Application to hold an event / activity on Nene Park Trust property
Name of Organisation
Date(s) Required
Start
Times (include set up and removal)
Event Start Time
Name of Event
Event Details
Please use this space to detail what
your event will include: what
activities will take place, marquee,
PA system, music etc. Please use
additional sheets if necessary
Estimated number of participants
Proposed Location & Layout
Please sketch plan of area / route
on map provided– include points of
marshals, signage etc.
Has your organisation carried out
this event on Nene Park Trust land
before?
 No
 Yes (please give details below)
Name of person organising event
and position in organisation.
Address inc. postcode
Email
Telephone Numbers
Day
Finish
Evening
Mobile
Is vehicle access required to site
outside of the car parks?
 No
 Yes (please show location on map provided)
If yes how many vehicles?
Are you happy for your event to be included in the Trusts marketing activities e.g.
Parklife, website, events listing to press etc.
 No
 Yes
Exclusive use of an area can only be granted on health and safety
or commercial grounds. Do you feel exclusive use of the area / route is required?
 No
 Yes
A parking charge is in operation at Ferry Meadows every day. Reduced or free
parking may be available for events which meet the criteria listed in the event
guide. Would you like to apply for reduced or free parking?
 No
 Yes
If applying for reduced or free parking please provide evidence that you meet the Trusts
criteria. Use additional sheets if necessary – see event guide for details.
I have read and understood the general conditions as stated overleaf and understand that the
use of Nene Park Trust land will be subject to specific terms and conditions for this event /
activity.
I understand that completing and returning this form constitutes a request to run an event on
Nene Park Trust land only. If permission is granted, Nene Park Trust will send issue booking
confirmation with full terms and conditions to be signed by both parties.
Signed
Name – Block capitals
Date
Nene Park Trust - Registered Charity VAT No 486 3085 21
General Conditions
1
An application will be considered to be a permitted event / activity only on written confirmation from the
Trust and on the organiser satisfying all further conditions set by the Trust.
2
If an event / activity meets all of the following criteria, then a formal agreement with the Trust and
associated public liability insurance and risk assessments will not be required:
 event involves less than 20 people
 event is an activity that occurs within Nene Park as part of its day to day operation (e.g. a walk, a
run, a horse ride and on the designated paths, tracks, roads or public areas)
 event is not commercially orientated
 event does not require exclusive use
It is for the Trust to deem if the event / activity meets these criteria and if so, a covering letter will be issued
to you to confirm this.
3
For an application to be processed, the Trust can only consider those received a minimum of six weeks
prior to any proposed date.
4
Some applications to hold an event / activity on the Trusts property will incur a fee. These are generally
limited to those which will incur staff time from The Trust, are commercially driven and / or will require some
works after the event. The level and payment terms will be outlined in the event agreement.
5
Event organisers must indemnify the Trust against all claims, or damages or expenses whatsoever in any
way arising from this event or activity. Evidence of adequate public liability insurance cover held by the
organisers must be submitted to The Trust no less than 28 days before the event / activity.
6
A risk assessment for the event / activity specific to this location must be carried out and submitted to the
Trust no less than 28 days before the event / activity.
7
Vehicles are not allowed off the roads and car parks except via previously agreed access points and solely
for the purpose of servicing the event or activity. All vehicles, except for those forming an integral part of
the exhibition or display, must be removed to the car parks no later than one hour before the event begins
and may not return until the event finishes. All vehicles on site must display a permit and adhere to the
rules stated on the permit.
8
Traders, including food and beverage sellers will be allowed by prior agreement only. Traders must leave
their site and immediate surrounding area clean and free from litter. Event organisers are responsible for
enforcing these conditions and will be liable for any claims or costs arising from breaches of it. A list of
names and addresses of traders and a brief description of their goods or services must be submitted to
arrive no later than one week before the event. The Trust may refuse access to any trader without any
reason being given.
9
Event organisers are responsible for receiving and directing any deliveries of plant, equipment or materials
and participants in their event. Organisers are also required to remove within 48 hours any temporary
signs or notices relating to the event. Time incurred by Trust staff on these activities may be charged for.
10 Any exemption from normal car parking charges or arrangement of a specific tariff is by prior agreement
with the Trust only.
11 All correspondence and enquiries will be directed to the organisation’s named correspondent.
12 In the unfortunate circumstance of needing to call the emergency services. The event organiser must
ensure the Duty Ranger is also informed ASAP so as to enable access and help guide any response
vehicles to the incident.
13 The Trust reserves the right to refuse any application/cancel any booking without any reason being given.
Please direct all correspondence and enquiries to:
Visitor Services Team, Nene Park Trust,
Ham Farm House, Ham Lane, Peterborough, PE2 5UU
Telephone
(01733) 234193
FAX
(01733) 361342
E-mail
[email protected]