Medium to Large Event Pro-forma Report for Engagement
Event Name / Field Day and The Mighty Hoopla
  1. EVENT OVERVIEW (TYPE OF EVENT AND KEY CHARACTERISTICS)

Field Day has taken place in Victoria Park every year since 2007. This multi-stage event delivers a true festival experience in the heart of London.
The primary draw of the event is the eclectic line-up, which covers both the biggest contemporary artists as well as the best in emerging talent.
Recent headline artists include:Run The Jewels, Aphex Twin, James Blake, PJ Harvey, Animal Collective, Disclosure.
There is also a strong focus on non-music programming and creative production.
The Mighty Hoopla welcomes to the freshest form of revelry as London's leading club nights join forces for the Mighty Hoopla. Gathering London's primo alternative club nights and performance troupes, Sink The Pink, Guilty Pleasures, The Glory, Ultimate Power, Bongo’s Bingo, Masseoke, R&She, We Love Pop and more will take over four stages, with a stellar line-up of world renowned live acts and DJs.2017 was the first year the Mighty Hoopla took place in conjunction with Field Day.
  1. SPECIFIC EVENT DETAILS

Date of application / 04/09/2017
Venue / Brockwell Park
Attendance / Up to 25,000 Field Day Concert Friday
Up to 40,000 Field Day Festival Saturday
Up to 25,000 The Mighty Hoopla Sunday
Fees (including bonds) / PIL- Park Investment Levy = £35,000 based on a minimum capacity of 20,000 Friday and Sunday and 30,000 on Saturday. Will increase if numbers increase. The charge is £0.50 per person per day. Up to a maximum of £52,500 based on maximum capacity.
DD* – Damage Deposit = £15,000
*Damage Deposit is held for grounds damage and any reinstatement costs such as infrastructure damages or litter and waste left behind, should it be required.
Other fees charged are commercially sensitive.
Set up date / 20/05/2018 – 30/05/2018
Event dates / 01/06/2018 – 03/06/2018
Event times / Friday 1st June – 12:00 – 23:00
Saturday 2nd June – 12:00 – 23:00
Sunday 3rd June – 12:00 – 22:30
Offsite date / 10/06/2018
Licence required / YES – a premises licence will be required and applied for by the event organisers
Engagement start / 28/09/2017
Engagement end / 29/11/2017
3. LAMBETH EVENTS TEAM ASSESSMENT (STAGE 1)
Date of assessment / 14/09/2019
LBL Events Assessment against Council policies/local byelaws etc. / Field Day and the Mighty Hoopla are well respected and established events which attract a wide range of attendees. The capacities they require fit with the capacity of Brockwell Park which in hosting the Country Show has experience of accommodating the numbers proposed.
There are similarities with Victoria Park and local transport routes so Field Day Festivals Limited has experience of guiding attendees to nearest transport hubs that can accommodate the numbers, in the case of Victoria Park this would be Mile End. The intention for Brockwell Park is to use Brixton as the hub for ingress and egress.
This would be three of the Major Commercial Event Days out of eight and each event day will have the higher Sound Levels of 75 dba and 90 dbc. As per the 2016 event strategy.
There will need to be and will be significant engagement with local stakeholders, SAG members and residents around the event proposal and that has already started so that key local stakeholders are aware of what is proposed. There is a presentation (attached) which details some of the benefits from the event, beyond the income to the Council and the Park itself. The field day organisers are looking to arrange an initial community meeting soon.
The event organisers have indicated that they are looking for a long term booking for Brockwell park beyond one year as they had in Victoria Park. This is something that would be welcomed by the events team as it provides a reliable income, means that we are working with event organisers who are “tried and tested” and who understand the location and the borough. It also means that there is an impetus on the event organisers to ensure that they deliver on the promises made as they wish to return.
The timing of Field Day and the Mighty Hoopla means that there are three clear weeks before any other large or major event takes place in Brockwell Park. Further information about Field Day can be found at and the Might Hoopla -
4.HEAD OF SERVICECRITERIA MATRIX ASSESSMENT (STAGE 1)
Date
Assessment / To LESAG / Deferred for further information / Rejected
Reason for deferral or rejection
5.LAMBETH EVENTS SAFETY ADVISORY GROUP (STAGE 2)
Recommendation / To stage 3 / Deferred for further information / Rejected
Assessment, including safety and environmental impact / Field Day Festivals presented to the Lambeth Events Safety Advisory Group (LESAG) on the 3rd October 2017. Present were representatives from:
London Ambulance Service
Met Police
LBL Food Health and Safety
LBL Emergency Planning (Chair)
LBL Parks
EventLambeth
LBL Community Safety
Transport for London
All Attendees and SAG members were given the documentation and the opportunity to provide comments.
LBL Food Health and Safety
The organisers have experience of putting on events of this size. The Food, Health and Safety Team require information to be provided to them in good time, at least 28 days prior to the event relating to food vendors, and anticipate that other matters such as toilet facilities, water supply, etc. will be dealt with to the satisfaction of Lambeth’s Safety Advisory Group.
Accepted
TFL Buses
I am very interested to see how pedestrians are going to be managed on the egress along the proposed route minimising impact upon the surrounding road network especially Effra Road.
Discussions are necessary with the operators of Herne Hill Station even if travel by train is not planned to be encouraged as part of the travel plan, due to the stations close proximity it will be used and if not managed properly there is potential for much disruption and possible safety concerns with overcrowding.
Accepted with conditions
Parks
  1. The route in from Water Lane (Gate 7) will utilise the main path that all other park users will need to use to navigate round the park given all the other path closures on event days. This will include of course mobility scooters, cyclists, pushchairs etc.
  2. The route from Gate 7 takes festival goers past some sensitive areas of the park, including the Wildflower area (which is still in planning stages), the Community Greenhouses, Walled Garden, landscaped areas around the Hall
  3. Your recommendation of directing the festival goers along the fenceline will help, but will still result in groups passing through sensitive areas of the park, they will also still be pausing to eat and drink before entering the site in these areas. Most of this should be manageable through litter collection but it still means taking over more area,
  4. Path closure adjacent to Redgra. Either the fence line is drawn back in to maintain access along the path that runs from Gate 7 to Gate 5, or trackway is placed to enable park users to head around the rear of the Lido
  5. What protection will be in place for all of the street furniture? There are several benches, bins, signposts within the event footprint.
  6. What is proposed for the Sports Platform, the load bearing capacity will need to be checked
  7. There are voids under the Platform.
  8. We will not be keen on the table tennis table being moved. This was a donation from public funds.
  9. Once the safety surface is damaged it will continue to cost Sports to maintain. Patch repairs do not seem to last that long
  10. There are plans for an Outdoor Gym in the park and the platform is the location it will be installed. Depending on funding streams this may or may not happen in time for 2018
  11. Redgra – What type of structures are going in here. Are they likely to want the posts removed?
  12. Tree Planting – this is led by the FoBP in consultation with the Tree team. As far as I am aware they plan for about 2 years ahead in terms of approximate locations.
  13. Production parking (near the Copse) – We believe there is a possible leak in this area. It appeared after last year’s Sunfall/LCS. It does seem to have been better this year but it is possible the water has just found another route.
  14. Area on corner of Sports Platform facing the Copse – This is the area that has the pipe that has been pierced during LCS build 2015 & 2016
  15. This area gets very boggy after it has rained and is also prone to flooding.
  16. Toilets – there will be extra pressure on the park toilet facilities. We will need additional cleansing in place so will need to bring someone in on O/T plus costs for consumables
  17. Alternatively, additional portaloos will need to be installed and maintained.
Please also be aware that the Ice Cream Van plus day licenced vans at Water Lane & Herne Hill Gate (these vans can be relocated to the side off the paths – they will not trade if there is rain). There will also be a new tenant in the Temple.
Lido – Luna Cinema. There is a popular programme of Luna Cinema and also charity events at the Lido, so the sooner we can inform them the better, in addition the Lido Café hold wedding receptions so they will need to know asap. The Community Greenhouses also start to plan their events.
Accepted with Conditions
London Fire Brigade
The London Fire Brigade require the following information before a full assessment can be made on the House of Common event:
  1. ☐ A copy of the latest event safety management plan.
  2. ☐ A copy of the latest emergency plan.
  3. ☒ A copy of the fire risk assessment as mentioned in the ESMP (Appendix G). All the information from the fire risk assessment to be incorporated in the ESMP.
  4. ☒ An example of the fire risk assessments you will be expecting to receive for temporary structures, food concessions, traders & market stalls.
  5. ☒ Details of the fire safety training that will be given to the stewards & security staff.
  6. ☐ A location plan of the event scale 1:25000.
  7. ☒ Detailed plans of specific/temporary structures (marquees, tents etc.) and internal layouts to a scale 1:100, 1:50, 1:20 etc. The details to include the design for means of escape and the calculations to demonstrate that the floor space factor and fire exits widths are adequate for the capacity the event wishes to hold. If the marquee/s are open sided or enclosed this must be indicated on the plan. The illuminated fire exit signs to be marked on the plans as well. An evacuation time of 2.5 can be used inside the marquees.
  8. ☒ According to the adverse weather plan there is a possibility of using pyrotechnics. Method and data statement is required for the use of pyros and other forms of special effects. If traditional fireworks are to be used then we will need a scale plan showing the area where the audience are located, firing zone and safe zones together with the position of security team and the technicians. If stage based pyros or any form of special effect to be used on stage then the details of these will also be required.
  9. ☒ Provide details of the stage layout e.g. size, steps, ramps, type of performance, equipment to be used etc.
  10. ☒ Provide the calculations for the exits widths for the whole site. You will need to provide the flow rate, floor space factor, site area, the capacity, evacuation time, total exit widths and the sizes/number of gates, discounting the largest and possibly the main entrance. We will also need the audience profile. The minimum fire exit gate width that we recommend is between 4.8M, although a 5M exit width gate if preferred.
  11. ☒ Fire exits must be kept clear at all times. If vehicles are allowed access into the site during the construction stage, care must be taken not to damage the surface. It is recommended that tracking paths when vehicle enter the site.
  12. ☐ Provide a grid site plan scale 1:1250 to include the following:
Or
  1. ☒ The site plan you have submitted is missing the following:
  2. ☒ The grid markings.
  3. ☐ The key to plans
  4. ☐ Stage/theatres/catwalks.
  5. ☐ Marquees.
  6. ☒ Hospitality/VIP suites/guest area.
  7. ☒ Changing rooms, staff rooms and canteens area.
  8. ☐ Food concession units.
  9. ☐ Bars.
  10. ☐ Traders.
  11. ☐ Amusements/attractions.
  12. ☐ Spectator accommodation/grand stands/terraces.
  13. ☐ Sanitation facilities.
  14. ☒ General power & generators (petrol not acceptable)-Twin set (generator with it’s own back up).
  15. ☒ LPG cages or other flammable/dangerous substances to be stored on site.
  16. ☒ Vehicle parking areas if there is parking allowed on the site. Also to include emergency vehicles e.g. ambulances/ St John’s, police etc.
  17. ☒ Lighting towers/mask.
  18. ☐ Sound/DJ booths.
  19. ☐ Bonfires.
  20. ☐ Barbeques areas.
  21. ☒ Refuse disposal area.
  22. ☒ Water tanks
  23. ☒ Location of any special effects such as pyrotechnics, lasers, strobe lighting, smoke & vapour machines, cold flames and confetti effects etc.
  24. ☒ Any other special fire risk.
  25. ☐ Site boundary and the details if it is enclosed e.g. heras fencing, steel boards/hoardings etc. If you are proposing to have an inner fence and outer fence both fences must be shown on the plan. The fire exit gates on the fences must mirror each other.
  26. ☐ Storage areas.
  27. ☒ Location and sizes of all fire/emergency fire exits. Fire exits gates opening in the direction of escape to be shown on plan. Illuminated fire exits signs to be provided if the event takes place at night.
  28. ☐ Location of main entrance/s e.g. ticket collection points and search areas.
  29. ☒ Media Area.
  30. ☒ Crew/artist/prep catering.
  31. ☒ Medical treatment centre/first aid responders.
  32. ☒ Lost Children/Information/lost property centre.
  33. ☒ Box/ticket office.
  34. ☒ Food garden bars.
  35. ☒ Water stations.
  36. ☒ Fire points.
  37. ☒ Another information that has not been listed.
Other comments:
Refer to all the items above mark with a cross in the box.
Accepted subject to receiving all the above requested information and that the Fire Brigade are satisfied with the contents received.
Additional information:
Contact details of the Event Organiser and Event Fire Safety Officer is required.
Presentation: ☐ Management Event Plan: ☒ Event Debrief ☐
Accepted with Conditions
No further comments were received.
Reason for deferral or rejection / There will be further LESAG and topic specific meetings arranged throughout the planning process. A tabletop exercise will be held a month before the event to test plans and responses. No reason for rejection or deferral
  1. COMMUNITY ENGAGEMENT FEEDBACK (STAGE 3)

Lambeth Ward Councillors
Friends of Park/ Common /
Local Amenity Groups / Management Committees /
Local Business Forums
Statutory Bodies / Partnership Bodies
General Enquiries, Compliments and Complaints
  1. HEAD OF SERVICE REVIEW (STAGE 4)

Recommendation
Service Manager
Lee Fiorentino
Head of Events and Filming
EventLambeth &FilmLambeth
Cooperative Business Development
Olive Morris House
3rd Floor
Brixton Hill
London
SW2 1RL
Direct Line: 020 7926 7088
Email:
8. FINAL DECISION (STAGE 4)
Councillor Sonia Winifred
Cabinet Member for Equalities and Culture / Approved / Not Approved
Raj Mistry
Divisional Director for Environment / Approved / Not Approved
Date: