Some Guidance Before You Start

APPLICATION FORM FOR HIRE OF A PARK OR OPEN SPACE FOR AN EVENT

Some guidance before you start

You must read the relevant sections in theEvents GuidanceManual for Event Organisers before completing this form. It will provide the answers to many of the questions you may have and is full of useful advice and information about popular event spaces in Cardiff. You can view and download the manual from or

However, if you feel you need to speak to someone about your event at the pre-application stage please contact the Council’s Events Team on02922 330272 or the Park Manager on 02920 788 401.

What sections of this form do I need to complete? Please tick which is appropriate to you:

☐I am making an enquiry to reserve a date, but do not have the full information yet

(complete sections 1 – 4 incl.)

We appreciate that you may still be in the planning stages and may not be in the possession of all details but please provide us with as much information as you know about your event at this stage. We will ask you to revisit the form to provide further details nearer your event date.

☐The main elements of my event are planned and I wish to confirm booking and enter into

contract(complete sections 1 – 6 incl.)

Please note:

• This is an application form and not a booking form;submission does not automatically confirm your use of the venue requested. This will be confirmed in due course, and until then any publicity or progress with your event is entirely at your own risk.

• Your application form may be returned to you if you have not completed all sections relevant to you, so please take care to check all requested information has been provided to avoid delays in the processing of your request.

SECTION 1 - INFORMATION ABOUT EVENT ORGANISER/ORGANISATION:
Name of applicant / Click here to enter text. / Name of organisation/ company / Click here to enter text. /
Contact tel. no. / Landline: ______
Mobile: ______/ Contact e-mail address / Click here to enter text. /
Date this application form was submitted / Click here to enter text. / Reg.Charity No:
(if applicable) / Click here to enter text. /
Website address of organisation / Click here to enter text. / Website address of event (if different from organisation) / Click here to enter text. /
Type of organisation:
☐ Commercial Organisation ☐ Local Charity
☐ Government/Local Authority ☐ National Charity
☐ Cultural Organisation ☐ Not for Profit
☐ Religious Organisation
☐ Other (please state) Click here to enter text.
Contact postal address line 1 / Click here to enter text. / Invoice address
(if different from above)
Address line 1 / Click here to enter text. /
Address line 2 / Click here to enter text. / Address line 2 / Click here to enter text. /
Town/city / Click here to enter text. / Town/city / Click here to enter text. /
Post code / Click here to enter text. / Post code / Click here to enter text. /
I/We have organised an event in a CardiffPark or Open Space before / ☐ Yes
☐ No / If yes, please give details / Click here to enter text. /
I/We have organised an event in another UK Park or Open Space before / ☐ Yes
☐ No / If yes, please give details / Click here to enter text. /
SECTION 2 - YOUR EVENT
Name of your event / Click here to enter text.
Brief description of event including main activities and what your main objectives are in holding it (please provide as much information as possible to help us understand scale, audience, and potential impact to the site) / Click here to enter text.
Is this event open to the general public / ticket holders or private/ invited guests only? / ☐ General Public
☐ Ticket holders
☐ Private/invited guests
Name of park location you would like to use
(tick all that apply) / ☐Whole of Coopers Field Event Area (Bute Park)
☐Approx. ½ of Coopers Field Event Area (Bute Park)
☐Up to ¼ of Coopers Field Event Area (Bute Park)
☐Coopers Field Hard standing “hammerhead” turning bay(s)
☐Load-in route to Cardiff Castle’s North Gate
☐Orchard Lawn (Outside Bute Park Education Centre/ Secret Garden Café)
☐Sophia Gardens Event Area
☐Part/full use of Sophia Gardens car park oradjacent spine road
☐Blackweir Event Area
☐Other Cardiff open space event site (please state)
Click here to enter text.
☐Don’t know, I would like advice from Parks Event Manager / Events Team
SECTION 2 - YOUR EVENTCONT. **The below sections are relevant to Bute Park / Castle bookings only**
If your event is proposed to be held in Bute Park, or serviced via Bute Park you need to take into account the bollard control system in operation at the park’s vehicle access point. Depending on how many vehicles will be servicing your event it may be necessary for us to sign you out a swipe card so your staff/ stewards can facilitate access. Is this something you anticipate requiring?
Yes☐No☐
Anticipated dates required: From ______to ______
I would like my event staff to take manual control of the Bute Park bollard for some/all of my event.
YES☐NO☐
For one off or infrequent deliveries outside of the times you will have staff on site you can request drivers are permitted entry using the telephone intercom system. Is this something you anticipate requiring?
YES☐NO☐
See Appendix V1c of the manual - Bute Park Access Bridge - Bollard Control Guidance for Event Traffic
I would like to make use of the temp staff parking area to the south of the Bute Park access bridge
YES☐NO☐N/A☐
See Appendix V1d of the manual - Bute Park Temp Event Staff Parking Area
I would like to borrow Bute Park track mats to help protect the ground during my event.
YES☐NO☐N/A☐
See Appendix V1f of the manual - Bute Park Temp Event Staff Parking Area
I would like to borrow Bute Park ‘event mode signage’ to help manage traffic during my event.
YES☐NO☐N/A☐
See Appendix V1g of the manual - Bute Park ‘Event Mode’ Signage
I would like to borrow Bute Park heras banners to decorate fencing during my event.
YES☐NO☐N/A☐
See Appendix V1j of the manual - Bute Park Heras Banners
SECTION 3 - EVENT DETAILS
Preferred event dates
(e.g. from Wed 2nd April 2014 to Mon 7th April 2014) / Click here to enter text. / Number of set up days / Click here to enter text. /
Alternative event dates
(if preferred are not available) / Click here to enter text. / Number of dismount days / Click here to enter text. /
Event running times
(e.g. start time 7:30am Wed 2nd April, finish time 12:00 Mon 7th April) / Click here to enter text. / Estimated attendance
(staff and guests): / Click here to enter text. /
You will need a ticket to get into my event / ☐Yes / ☐No
Estimated admission fee / cost of ticket/race entry fee / Adults:£______
Children:£______
Concessions:£______
☐No charge
Proceeds of my event will go to a registered charity
(ensure charity number given in section 1) / ☐Yes
Fundraising Target
£______/ ☐No
I plan for this event to be / ☐A one off / ☐Repeating
Frequency:______
I would like to display a banner to market my event on site
(see section 2.11 of Event Manual) / ☐Yes
☐No / Details of your proposal:
Click here to enter text.
SECTION 4 - EVENT ENTERTAINMENT AND LICENSABLE ACTIVITIES
Will there be alcohol at the event? / ☐No, there will be no alcohol at the event
☐Yes, we are selling alcohol
☐Yes, we are serving/providing alcohol for free (no sale)
☐Yes, public can bring their own / Office Use only
☐If yes, check licence requirements
Will there be regulated entertainment? / ☐No, there will be no regulated entertainment
☐Live Music/provision for making music
☐Performance of a play
☐An exhibition of a film
☐Playing of recorded music
☐Performance of dance/provision of facilities for dance
☐Boxing or wrestling entertainment
Will you be seeking to stage a charity bucket collection? / ☐No, there will be no bucket collections
☐Yes, there will be bucket collections
Please state location you intend to stage bucket collection and number of buckets (if in street location then licence will be required):
Click here to enter text.
Will your event have any trading activity? / ☐No, there will be no trading activity
☐Yes, there will be trading activity / Office Use only
☐If yes, informTrading Standards
Will there be bonfires, fireworks or explosives? / ☐No, there will be no fireworks or explosives
☐Yes, there will be a bonfire
☐Yes, there will be fireworks.
Approx. duration: ______min
☐Yes, there will be explosives / Office Use only
☐If yes, notify Chair of ELP
Check sub-contractor competency and risk assessment
Will there be any special effects used at the event? / ☐No, there will be no special effects used
☐Yes, there will be lasers
☐Yes, there will be strobe lighting
☐Yes, there will be smoke effect machines
☐Yes, there will be wind effect machines
Will there be on site cash machines? / ☐No, there will be no on site cash machines
☐Yes, there will be on site cash machines
Will your event attract more than 500 people? (this includes staff as well as participants) / ☐No, the event will attract no more than 500 people
☐Yes, the event will attract more than 500 people
Est. attendance ______/ Office Use only
Event to be referred to ELP?
☐Yes
☐No
Will your event require significant infrastructure and guest facilities? E.g. a large stage with PA system, toilets, large covered structures etc.
(Ignore this question if completing sections 5 & 6) / ☐Yes
☐No
please give examples
______
______
______
______

You may submit your application completed to this stage if there is significant time before the event will take place and / or you don’t have any further details available at this stage. Note that before your contract can be issued and your booking can be confirmed you will need to complete sections 5 & 6 but this can happen at a later date.

See the end of the form for info on how to submit your application.

Complete these sections if your event is due to happen soon, please refer to section 1.6 in the Event Guidance Manual for further guidance on application timescales.

SECTION 5 - EVENT HEALTH & SAFETY DETAILS / Office Use only
Will food be served at your event? / ☐No, food will not be served at event
☐Yes, food will be provided by professional caterers
☐Yes, food will be provided by personal contacts/non-professional caterers
☐Yes, public can bring their own / ☐Sendoutdoor caterer checklist documentif applicable
If you answer yes to the question on food, please provide more detail: (e.g. name of caterer(s), type of food and no. of units). Please note the hirer is responsible for ensuring that all third party food traders have attained a minimum food hygiene rating of 3 in compliance to the Food Safety Broadly Compliant Policy.
Click here to enter text.
Will you supply potable (drinking) water at your event? / ☐No, we will not supply potable (drinking) water at the event
☐Yes, we want to supply potable (drinking) water from existing on-site supplies
☐Yes, but water will be brought in sterilised containers or bottles / If using on-site supply ensure water test is done in advance by Event Organiser
Will there be any temporary structures used at your event? / ☐No, there will be no structures used at the event
☐Yes,Gazebo(s)
Capacity: ______
☐Yes, Marquee(s)/Tent(s)
Capacity: ______
☐Yes, Grandstand/tiered seating
Capacity: ______
☐Yes, Scaffolding
Details: ______
☐Yes, Stage
Details: ______
☐Yes, Bouncy Castle/Inflatables
Details: ______
☐Yes, Fencing
Details: ______
☐Yes, Lighting Towers
Details: ______/ Request structural calculations?
Yes ☐No ☐
Book structural engineer to attend site meeting to sign off?
Yes ☐No ☐
Please provide more detail on temporary structures: (e.g. number of each type, intended use and sub-contractor or source of supply)
Click here to enter text.
Will any electricity be used at your event? / ☐No, no electricity will be used at the event
☐Yes, I would like to use electricity in form of existing on-site power supplies (please note, NICEIC qualified electrician will be required if organisers wish to use existing supply over 63A)
☐Yes, I would like to use electricity form temporary generators that I will bring in
(only diesel generators are allowed) / Request proof of NICEIC qualified electrician?
Yes ☐No ☐
Book in ELP specialist to attend site meeting and sign off?
Yes ☐No ☐
Please provide more detail on anticipated electricity use, i.e. anticipated loadings and list equipment that is to be powered:
Click here to enter text.
Will your event have any Fairground/amusement rides? / ☐No, there will be no fairground or amusement rides
☐Yes, there will be fairground /amusement rides / Ensure organiser can provide ADIPs certs for each ride
Please provide more detail on fairground rides: (e.g. type/name, size and number of rides, also how they will be powered, and the supplier providing them)
Click here to enter text.
Will your event have any stunts or any kind of hazardous activity? / ☐No, there will be no stunts or hazardous activity
☐Yes, there will be stunts/hazardous activity / Check sub-contractor competency and risk assessment
Seek advice from Chair of ELP as necessary
Please provide more detail on hazardous activity:
Click here to enter text.
Will your event include any sort of hot air balloon activity e.g. launch or tethered rides / ☐No, there will be no hot air balloon activity of any kind
☐Yes, there will be a hot air balloon launch
☐Yes, there will be tethered hot air balloon rides / Check sub-contractor competency and risk assessment
Seek advice from Chair of ELP as necessary
Please provide more detail on hot air balloon activity: (e.g. how many to be used etc.)
Click here to enter text.
Will your event include any livestock/animals? / ☐No, there will be no animals
☐Yes, there will be livestock/animals / Check sub-contractor competency and risk assessment
Seek advice from Chair of ELP as necessary
Please provide more detail on livestock/animals activity: (e.g. number of animals, types of breed, type of pens to be used, duration on site etc.)
Click here to enter text.
SECTION 6 - EVENT FACILITIES AND INFRASTRUCTURE
Name / Approx. number / Details (please provide as much info as you know to date. You will be requested to update this section as more info becomes confirmed) / Name of sub-contractor/supplier
Stewards/marshals / _____ / Click here to enter text. / Click here to enter text. /
Security guards / _____ / Click here to enter text. / Click here to enter text. /
Portable public toilets / _____ / Click here to enter text. / Click here to enter text. /
First aid vehicle / _____ / Click here to enter text. / Click here to enter text. /
Other support vehicle(s) / _____ / Click here to enter text. / Click here to enter text. /
Lost children point / _____ / Click here to enter text. / Click here to enter text. /
Special provision for thedisabled / _____ / Click here to enter text. / Click here to enter text. /
Additional waste bins/skips (must be covered & secure) / _____ / Click here to enter text. / Click here to enter text. /
Fire extinguishers / _____ / Click here to enter text. / Click here to enter text. /
Site lighting / _____ / Click here to enter text. / Click here to enter text. /
Tables / _____ / Click here to enter text. / Click here to enter text. /
Chairs / _____ / Click here to enter text. / Click here to enter text. /
PA system / _____ / Click here to enter text. / Click here to enter text. /
Onsite branding (e.g. pop-ups, flags, banners) / _____ / Click here to enter text. / Click here to enter text. /
Other (please state)
Click here to enter text. / Click here to enter text. / Click here to enter text. /
Other (please state)
Click here to enter text. / Click here to enter text. / Click here to enter text. /

Once your application has been made, changes are not permitted without the express consent of the Events Manager

EVENT APPLICANT’S CHECKLIST:

Documentation/Information Required before event will be permitted to take place / Included with this application form?
Yes / To follow
Fully completed and detailed application form / ☐ / ☐ /
Signed Indemnity Form / ☐ / ☐ /
Sufficiently detailed site plan to scale / ☐ / ☐ /
Production & Event timetable/schedule / ☐ / ☐ /
Proof of public liability insurance (minimum £5m) / ☐ / ☐ /
Copies of public liability insurance for your main sub-contractors (Min. £5m) / ☐ / ☐ /
Suitable and sufficient event risk assessment / ☐ / ☐ /
Suitable and sufficient risk assessments from your sub-contractors / ☐ / ☐ /

If any of the above information is not included your application may not be considered complete. If this is the case, please explain when the information will be provided/why it has not been included:

Click here to enter text.

Declaration

• I confirm that I have read and understood the sections in the Event Guidance Manual for Parks Venues that arerelevant to my event.
• I confirm that to the best of my knowledge, the information I have provided in my application is correct and as complete as possible.
• I understand that my application may be rejected if I have deliberately given false or misleading information.
• I understand that submission of my application does not mean I have the permission to hold the event and that I may be required to provide more information before this permission is granted.
• I understand I should wait until my booking is confirmed/express permission is given by the Council, before I advertise my proposed event.
• I agree to fully read, sign and return my contract of hire before the start of my event.
• I understand I may have to pay a hire fee for my event in accordance with indicative rates in the Event Guidance Manual for Parks Venues.
• I understand I may have to pay a bondfor my event in accordance with indicative rates in the Event Guidance Manual for Parks Venues.
• I understand that details of my event application, including my contact details, will be provided to other Cardiff Council departments, statutory services, licensing bodies and agencies such as the police, for planning, licensing and safety purposes.
• I understand that I am responsible for obtaining all other necessary licences and/or permissions required for this event.
• I understand that I am responsible for ensuring there is a suitable and sufficient risk assessment for my event.
• I understand that I am responsible for ensuring there are sufficient insurance arrangements in place for my event.
• I understand that I will have to indemnify the Council as stated in the Event Guidance Manual for Parks Venues before my event can take place.

Please tick here to confirm you have read and understood the above declaration: ☐