Event Application Form - Worcester City Council

Cleaner and Greener City
and Worcester Racecourse
Pitchcroft
Event Application Form
Name of Event:
Event Location:
Event Date(s):
Office Use Only:
Event Reference Number:
Date Received:
Guidelines for completing the Form
Section one
Organiser Details
1.1
1.2
1.3
1.4
1.5
1.6
1.7
1.8
1.9
1.10
1.11
Name of organisation running the event and include partners.
Contact name of main organiser.
For example Event Organiser, if a voluntary group.
Address of main organiser.
Postcode of main organiser.
Day time telephone number of main organiser.
Evening telephone number of main organiser.
Mobile number of main organiser.
Fax number of main organiser.
Email address of main organiser. Essential.
Web address of organisation. Not essential.
2.15
2.16
2.17
2.18
Section two
Event Details
2.1
2.2
2.3
2.4
2.5
2.6
2.7
2.8
2.9
2.10
2.11
2.12
2.13
2.14
General description of the event and what you intend to do. For example an event for
the community involving music; food stalls; children’s craft activities; entertainers etc.
For example if the event has the same name; same format and size etc, tick yes.
For example; Charity fund raising event eg Race for Life; Community event for all
e.g. Music Festival; Private event e.g. Party by invitation only; Commercial event e.g.
Fairground/Circus.
The Charity details are essential if fundraising.
As stated.
Please allow at least two hours site preparation before the event is due to
commence. Larger events will need longer to set up and take down.
The time when the event is advertised to start from and finish at.
This will be the time the last person is due to leave and the site looks as it did prior
to the event starting.
If the event is not free, consideration must be given to security/stewarding
arrangements.
An estimate on the number of people expected to attend.
Worcester City Council and Worcester Racecourse endeavour to advertise all
Pitchcroft events on their websites.
Event organisers are not permitted to put up any directional signage to the event
on any highway land/furniture or verges. Signage can be applied for a fee from
a national breakdown recovery organisation, for example the AA or RAC. The
application is then subject to written approval from Worcestershire County Council.
Written approval needs to be obtained from Operations Manager, Cleaner and
Greener to erect banners or posters on City Council property.
Tel: 01905 722233 or email: [email protected]
Worcester City Council reserves the right to remove any unauthorised advertising and
to recover the cost incurred from the event organisers.
It is essential that you explain in full exactly what you are intending to include at
your event. Please supply as much information as possible on all of the items listed.
After this application has been submitted, no additional items may be included
without the express consent of the appropriate department. Please note that if you
require an electricity supply from a Worcester Racecourse or City Council building
any equipment that you wish to plug in must have a current Portable Appliance Test
Certificate and be fit for purpose complying with the regulations of the Institute
of Electrical Engineers. Your event may require contracted electricians to be on
site at the beginning and end of the event to ensure equipment is PAT tested and
plugged/removed safely, charges applicable.
* In accordance with the Premises Licence and Worcester Racecourse Safety
Licence, regulated entertainment can only take place on the specified areas. An
event must not generate excessive noise and applicants must be considerate to local
residents at all times.
** Alcohol to be provided by Worcester Racecourse, with the exception of the
Worcester CAMRA Beer Festival, on the specified Premises Licenced areas.
*** Generators are not permitted on the highway or pathways and must be correctly
earthed. Diesel only.
**** In order to street trade within Worcester City, an application for a street trading
(mobile) licence must be obtained by that licensing authority.
***** Depending on your estimated attendance figures you may be required to use
Worcester Racecourse catering facilities only.
Other may include for example entertainment involving animals such as pony rides,
falconry display etc. It is the responsibility of the event organiser to ensure that
the entertainment hired adheres to the Animal Welfare Act (2006). For further
information please contact the RSPCA advice line: 0300 1234 999
or visit www.rspca.org.uk
Please detail what the temporary structures are and how they will be erected for
example if they are hired in from a specialist company.
2 Pitchcroft Event Application Form
2.19
2.20
2.21
2.22
2.23
Please note that vehicle access onto Pitchcroft is restricted to the following points;
Pitchcroft Car Park Castle Street; Waterworks Road; Grandstand Road and dependant
on ground conditions.
The Disability Discrimination Act (2005) contains provisions making it unlawful to
discriminate against a disabled person in relation to employment, the provision of
goods, facilities and services, and the disposal and management of premises. Please
demonstrate that the event will be accessible to all. For example consider disabled
parking; large print formatted programmes; access for mobility scooters etc.
For any of the listed options it will be necessary to contact Worcestershire County
Council, Tel: 0845 607 2005 and may require a formal traffic order whereby at
least three months notification is required.
You will be required to demonstrate that you have provided toilets to meet the
following ratios. For an event lasting less than six hours; one toilet per 100 females;
one toilet per 500 males, plus one urinal per 150 males. For an event lasting more
than six hours; one toilet per 120 females; one toilet per 600 males, plus one urinal
per 175 males. There should be one disabled toilet with hand washing facilities for
every 75 disabled people. Worcester Racecourse toilet block may be hired for events.
It contains five female toilets, two male toilets and two urinals. In excess of this will
need to be made at further cost. Please note that the toilet block does not include
any disabled facilities.
The event organiser should ensure that the site is regularly litter-picked during the
event and at the end of each day to ensure that the council’s obligations under
the Environmental Protection Act 1990 - Code of Practice on Litter and Refuse is
discharged. If the event organiser fails to do this then the council reserves the right
to carry out the works in default and charge the event organiser the cost incurred. It
is the event organiser’s responsibility to arrange removal of all rubbish from the site.
You will not be permitted to use any on site skip/litter bins etc for disposal. Please
indicate here if you would like to hire trade waste bins from Worcester Racecourse for
an additional charge.
Please note that parking may be restricted on some areas and this will be detailed
on your approval letter. Clear Riverside access must be maintained at all times on the
Grandstand Concourse.
For example parking may be stewarded by volunteers. One steward at least must be
responsible for stewarding car parking.
If you intend to use the Grandstand Steppings please note that a Safety Officer will
need to be onsite, charges applicable.
This is your opportunity to include anything else that has not been covered previously
in the application form.
Section three
Safety and Welfare
3.1
3.2
3.3
3.4
If a Safety Advisory Group does not exist please include minutes from any regular
meetings you have had with your organisation and/or emergency services regarding
the event.
We recommend that First Aid cover is provided for any event involving children’s
activities; music etc. In your confirmation letter you may be asked to notify the Police
and appropriate Emergency Services.
For example the number of volunteers stewarding and where they will be located.
For example how you intend to notify event attendees if a child is lost and where a
lost child will be taken to. Please note that any person left supervising a lost child
must have a current Disclosure and Barring Service Check (DBS Check).
Section four
Insurance
4.1
If you are waiting for event approval before purchasing insurance. Please enclose
a copy of the insurance quote. Once approval has been given you will be required
to provide evidence that you have purchased the insurance e.g. Public Liability
Insurance Certificate. Failure to comply will result in the council refusing to
grant permission for you to hold the event.
Section five
Additional Requirements
5.1
5.2
Please sign and date the form, failure to do so will delay your application for
approval. Please ensure that all the information that is required is submitted.
For any queries please email: [email protected]
or Tel: 01905 722233 or Jenny Cheshire,
email: [email protected] or Tel: 01905 25364.
A draft Risk Assessment and Event Management Plan is acceptable at this stage, however
please note that both documents will need to be fully completed prior to the event.
Conditions of Hire
Method of Booking
Food Hygiene
Application to use facilities for special events on land within the ownership of
Worcester City Council (the site) should be made on the enclosed official application
form. An application will not be considered until such time as the form is submitted
properly completed.
If the event includes the selling/preparation/handling of food The Food Hygiene
(England) Regulations 2006 will apply. These cover all aspects of food safety
including outdoor events and food produced on domestic premises. If you are
serving food please contact a member of the Food Safety Team in Environmental
Health at Worcestershire Regulatory Services, PO Box 866, Worcester WR1
9DP. Tel: 01527 881395 or email:
[email protected] at least two weeks before your
planned event who will provide information and advice to ensure you are complying
with current legislation.
Approval of Booking
The applicant will be informed in writing as soon as possible after the Event
Application Form has been accepted.
Fee Payable
There will normally be a fee payable for the use of a site, the amount of the fee
will depend upon the type and size of the event proposed. The fee must be paid to
Worcester Racecourse/Worcester City Council (as applicable).
The applicant shall be responsible for any damage caused by the applicant or their
guests to the site and buildings (including damage caused by vehicle ruts, wheel
markings etc) or the furnishings, utensils and equipment therein during the term
of hire. The applicant shall pay to Worcester Racecourse/Worcester City Council
(as applicable), the amount required to make good and safe, and remedy any such
damage. The applicant shall agree to ensure all entry gates are either manned or
locked at all times to prevent unauthorized visitors entering the site.
A separate damage waiver will be required for certain events. In the event that
this sum is insufficient, the applicant will be charged for and will be responsible for
payment of any such costs. If no deductions are necessary, Worcester Racecourse/
Worcester City Council (as applicable) will refund the damage waiver in full.
Insurance
The applicant must indemnify Worcester Racecourse/Worcester City Council (as
applicable) against all claims, costs, proceedings or damages arising out of the
applicant’s use of the site and will provide evidence that an appropriate insurance
policy has been effected and is fully paid up at least twenty eight days prior to the
event. The limit of indemnity will usually be a minimum of £5m per claim.
Licences
The applicant will be responsible for obtaining all necessary approvals/consents for
the event (approval of the application to hire does not exempt the applicant from
obtaining all other appropriate licences that may be required from the Council).
Please note that the applicant is reponsible for ensuring that all traders have a
current street trading licence. Applicants for Premises Licences; Street Trading
Licence and Temporary Event Notices can be obtained from Worcestershire
Regulatory Services, PO Box 866, Worcester WR1 9DP. Tel: 01527
881395 or email: [email protected]
Flooding
In the event of the threat of flooding, the ultimate decision of whether your event
can safely proceed will be taken by 72 hours in advance by the Managing Executive
of Worcester Racecourse.
Responsibility
The applicant shall be the person or persons named on the application form who
shall be the person or persons responsible for ensuring that all conditions of hire
are observed and performed. In the event of there being more than one person
named on the application form the responsibility shall be joint and several.
In the event of the application being on behalf of an incorporated body, the
person signing the application form shall produce whatever evidence is considered
necessary in order to confirm that the person is acting for and on behalf of that
body.
The applicant shall be responsible for ensuring that the event is carried out in a
responsible and proper manner. The applicant is responsible for ensuring that the
site is left in a safe manner, all debris disposed of and any damage reinstated.
User
Any approval given will be for the event detailed on the application form and no
other use of the facilities or of any other area of land than that authorised must
be made. Worcester Racecourse and Worcester City Council reserves the right
to withdraw its approval forthwith should an unauthorised use be taking place
and in such circumstances Worcester Racecourse and Worcester City Council
shall require the applicant and all other persons and property on the site or any
part thereof to vacate the site immediately.
The applicant must notify the West Mercia Police Authority of the event if
requested in the approval letter. The applicant will be responsible for continuing
to liaise with the Police Authority if required.
Fly-Posting, fly leafleting and advertising signs placed on the highways in the
City of Worcester is strictly forbidden. The Council reserves the right to cancel
the approval to hire should there be any contravention of this as well as taking
appropriate proceedings in Court. No fly posting must take place on the gates/
railings bordering Pitchcroft unless specific written authority has been given by
the Parks and Cemeteries Manager and must not occur elsewhere in the city.
No leaflets should be placed on car windscreens.
Noise level should be kept to a minimum so as not to cause annoyance or
nuisance to residents/occupiers of premises in the neighbourhood.
The giving of live animals as prizes at fairs and other events is not allowed.
Please note that Worcester City Council does not permit the intentional
outdoor release of balloons and sky lanterns from any council land or
buildings as it considers this an act of littering and will take action under
the Environmental Protection Act 1990 and the Clean Neighbourhoods and
Environment Act 2005 where appropriate.
Pitchcroft Event Application Form 3
Section one
Section two
Organiser Details
Event Details
1.1 Name of organisation:
2.1 Description of event proposed:
1.2 Contact Name:
1.3 Position in organisation:
2.2 Has this event run previously?
Yes
No
2.3 Is this a...? (please tick one box only):
1.4 Contact Address:
Charity fundraising event
Private event
Community event for all
Commercial event
2.4 If charity event, please provide name of charity and
supporting letter from Charity:
1.5 Postcode:
1.6 Tel No. (Day):
1.7 Tel No. (Evening):
Charity Registration Number:
2.5 Will all income raised go to the charity concerned?
Yes
No
If no, please give details:
1.8 Mobile No.:
1.9 Fax No.:
2.6 Date and time to enter site for preparation:
pm
am
1.10 Email Address:
Finish time each day:
2.7 Start time each day:
am
pm
pm
am
1.11 Event Website Address (if applicable):
2.8 Date and time the site will be vacated after the event:
pm
am
2.9 Is the event free?
If no, what is the admission price?
Yes
No
£
2.10 Approximate number of people
expected to attend:
2.11 Do you object to your event being advertised on the
following website?
4 Pitchcroft Event Application Form
www.worcester.gov.uk
Yes
No
www.worcester-racecourse.co.uk
Yes
No
2.12 Do you intend to use the following:
Highways Directional Signs
Banners/Posters (front railings opposite
Grandstand Concourse and Swan Theatre Car
Park only)
If yes, please provide full details:
2.13 Do you intend to utilise or permit any of the following:
Yes
No
If yes, please tick the appropriate box and name the provider(s) alongside.
Please note that some of these activities may not be permitted.
Providers
Aircraft
Alcohol**
Balloon Launch
Barrier/Fencing
Carnival/Procession
Children’s Entertainers (e.g. face painting)
Coconut Shy
Fairground Equipment
Fireworks/Pyrotechnics
Food/Drink concessions
Horses/other animals
Hot Air Balloons
Inflatable (e.g. bouncy castle)
Live Entertainment*
Live Music*
Lost Children Point
Market Stalls
Marquees
Motorcycles
Other Motor Vehicles
On-site Communications
Parachutists
P.A. System
Portable Generator***
Portable Staging
Power Supply
Re-enactment Groups
Food/Drink concessions****
Toilets
Other
Pitchcroft Event Application Form 5
2.14 Please detail any temporary structures being erected
and name providers e.g. staging, marquees, lighting,
barriers etc. Please note that a signed off marquee safety
checklist is required following assembly of any structure.
2.17 Do you anticipate the need for:
Road closure of Grandstand Road
Traffic diversion
Grandstand Road parking restriction
Pitchcroft Car Park closure
If you have ticked any of the above, please provide full
details of locations, dates and times.
2.15 Please provide details of the number, weight and
size of delivery vehicles and/or participating vehicles and
whether they intend to remain on site overnight:
2.16 Please advise on how the requirements of the
Disability Discrimination Act will be met:
2.18 You will be required to ensure that the toilet facilities
are adequate. Please submit details of your proposals,
if toilets are hired, the name and address of the hire
company:
2.19 Please identify the method to be used in order to
maintain the area free of litter and refuse. We encourage
you to consider recycling where possible:
2.20 Will you be requiring car parking space?
Approx number of spaces
General Public
Yes
No
If yes, please indicate on your site plan your proposed
car parking area.
6 Pitchcroft Event Application Form
2.21 How do you intend to manage the parking of those
vehicles?
3.1 Has a Safety Advisory Group been established?
Yes
No
If yes, please provide details:
3.2 Please provide details of your first-aid arrangements
(remember to include these in your risk assessment):
2.22 Do you intend to use the Grandstand Steppings?
Yes
No
2.23 Please use this space for any further details that
you wish to provide:
3.3 Please provide details of your stewarding arrangements
(remember to include these in your risk assessment):
3.4 Please provide details of your lost children procedure
(remember to include this in your risk assessment):
Section four
Insurance
Event Organisers are required to hold a current
policy of Insurance in respect of Public Liability or
Third Party risks (including products liability where
appropriate). The relevant limit of indemnity shall
be an amount approved by the council’s Risk and
Insurance Section and Legal Section. Under no
circumstances shall this be less than £5 million and
the council reserves the right to require a higher limit
if deemed necessary.
Section three
4.1 Organisers will be required to produce evidence of
their insurance cover, and will be requested to produce
copies of insurance and risk assessments for any of the
exhibitors, performers, subcontractors, caterers etc. whom
they have instructed/authorised to appear at the event.
Safety and Welfare
Name of Insurers:
Event Organisers are required to submit detailed risk
assessments for all activities with this application.
Risks to be assessed include those listed on page
five and the following; erecting/dismantling
of equipment; vehicle movements; evacuation
procedures; onsite communication etc. For best
practice please refer to ‘The Purple Guide to Health,
Safety and Welfare at Music and Other Events’ by
the Events Industry Forum in consultation with the
UK events industry, including representatives from
regional and national Government.
www.thepurpleguide.co.uk
Address:
Policy Number:
Expiry Date:
Pitchcroft Event Application Form 7
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Section
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Our Ambition:
a First
Rank
Welcome

 For
assistancePlan
and
for all general enquiries Yes
Site
 IfPlan/Route
you need help
communicating in English please
please
pick
the telephone
dial on
the01905
Risk
Assessment
contact
the up
Customer
Serviceand
Centre
Yes
 Our
Ambition:
a First
Rankon
Cathedral
and
Customer
Service
Centre
2233.
SOURCE
(English)
722
233
or
at
Event
Management
Plan
Yes
University
City
[email protected]

঴঵া
঴াধারণ
঴ਮਦਦ
ন্ধাতনর
জনয
অনু
গ্র঵
ਜ੃ ਤੁਹো
ਾਨੂੂੰ ਅੂੰএফং
ਗ੍ਰ੃ਜ਼ੀ ਵ঴ম঴ਿੱ ਚ2233
ਗ੍ਿੱ ਱ਬਾਤ
ਕਰਨ ਵঅনু
ਿੱ ਚObsługi
ਦੀ ਱੅Klienta
ੜ ਹ੄ ਤਾਂ
ਵਕਰਪਾ
Pod
numerem
Centrum
কতর
কেদ঱তপানটি
েু odpowie
঱ুਸੈਂনਟਰপ্রথম
আর
2233
এই
udzieli
pomocy
iਸ
na wszystkie
আমাতির
঱ক্ষ্য:
঴াদরর
কযাদথড্রা঱
এফং
ਕਰਕ੃
ਕਸਟਮਰ
ਸਰਵ একটি
ਨਾ਱ 01905
722নম্বতর
233pytania
'গ্রা঵ক
ਤ੃ ਜਾਂ o
charakterze
ogólnym.
঩দরত঳ফা
ককতে
ডা
া঱
করুন।
দফশ্বদফিযা঱ ল঵র।
[email protected]
'ਤ੃
ਸੂੰ ਪਰਕ ਕਰ੅TARGET
।
(Portuguese)
Se necessitar de ajuda para comunicar em Inglês
ਸਹਾਇਤਾ ਱ਈ ਅਤ੃ ਸਾਰੀਆਂ ਆਮ ਪੁਿੱ ਛਵਗ੍ਿੱ ਛਾਂ ਱ਈ ਵਕਰਪਾ ਕਰਕ੃ ਟ੄਱ੀ੝੅ਨ
por
favor঱ক্ষ্য:
contacte
Serviço
de Apoio
a Clientes
আমাতির
একটিoi miasteczko
প্রথম ঴াদরর
কযাদথড্রা঱
এফং
Naszaatravés
ਚੁਿੱambicja:
ਕ੅ ਅਤ੃ ਕਸਟਮਰ
ਸਰਵ 722
ਸ ਸੈਂTARGET
ਟ233
ਰ ਨੂੂੰ 2233
'ਤ੃uniwersyteckie
੝੅ਨ ਕਰ੅
(Urdu)
doKatedra
01905
ou através
do। e-mail
pierwszej
klasy ল঵র।
দফশ্বদফিযা঱
[email protected]



Additional comments:



Urdu
Welcome
 ਜੀ ਆਇਆਂ ਨੂੂੰ
 If you need help communicating in English please
‫ تو‬assistência
‫کی ضرورت ہے‬e ‫مدد‬
‫آپ کو‬as‫میں‬
‫گفتگو کرنے‬
‫اگر انگریزی‬
 Para
todas
questões
em‫میں‬geral
contactand
the for
Customer
Service
Centre on 01905
For assistance
all general
enquiries
‫یا‬
‫پر‬
01905
722
233
por favor ligue para Serviço de Apoio a Clientes‫براہ کرم‬
722 up
233
ortelephone
at
please pick
the
and dial the
‫ پر‬[email protected]
através da
extensão 2233.
[email protected]
Customer
Service Centre on 2233.
Our Ambition: a First Rank Cathedral and
 ਸਾਡੀ ਅਵਿ਱ਾਸ਼ਾ: ਪਵਹ਱੃ ਦਰਜ੃ ਦੀ ਕ੄ਥ੃ਡਰ਱‫کریں‬
ਅਤ੃ ਯੂ
ਵਨ ਰਵਸਟੀ
ਵਸਟੀ ‫کسٹمر‬
‫رابطہ‬
‫سروس سے‬
University City
 Bem-vindo
 For assistance and for all general enquiries
Welcome
‫مدد اور تمام عام پوچھ تاچھ کے لئے براہ کرم ٹیلی فون اٹھائیں اور‬
please pick up the telephone and dial the
‫ پر کسٹمر سروس سینٹر کو ڈائل کریں۔‬2233
Customer Service Centre on 2233.
A nossa ambição: Ter uma catedral de primeira
 Our
Ambition:
a First Rank
Cathedral
andwith any categoria e ser uma cidade universitária o que significa
Please
send
this completed
form,
together
University
City
supporting
documentation
to the following address: querer ser o melhor dos melhores
www.worcester.gov.uk
‫خوش آمدید‬
 Welcome

Green Space Events, Community Engagement Team,
Worcester City Council, Cleaner and Greener City,
Operational and Parks Service, Warndon Depot
 OurWorcester
Ambition: aWR4
First0AA
Rank Cathedral and
Pershore Lane,
University
City
Email: [email protected]
or Jenny Cheshire, Worcester Racecourse,
Grandstand Road, Worcester WR1 3EJ
Email: [email protected]
Pitchcroft
Event Application Form
www.worcester-racecourse.co.uk
Telephone:
‫سٹی‬Service
‫ر یونیورسٹی‬Centre
‫ کتھیڈرل او‬on
‫رینک کی‬
‫ اول‬:‫خواہش‬
‫ہماری‬
Customer
01905
722233
or Worcester Racecourse on 01905 25364



