure (e.g. marquee, gazebo etc.)

Size of structure (width and depth in metres)

Have you hired your structure through the Silverstone Festival organising team?

STRUCTURE BALLAST

Silverstone Circuit, even on the calmest of days, is subject to gusts of wind. It's therefore imperative that you ballast your structure accordingly.

Due to developments at Silverstone there are less grass display areas available.

We are unable to specify if your structure will be positioned on hardstanding or grass until the location of your car club is confirmed at the end of July. If on hardstanding you will be required to anchor down your structure with the appropriate weights. If on grass you have the option of weights or stakes. Please ensure you allow for both until your location is confirmed at the end of July.

Please note that nothing should be inserted into the ground unless approval has been given by the Organisers and the area has been scanned to ensure all underground services are protected. Scanning is to be organised through the Organisers when your location has been confirmed.

Is your preference to use weights or stakes in the ground to anchor down your structure?

THIRD PARTY SUPPLIER

If you are using a third party supplier, please provide their contact details below. The third party supplier will be sent an email about Silverstone's online health and safety and accreditation system - TeamCard. Please notify your supplier that they will receive this email and they will be required to submit their health & safety documentation and provide a list of crew names and photos in order to receive their accreditation to cross the payline. TeamCard operates on a four step process:

Step 1 - Health & Safety: the supplier will need to submit their health and safety documentation - the list of documents can be found below. These will be reviewed by the health and safety team and once approved Step 2 applies.
Step 2 - Staff Accreditation: each staff member attending site will need to submit their name, photo and passport.
Step 3 - Staff Access Form: the supplier completes this form advising of the dates each staff member is onsite. Once approved Step 4 applies.
Step 4 - Staff Induction: each staff member will be required to complete an online site safety induction.
Step 5 - Onsite: one member of staff collects all accreditation onsite and distributes to the team.

Third party supplier documentation to submit via TeamCard:

Silverstone's Health & Safety Questionnaire (a copy will be emailed to them for completion)
Public Liability Insurance - minimum of £10 million
Risk Assessment
Method Statement
Silverstone's Data Privacy Notice (a copy will be emailed to them for signature)
Site Safety Rules (a copy will be emailed to them for signature)
Structural Drawing
Wind Management Plan
Fire Certificate
Sustainability Lead

Third party supplier company name:

Name of third party supplier contact:

Third party supplier email:

Third party supplier telephone number:

All structures need to be signed off onsite by our health and safety team. To optimise the team's time onsite, please answer the following questions.

THIRD PARTY SUPPLIER: SET-UP

What DATE would you like your third party supplier to arrive onsite to set-up the structure?

What TIME would you like your third party supplier to arrive onsite to set-up the structure?

How many hours does it takes to build the structure?

THIRD PARTY SUPPLIER: DE-RIG

What DATE would you like your third party supplier to arrive onsite to de-rig the structure?

What TIME would you like your third party supplier to arrive onsite to de-rig the structure?

How many hours does it takes to de-rig the structure?

The set-up and de-rig dates and times will be reviewed by the car club team to ensure access at these times is possible. You will be notified should there be any issues.

OTHER INSTALLATIONS

Do you intend to install anything else that we should be made aware of e.g. inflatable arch etc?

Please list the other installations in the box provided.

SIGNAGE

Are you installing any signage?

Please list the the type of signage in the box provided.

POWER

Do you require power?

Generators

Car clubs are not permitted to bring their own generators to the event. We have a duty of care to ensure the event site is safe and managed accordingly. Fire hazards, such as storage of fuel around the site and suitably maintained equipment have to be reduced to a minimum and managed by us as event organisers. If a generator is found onsite it will need to be turned off immediately and it may need to be removed from the site entirely. Please indicate your power requirements below.

Please tick this box to confirm that you will NOT bring a generator to the event

Portable Gas Stoves

Portable gas stoves, camping stoves, cooking devices/equipment etc. are not permitted onsite.

Please tick here to confirm that you will NOT bring a portable gas stove, camping stove, cooking devices/equipment onsite.

Power Requirements

The organisers are able to provide car clubs with power if required. The below list shows what power options are available and the associated cost. You can order power via this form. A PayPal invoice will be emailed to you after the completion of this form.

To help you decide what power you require, please find some examples below:

Wattage

1 x 13 amp plug socket = 3000 watts

10 watts = phone charger
10-500 watts = LED lamps (depends on voltage of lamp)
1000 watts = microwave
2200 watts = kettle
3000 watts = water boiler

If you need more than one appliance to run simultaneously then you may need to increase the ampage you require accordingly e.g. if you want 2 x kettles to be on at the same time then you will need to order 2 x 13 amp plug sockets because the 4400 combined wattage exceeds the 3000 watts allowed for 1 x 13 amp. Please be considerate when advising us of your power requirements because if you plug in additional appliances exceeding the wattage stated then you can blow the power source which may affect your neighbouring car clubs.

Prices

1 x 13amp = £237 + VAT (£284.40 including VAT)
1 x 16amp = £302 + VAT (£362.40 including VAT)
1 x 32amp = £460 + VAT (£552 including VAT)
1 x 32amp three phase = £1,232 + VAT (£1,478.40 including VAT)
1 x 63amp = £919 + VAT (£1,102.80 including VAT)
1 x 63amp three phase = £2,464 + VAT (£2,956.80 including VAT)
1 x 125amp three phase = £2,502 + VAT (£3,002.40 including VAT)

Please indicate what power you require e.g. 1 x 13amp plug socket

Please advise what the power will be operating e.g. lighting, kettle, charger, TV etc.

Invoice address (as you would like shown on your invoice)

Email address you would like the invoice sent to

An invoice will be emailed directly to you by PayPal after the completion of this form. Please note that we will require the funds in our account by Monday 30 June. Power will not be provided until the funds are received.

DISPLAY CARS

Will your stand consist of display cars only that will be driven to and from the event?

Please tick the box to confirm that all display cars will be road going vehicles and will be appropriately insured by their owners, e.g. under a normal motor risk insurance policy.

If you are installing a structure, installing something other than a structure, erecting signage and/or using power, please amend your answer in the 'Installation or Display Only' section to advise what else you will be bringing or installing onsite.

PUBLIC LIABILITY INSURANCE & RISK ASSESSMENET

You have indicated that you will not be erecting a structure, installing anything else that we should be made aware of, installing signage or using power. Your stand will consist of display cars only and as such, public liability insurance and a risk assessment is not required.

Should this change after completing this form, please get in touch with the car club team as you will not be able to install/erect anything onsite that is not pre-approved and risk assessed.

I understand that I will not be able to install a structure or anything else that the Car Club team should be made aware of, erect signage or use power as I am not providing proof of public liability insurance or a risk assessment.

CATERING

Are you providing catering for your members (teas, coffees and biscuits are considered as catering)?

Please advise what you are providing in the box below:

Generally speaking, providing teas, coffees, cakes and biscuits is fine, but if you plan to do anything beyond this, we need to advise you that the venue prohibits the use of outside caterers. Should you wish to supply a hot food option to your club members during the event, then the Silverstone Festival Team can put you in contact with the onsite caterers.

Please note, any food and refreshment supplied by clubs within their display areas is strictly for club members and their families only and, under no circumstances, is to be offered for sale or to the public (whether onsite or pre-event).

Please familiarise yourself with general food hygiene regulations.

SUSTAINABILITY

Silverstone Circuits Ltd. is implementing a Shift to Zero policy. To help us measure the carbon data of the event, please answer a few quick questions:

How many vehicles will the club's co-ordinator be travelling to the event with?

VEHICLE 1

What is your estimated mileage for the duration of the event?

Please include estimated distance travelled from home/work to the event, plus any expected mileage to accommodation, and during the event.

What type of vehicle will you be driving to the event?

VEHICLE 2

What is your estimated mileage for the duration of the event?

Please include estimated distance travelled from home/work to the event, plus any expected mileage to accommodation, and during the event.

What type of vehicle will you be driving to the event?

TEAMCARD

If applicable, a separate email will be sent after submitting this form and you will be required to follow these steps:

Step 1 - Health & Safety: you will need to submit your health and safety documentation - the list of documents can be found below. These will be reviewed by the health and safety team and once approved Step 2 applies.

Public Liability Insurance - minimum of £5 million
Risk Assessment & Method Statement
Silverstone's Data Privacy Notice (a copy will be emailed to you for signature)
Site Safety Rules (a copy will be emailed to you for signature)
If you are providing your own structure (not through a third party) then you will need to provide:

Structural Drawing

Wind Management Plan

Fire Certificate

Step 2 - Team Accreditation: This applies to paid team members and volunteers. Please note that you and your team will not be able to gain access to the site on the set-up and de-rig days without signing-up. You will use your car club tickets on the live event days.

step 2a: the car club co-ordinator will need to enter each team members name and contact details.
step 2b: each individual team member will be emailed and asked to upload their headshot photo and passport.
step 2c: once each team member has entered their details into TeamCard a copy of the staff access form will be emailed to the car club co-ordinator to complete with the dates each team member is onsite.
step 2d: the dates will then be approved and assigned to the relevant team member on TeamCard.

Step 3 - Staff Induction: each team member will be required to complete an online site safety induction. An email with the link will be sent directly to each team member.

Step 4 - Onsite: the car club co-ordinator will need to collect all accreditation for each team member and distribute. Each team member's accreditation will be scanned before entering the site.

SITE SAFETY RULES

Click here to read the Car Club site safety rules.

I have read the site safety rules and understand the safe working procedures and agree to comply with them fully.

REVIEW

The health and safety team will review the information and advise if there are any queries with the information provided. Should you have any queries in the meantime, please contact the team directly on carclubs@silverstone.co.uk.