BOROUGH OF POOLE
ENVIRONMENT OVERVIEW GROUP – 1 FEBRUARY 2007
COMMUNITY EVENTS ON OPEN SPACES POLICY
Report of the Head of Leisure Services
1.0 / PURPOSE OF REPORT
1.1 / To advise Members that the Community Events Management Policy has been revised to take account of the new Licensing regulations along with the Premises Licences that were applied for at the end of last year and to reflect the recommendations arising from this report.
2.0 / DECISION REQUIRED
2.1 / Members are requested to seek Cabinet approval for the recommendations below:
(i) / To recommend the new version of the Community Events Management Policy (Attached)
(ii) / To recommend the number of operating days brought in for Sandbanks and Shore Road in order to manage these sites more effectively. See reference 5.5
(iii) / To recommend the increase in the number of operating days at Upton Country Park (Front Field). See reference 5.7
(iv) / To recommend the programme for amusement fair and circus visits to the Borough.
See reference 6.4
(v) / To recommend the proposal of not charging Poole educational establishments a site rental fee. See reference 7.3
3.0 / BACKGROUND AND INTRODUCTION
3.1 / On the 4 December 2003, the Environment Overview Group adopted the new version of Community Events Management Policy.
3.2 / The new Premises Licences were applied for and have been in force for nearly a year as a result of the new Licensing regulations. The licences have not caused any of the perceived problems that were feared by some sections of the community at the time.
3.3 / The Community Events Management Policy (revised 2006) has been updated and various pieces of information collated in one document for ease of reference and It is proposed that the revised policy be accepted as the latest version on the use of open spaces in Poole.
4.0 / IMPORTANCE OF COMMUNITY EVENTS
4.1 / The Borough of Poole acknowledges that community events are an integral part of a co-ordinated and well managed leisure and community services. They make an important contribution to Poole’s unique culture and to the quality and diversity of life of the town’s residents along with people on holiday in the area.
5.0 / SITES USED FOR COMMUNITY EVENTS
5.1 / There are currently 19 sites within Poole that have a Premises Licence where community events can be held - but the provision of alcoholic drinks is excluded.
5.2 / Parks and Open Space
Alexandra Park
Coy Pond
Hamworthy Park
Harbourside Park (Baiter)
Learoyd Road Playing Field
Oakdale School Playing Field
Parkstone Park
Poole Park (West/East)
Sandbanks Beach Area
Shore Road Beach Area
Upton Country Park (front field) / Recreation Grounds
Alderney
Branksome
Fenners
Haskell’s
Plainfield Farm – inc. Broadstone
St. George’s Playing Field
Turlin Moor
Whitecliff
5.3 / Over the last three years sites like Sandbanks and Shore Road Beach areas are becoming major event sites in their own right rivalling the traditional major sites such as Harbourside Park (Baiter) and Upton Country Park. Poole Park still remains the most utilised site within the Borough.
5.4 / Due to the popularity of sites such as Sandbanks and Shore Road it has become necessary to strike a balance between allowing events to take place but at the same time taking into account the impact they have on other beach users/visitors and the local environment.
5.5 / It is proposed therefore to introduce the following number of operating days at Sandbanks and Shore Road beach areas (including Promenades):
  • Sandbanks – 12 days - between May and September
  • Shore Road – 12 days - between May and September

5.6 / Due to the future plans for Upton Country Park it is the intention to increase the number of events held within the park especially on the Front Field where the larger events are held.
5.7 / It is proposed therefore to increase the number of operating days as follows:
  • Upton Country Park (Front Field) – 8 days – between June and August

6.0 / AMUSEMENT FAIRS AND CIRCUSES
6.1 / Amusement fairs and circuses continue to operate under Licences issued by the Council. Each year Amusement Fair Operators are invited to ‘bid’ for specific dates and venues – the programme as approved in 2003 are shown below:
April/May (5 days)Amusement Fair
May/June (8 days)Amusement Fair
June/July (5 days) Circus
June/July (5 days)Amusement Fair
July/August(5 days)Circus
August (10 days)Amusement Fair
August (10 days)Amusement Fair / Turlin Moor
Baiter
Branksome Recreation Ground
Turlin Moor
Baiter
Hamworthy Park
Baiter
6.2 / The site at Branksome Recreation Ground has been used for circuses for the last three years, proving to be popular with the local community. In 2006, the Chinese State Circus visited the ground and was very successful with the majority of their performances being sold out. Due to this success the Moscow State Circus will now be coming to Branksome Recreation Ground for 2007.
6.3 / By attracting major operators such as the Chinese State Circus (booked through the European Entertainment Corporation) we have significantly increased the income generated at Branksome Recreation Ground.
6.4 / It is proposed therefore to make the following changes to the 2003 programme:
  • June/July (5 days) – Circus - Branksome Recreation Ground – removed from list.
  • July/August (5 days) – Circus – Baiter – number of days increased to 15 and site changed to Branksome Recreation Ground.
These amendments are incorporated into the programme for 2007 as below:
April/May (5 days)Amusement Fair
May/June (8 days)Amusement Fair
June/July (5 days)Amusement Fair
July/August(15 days)Circus
August (10 days)Amusement Fair
August (10 days)Amusement Fair / Turlin Moor
Baiter
Turlin Moor
Branksome Recreation Ground
Hamworthy Park
Baiter
7.0 / CHARGING POLICY
7.1 / As a result of adverse publicity in 2004, site rental charges have been waived for charitable events. However these events still remain responsible for additional costs that may arise (ie waste disposal, licences, sanitary provision, road closures, etc).
To re-affirm we also do not charge a site rental fee for Community/Friends Groups for holding events in their own areas where monies raised go towards improvements to the site/open space which they represent. Like charitable events they too will be responsible for any additional costs that may arise.
Commercial Groups/Organisations are charged at a standard hire rate.
7.2 / We would like to encourage and attract events that are organised by local educational establishments (schools/colleges/university) that help to broaden the range and diversity of community events.
7.3 / For the purposes of this report, Poole Educational Establishments are viewed as charitable status. In doing so we propose therefore not to charge these establishments a site rental fee to hold community events on our public open spaces. However like charity events they will be responsible for additional costs that may arise.
8.0 / EMERGING ISSUES
8.1 / Due to the increasing demand for events to be held at various locations along the Poole Seafront, it will become necessary to apply for Premises Licences at the following beach locations including Promenades:
  • Flaghead Chine
  • Canford Cliffs Chine
  • Branksome Chine
  • Branksome Dene Chine
  • Branksome Dene Community Room

8.2 / Promoting events – there have been increasing demands from charitable organisations and Commercial parties to have designated areas for displaying event advertising material/banners. With this in mind we intend to apply for Planning Permission to introduce advertising Points on some of our event sites.

Clive Smith

Head of Leisure Services

(01202) 261380

Contact officer – Colin Grundy(01202) 261308

Community Events

Management

Policy

Incorporating

Procedures

and

Guidance for Event Organisers

The Borough of Poole recognises the importance of Community Events on Public Open Spaces to the quality of life for both residents and visitors alike, and for enhancing the town’s image as a vibrant place to enjoy leisure and culture.
~~~~~~~~~~~~~~~~~~~~~~~~~
This Community Events Management Policy is to help and guide those individuals who are involved in organising community events, so that they can take place in a safe and controlled manner and be well organised and managed so as not to cause offence to anyone and to be of minimal nuisance to local residents.

CONTENTS

1. / INTRODUCTION / page 3
2. / POLICIES - GENERAL / page 4
3. / PROCEDURES / page 5
4. / BEFORE THE EVENT / page 6
5. / DURING THE EVENT / page 11
6 / AFTER THE EVENT / page 13
APPENDICES
Appendix 1 - Useful Contacts / page 14
Appendix 2 - Community / Friends Group / page 16
Appendix 3 - Concessionaires / page 16
Appendix 4 - Sites Available for Hire / page 17
Appendix 5 - Services Available on Sites / page 19
Appendix 6 - Sport Pitches / page 20
Appendix 7 - Example of Premises Licence / page 21
Appendix 8 - Beach Barbecues / page 23
Appendix 9 - Checklist/Considerations for Event Organisers / page 24
  1. INTRODUCTION

The Council welcomes, encourages and supports the holding of community events within its parks and open spaces and acknowledges that such events are an integral part of co-ordinated and well managed leisure and community services. Community events provide a varied and colourful entertainment calendar throughout the Borough, open and accessible to all providing a community focus and opportunities for fundraising by local community groups.

1.1 Community events support the Council’s Strategy Objectives in the following ways:

Supporting young people / The Council sees community events as an ideal vehicle for encouraging and involving the young generating worthwhile activities that help to promote social inclusion.
Vibrant economy / Major community events can make an important contribution to the Council’s economic and development strategies by attracting large numbers of visitors and by providing opportunities for local businesses.
Clean, green and safe / Most events are held within our parks or open spaces which help to maximise the use of such facilities and help these areas become safer environments for people to appreciate, enjoy and take a pride in their local surroundings.
Strong sense of community / Community events of all types and size enhance the quality of life for local residents by bringing together like minded individuals who share a common goal in supporting and improving their local area.
Health and well-being / The vast majority of community events are held outdoors and many provide sport related activities which encourage people of all ages to participate or become involved.

1.2Important Note To Event Organisers:

Events come in many shapes and sizes – not all of the following is relevant to all events and we do not want organisers to be put off by thinking there is too much to do. Please get in touch with Leisure Services – in taking a booking we can advise organisers on what applies, and for big events where it all does apply we would like to meet and talk you through it. We aim to help people organise safe events.

2. POLICIES - GENERAL

2.1It is the policy of the Council, subject to certain conditions, to permit individuals acting for or on behalf of an organisation/group to use public open spaces under its control for events provided such use does not contravene any statutory limitations or promote any political party, which will not only benefit the organisation/group but also the local community and people on holiday in the area.

2.2In order to support charitable and community groups with their fund raising the Council has waived site rental fees for these groups. However if these events will incur any direct costs to the Council, e.g. road closures, staff time attending an event, etc then these costs will be passed on to the organisers.

2.3Commercial organisations, fairs and circuses are required to pay a site rental fee and these bookings are also subject to the payment of a site reinstatement bond and, should the event be cancelled with less than 30 days notice a cancellation fee will also be levied.

2.4It is the Council’s policy that all community events (whether they be organised by Friends/Community Groups, Charities or Commercial organisations) that are held on Leisure Services managed open spaces must be formally booked through Leisure Services and all events will be subject to the Councils conditions of use.

2.5The Council through its Head of Leisure Services will determine for each event whether the inclusion of a licensed bar is relevant and integral to the enjoyment of the event. If the event is targeted mainly towards those under 18 then a licensed bar may not be permitted.

In the case of disagreement, the Head of Leisure Services may consult with Environmental and Consumer Protection Services, Police, Ward Councillors and Portfolio Holder. If agreed, the organiser may arrange terms with a Licensee who must provide facilities to the standards required by the Head of Environmental and Consumer Protection Services andLicensingAuthorities. The Licensee will be responsible for ensuring that a Licence is obtained to cover the event and the hours covered by the Licence must be notified to the Head of Leisure Services.

Event Organisersmust write in to the Head of Leisure Services with their request to have a licensed bar/sell alcohol at their event. Once permission has been granted bya letterof consent from LeisureServices, then the event organiser can apply for the appropriate licence.

2.6The Council has a Premises Licence for all of its event sites within the borough – but the provision of alcohol is excluded. Any person wishing to provide alcohol at an event will need to obtain the Head of Leisure Services consent in writing prior to applying for a licence or notice.

However the issue of a Temporary Event Notice does not set a precedent for an event to take place on council land without the written consent of the Head of Leisure Service for the use of the site applied for.

Legal powers open to the Council:

2.7A person holding an event without the necessary licence may be liable to prosecution under the Licensing Act 2003 or the Gambling Act 2005.

2.8The Councils consent to events and compliance with conditions is essential. The Council may take appropriate legal action against organizers or persons in breach either to stop unauthorised events or to deal with non-compliance when events take place contrary to law or contrary to the Councils policy and legal costs will be pursued.

2.9The Council will not be liable under any circumstances for any costs or expenses incurred by any person due to any failure to obtain any required consent.

3.PROCEDURES

3.1Any organiser wishing to promote or organise a community recreation event should approach Leisure Services as early as possible. An early informal discussion with the designated officer in Leisure Services may be valuable and an appointment can be arranged by letter, email or telephone.

3.2Approval of an event will be based on the following considerations:-

  • Objectives and scope of activities of the event.
  • Commitment of the organisers to provide an event with their own resources.
  • Effect of the event on the park, open space, or premises concerned and also the effect on the surrounding area particularly if this is residential.

3.3A minimum of twelve weeks notice is required for putting on an event or for larger events a minimum of sixteen weeks.

3.4Some sites have a certain number of operating days for holding events – based on a first come first served basis. If this figure has been reached then no further events will be considered in that year.

3.5Approaches from juveniles (under 18s) to organise events will only be considered by Leisure Service so long as they have adult supervision, guidance and support both in the preparation, and organising of the event.

3.6Any site inspections or discussions requiring Leisure Services staff should, wherever possible, be carried out during normal office hours.

3.7If the organiser requests works to be carried out or incurs costs for the Council, the organiser will be responsible for paying these costs. In some cases it may be necessary for a deposit/full cost to be paid in advance of carrying out any works or supplying any materials. Such sum will be determined by the Head of Leisure Services.

3.8If an event requires the attendance of Council employees or Council services, a charge will be made to cover these costs. For example; a live music event will be monitored by an Officer from Environment and Consumer Protection Services for which the organiser will be responsible for the costs incurred.

3.9As stated previously events that include the sale of alcohol or gambling will require a licence and must be discussed with Leisure Services before booking the event.

3.10Authorisation in writing will be required from Leisure Services prior to any application for regulated entertainment the sale or supply of alcohol or gambling. Failure to obtain written permission will result in the event being deemed unauthorised and legal action could result.

3.11The event organiser must complete and sign an event booking form, obliging the event organiser to abide by the terms and conditions in the Events Management Policy.

3.12It will be the responsibility of the event organiser for compliance with any requirements as set out in the Licensing Act 2003 when acting under a Temporary Event Notice. Failure to comply could result in legal action.

3.13 Where the sale of alcohol is likely to attract more than 499 people and additional Temporary Event Notices have not been agreed with Leisure services then a premises licence must be applied for. Written permission must be obtained from Leisure Services prior to the application for a premises licence. It will be the responsibility of the event organiser for compliance with any requirements as set out in the Licensing Act 2003.

3.14 The event organiser will be liable for any additional fees as set out in the Licensing Act 2003 where the expected attendance is likely to exceed 5000 people.

3.15 Leisure Services will accept no liability for events run under a temporary event notice or events for which the organiser has completed an event booking form.