Aylesbury Vale District Council
Parks Events Application
for events in AVDC Parks and Open Spaces
Contact
Telephone
Email
Leisure Services
01296 585298
[email protected]
Updated April 2014.
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This plan has been compiled to assist community groups to formulate a
basic event management plan for use when holding an event on Aylesbury
Vale District Council land. The document contains some of the
tasks/activities you will need to consider prior to the event and how the
organisers will address them. For instance, by providing risk assessments
and establishing event management procedures. It contains a number of
things to take into consideration and gives the Council some indication on
how the organisers will deal with them. The paperwork includes assessment
template together with an example of a completed document.
Section 1
Event Organisation
Section 2
Event Management, Safety and Licenses
Section 3
Risk Assessment
Section 4
General Information
Section 5
Fees and Payment
Appendices
Appendix A
Risk Assessment Template
Appendix B
Programme of Events
Appendix C
Agreement
Additional Information Required
Programme of Events
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Section 1. Event Organisation Information
Date of Event
Name of Event
Type of Event (i.e. Sponsored
walk, fun run, charity event, etc)
Lead Organisation organising the
event
Event Organiser Contact Name
Position in Organisation
Type of organisation (Registered
charity, Town/Parish Council, not
for profit organisation,
commercial)
Registered charity number (if
applicable)
Address
Contact daytime telephone/mobile
Fax no
Email address
Location/Address of Event
Please attach map/ site plan
showing area of park/ open space
to be used.
Have you held a similar event in
this location before?
Yes/ No
Event Times
Please give approximate times
Set up time and date* (*if day
before event)
Start time of event
End time of event
Take down/site de-rig time and
date* (if day after event)
* Please note that it remains the responsibility of the hirer to safeguard their own
property or items left within your undertaking, whilst on AVDC land and throughout the
period of the license agreement. AVDC accepts no responsibility for any loss, damage or
vandalism to property, equipment or belongings. In such instances as equipment and the
like will be left on site overnight, please identify what measures are being taken to
safeguard the articles.
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About the Event
Who will attend the event? (i.e. general
public, children, etc)
How many people do you expect to attend
overall per day, throughout the course of
the event?
What is the maximum visitors attending
expected at any one time?
Has the Thames Valley Police been
notified, if so, to whom and when?
(provide names and dates).
Has AVDC Licensing been informed, if
so who and when (provide names and
dates)on 01296 585560.
Is a licence required and has this been
granted? (see further details below)
Section 2. Event Management, Licenses and Safety
Please give details of entertainment/activities and the organisations responsible for
running them (i.e. bouncy castle, skateboarding, fairground rides, children entertainers.
etc). Use additional sheet of paper if necessary. The Event Organiser is responsible for
ensuring all suppliers/ service providers have adequate insurance and the organiser
should have a copy of insurance certificates of suppliers/providers of services for the
event.
Activity
Details of organiser/business/tel.no.
* Note that for some events AVDC may ask for further information
Will an entrance charge for the event for
the public be made or will it be free of
charge?
Will any of the activities within the event
have a charge to the public?
Will any/ all of the money raised be for
charitable purposes (if applicable)? (please
give details of charities if applicable).
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Event Safety
First Aid Provision
Will First Aid cover/ ambulance
service be provided? If so, who will
provide this and when?
Suggested organisations that could
assist include Red Cross and St
Johns Ambulance.
Who is providing Event Safety
Advice (If no one is named, then
by default the Event Organiser will
be the responsible person)
Anticipated Fire Safety
arrangements e.g. fire marshals,
extinguishers, audible alarm, etc
Licenses
Licences may be required for certain activities including alcohol
consumption or hot food after 11pm. In such instances please contact
AVDC Licensing Team on 01296 585560 or check on
http://www.aylesburyvaledc.gov.uk/business/licensingregulation/alcohol---entertainment/temporary-event-notice/
Please tick the relevant box if any of the following will be included at your
event. Licenses may be required – please contact the licensing team.
Plays or films
Live/recorded music
Dancing, performance of dance
Facilities for making music/dancing
Sale/supply of alcohol
Provision of late night refreshment (hot
food and drink between 11pm and 5am).
Catering/ Refreshments
If alcohol is to be served at the event,
please provide details of an appropriate
licence or permission obtained from
AVDC Licensing Team (Temporary
Event Notice)?
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Will high-risk food i.e. cooked meats,
burgers etc. be served at the event? If so,
contact AVDC Licensing Team for
advice.
If so, does the person(s) who will be
serving/handling the food, hold food
hygiene certificate?
Is the food caterer registered with a
Local Authority, if so, please
identify which Local Authority.
What are your plans for the following (please give details)
Toilets
Dependant on the size of the event you
may wish to discuss requirements
regarding toilet provision with AVDC, or
make alternative arrangements over and
above facilities currently provided in
some parks.
Clearing and disposing of
litter/waste.
It is expected that the organisers make
their own arrangements for the collection
and disposal of waste. Larger events
might well require professional refuse
collection. AVDC Officers will be able to
provide contacts as necessary.
Any additional costs for clearance of
litter arising from the event incurred by
AVDC will be charged to the Event
Organiser on an hourly rate for Officer
time and any contractor costs will be
passed to the Event Organiser.
Communication during the event.
Please give details. Dependant on the
size of the event Public Address System
and mobile communications might be
necessary
Lost Children/property. It is strongly
advisable that any community event has
an understanding (if not a written policy)
of how to deal with lost
children/property.
Please give details.
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What arrangements are in place for the following, if applicable (please give
details).
Structures/tents.
Please state size and who will be
supplying/erecting them.
Please mark on site plan if
applicable.
Power requirements
If a power supply is required,
please indicate how this will be
provided.
Lighting
How will this be provided and how
will it be powered
Further information will be required if power/lighting is supplied from a generator (i.e.
who is the supplier, is there a competent electrician being provided, inclusion on the risk
assessment, etc.
Vehicles and Pedestrians
(Indicate on the site plan provided/downloaded), routes for
pedestrian/vehicular access and exit routes)
Will the event involve the Public
Highway, if so contact
Buckinghamshire County Council
(0845 2302882), to advise where
and when the event will take place,
and gain relevant permissions.
Car parking facilities
Please identify the location of
additional parking facilities, if
required for the event.
Vehicle Access
Please state type and size of
vehicles required to access the site.
Vehicular and pedestrian Traffic
State how vehicular/
pedestrian traffic will be
managed/separated on site.
Accessibility
What are the arrangements for
disabled access including
wheelchairs e.g. wet grass, etc
Additional information
Inclement Weather
What poor/wet weather
arrangements have you made?
Marketing
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How will the event be publicised?
AVDC’s Chairman
Would you like the Chairman of
AVDC to be invited?
In granting permission we will notify the Safety Advisory Group where
applicable, which includes the emergency services.
Section 3 –Risk Assessment
A risk assessment template is included in this pack and this must be submitted at least
ten working days before the event. (Please see Appendix A either
provided/downloaded). Aylesbury Vale District Council has the right to stop the event
happening until a valid risk assessment has been returned to the Council, should any
issues arise from that assessment, a revised document will be required to the Council’s
satisfaction, within five working days of the event.
Other examples of event health and safety can be sourced from the HSE website, or by
following the link: http://www.hse.gov.uk/risk/casestudies/
Key findings arising out of the risk assessments for suppliers / providers of services for
the event together with the management controls should also be provided, e.g. Bouncy
Castles, fun fairs, sporting events, water activities, etc.
Section 4
General Information
As an event organiser, you have a ‘statutory duty of care’ to children and should ensure
that all providers of children’s activities have a Criminal Records Bureau (CRB) check.
The organiser should also have a copy of insurance certificates of suppliers/providers of
services for the event.
Aylesbury Vale District Council will not agree to any event being staged until the
Management Plan and Risk Assessment have been completed and returned at least ten
working days before the event. (Note caveat of five days as described above, should any
amendments be required).
Upon successful application to use Council owned land for activities, a formal
Agreement needs to be signed to state that the Event Organiser to agree and abide by the
terms and conditions of use.
Public Liability Cover of £5million is required.
Tick to confirm a minimum of £5million
Public Liability Cover will be provided.
A valid licence agreement will only be issued on completion of a successful application
Section 5. Fees and Payment Terms and Conditions
5.1 Terms and conditions apply to all event organisers.
5.2 Event Organisers will be required to pay a site event hire fee. The applicant will be
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notified of the amount and date by which it must be paid in writing. A discount may
apply for registered charities and not-for-profit community companies/groups.
5.3 Fees and deposit will be due at the latest 10 working days before the event date. Once
your event pack application has been completed and returned and signed off by AVDC
officers, you will be asked to provide payment with your completed signed event
agreement.
5.4 The Council may require a refundable deposit to be paid in advance of an event as
security. If a deposit is paid it will be subject to be refunded as soon as practicable
following the event. However if the Council incurs costs and expenses arising from the
event then the deposit or a part of it will be retained by the Council in payment or part
payment of the amount owing. In the event of any shortfall between the deposit and the
actual costs and expenses, the applicant will remain liable for payment of the balance on
demand. Any additional costs or reinstatement costs including grounds maintenance,
cleaning, litter picking or any other associated costs arising from the event which the
Council incurs in the granting of this permission will be charged by the Council on an
hourly rate for Officer time and any contractor costs will be passed to the event organiser
e.g. reinstatement of land damaged as part of the event, clearance of litter after the event
etc.
5.5 Expected attendance numbers are included in the Fees Guide as a guideline to the
size and extent of your event only. No refund will be provided if attendance numbers are
lower than you expected at your event.
5.6 Hire fee applies per day/ session that the park will be used for. Any event will be
charged on a half day or whole day basis i.e. up to 12.00 is half day. There is no
allowance for charging by the hour. Event organisers must therefore be off site by
1200 or they will be charged the full day rate.
5.7 If fees and deposit are not received by the deadline set, AVDC will not give
permission for the event to proceed and access to the site will not be granted.
For internal use only
Date Event Plan received
Other Officers consulted
Risk management information attached
and checked by
Programme of events attached ?
Site plan attached (including clearly
marked emergency exits)
Public Liability Insurance document
provided
Agreement documentation
Payment and deposit paid (if applicable)
Officer granting permission
Date of permission
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