Event Application Form - Worcester City Council
Transcription
Event Application Form - Worcester City Council
Cleaner and Greener City 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. Section two 2.15 2.16 2.17 2.18 2.19 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. Worcester City Council prefers to permit free events in the main city parks for example Gheluvelt; Cripplegate etc. Events involving regulated entertainment (music, film, theatre etc) require the purchase of a Temporary Event Notice which restricts attendees to 499. This can be purchased from Worcestershire Regulatory Services, PO Box 866, Worcester WR1 9DP. Tel: 01527 881395 or email: [email protected] If the event will exceed 499 attendees, also contact Worcestershire Regulatory Services. Worcester City Council endeavours to allow your event on your primary location. However occasionally an alternative venue may be required. Worcester City Council endeavours to advertise all forthcoming greenspace events on the city council website www.worcester.gov.uk/parks 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 city council building any equipment that you wish to plug in must have a current Portable Applicance Test certificate and be fit for purpose complying with the regulations of the Institute of Electrical Engineers. Worcester City Council’s contracted electricians will be on site at the beginning and end of the event to ensure equipment is PAT tested and plugged/removed safely. * A Temporary Event Notice (TEN) will be required if your event consists of live/recorded music, plays, films or dancing. An application for a TEN can be obtained by contacting Worcestershire Regulatory Services, PO Box 866, Worcester WR1 9DP. Tel: 01527 881395 or email: [email protected] A TEN must be applied for at least 10 working days prior to the event and the fee applicable is £21.00. ** A Premises Licence may be required for the sale of alcohol (for attendance in excess of 499 people). Please contact Worcestershire Regulatory Services, PO Box 866, Worcester WR1 9DP. Tel: 01527 881395 or email: [email protected] *** 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. 2 Event Application Form 2.20 2.21 2.22 2.23 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. Please note that vehicle access onto greenspaces is limited and dependant on ground conditions. In most cases permission will not be granted to leave vehicles on site overnight. 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, please include any toilets that may already be located in the greenspace. 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. Appropriate sanitary accommodation should be provided for wheelchair users. A minimum of one unisex WC should be provided for venues which have a capacity of up to 2,000. There should be one disabled toilet with hand washing facilities for every 75 disabled people. 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 the City Council for an additional charge. Please note that parking may be restricted on some greenspaces and this will be detailed in your approval letter. For example parking may be stewarded by volunteers. 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. 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 City Council at least fifteen days prior to the event taking place. In addition to the fee, Worcester City Council will also require a deposit to be paid at least fifteen days prior to the event taking place (minimum of £75). This deposit will be returned to the applicant in full after the event provided that:Following the applicant’s departure from the site the City Council has not had to clear away rubbish or any other articles left by the applicant. No damage has been caused to the facilities or the area of the site used or to any Council property arising out of such use. The applicant, or his agents, have not carried out any fly-posting within the City. If the Council has incurred any costs in respect of the above matters, such costs will be deducted from the deposit and the balance returned to the applicant. If, however, the costs exceed the deposit, then an invoice will be sent to the applicant for the outstanding amount and this must be settled in full within 30 days. The amount of the deposit will be at the discretion of Worcester City Council. Insurance The applicant must indemnify the City Council 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] 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. The Council reserves the right to withdraw its approval forthwith should an unauthorised use be taking place and in such circumstances the 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. 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: Charity Registration Number: 1.5 Postcode: 2.5 Will all income raised go to the charity concerned? Yes 1.6 Tel No. (Day): No If no, please give details: 1.7 Tel No. (Evening): 1.8 Mobile No.: 1.9 Fax No.: 1.10 Email Address: 2.6 Date and time to enter site for preparation: am 2.7 Start time each day: am pm Finish time each day: pm am pm 2.8 Date and time the site will be vacated after the event: 1.11 Event Website Address (if applicable): am 2.9 Is the event free? If no, what is the admission price? Yes pm No £ 2.10 Approximate number of people expected to attend: 2.11 What would be your alternative location if your first choice is unavailable? 2.12 Do you object to your event being advertised on the following website? www.worcester.gov.uk 4 Event Application Form Yes No 2.13 Do you intend to use the following: Highways Directional Signs Banners/Posters If yes, please provide full details: 2.14 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 at all sites. 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 Street Trading**** (e.g. Ice-cream Vendors) Toilets Other Event Application Form 5 2.15 Please detail any temporary structures being erected and name providers e.g. staging, marquees, lighting, barriers etc 2.18 Do you anticipate the need for: Road closure Traffic diversion On-street parking restriction Car park closure If you have ticked any of the above, please provide full details of locations, dates and times. 2.19 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: 2.16 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: 2.17 Please advise on how the requirements of the Disability Discrimination Act will be met: 2.20 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: 2.21 Will you be requiring car parking space? Approx number of spaces Event Staff Yes No General Public Yes No If yes, please indicate on your site plan your proposed car parking area. 6 Event Application Form 2.22 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): 2.23 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: Event Application Form 7 If you need help communicating in English please Section five contact the Customer Service Centre on 01905 722 233 or at Additional Requirements [email protected] SOURCE (English) A site plan showing the position of stalls, marquees, arena, car parking etc. Along with an Event Management Plan (a timetable of the day) to include For assistance and for all general enquiries Iffollowing; you need set helpup/take communicating in English please the down details; arrival/ please of pick up the telephone and dial the01905 contact thevolunteers, Customer Service Centre on departure stall holders, entertainers Customer Centre 2233. etc 722 is required. of on races/sponsored walks 233 orService atIn respect etc [email protected] a detailed route plan showing the location of (English) route marshal’s SOURCE must be provided. Bengali This Welcome must be forwarded at least six weeks prior to the event. Failure to provide theenquiries requested For assistance and for all general information will mean your application is refused. please If youpick need help communicating in please up the telephone and dialEnglish the contact the Customer Service Centre on 01905 Customer Service Centre onCathedral 2233. Our Ambition: and If permission for the event, I hereby agree 722 233 is or granted ata First Rank University City to comply with the conditions set out in this form [email protected] SOURCE (English) (English) and the terms SOURCE and conditions and all reasonable instructions given by all authorised officers of the Welcome Council. For assistance and for all general enquiries If you need help communicating in English please 5.1 please pick up the telephone and dial the contact the Customer Service Centre on 01905 Customer Service on 2233. and Signed: Our Ambition: a FirstCentre Rank Cathedral 722 233 or at University City [email protected] Position: যদি ইংরাজীতে কথা আিানপ্রিাতনর জনয আনার াাতযযর প্রত াজন োত অনুগ্র কতর 01905 722 If you need help communicating in English please contact 233Customer এই নম্বতরService অথফাCentre on 01905 722 233 or at the TARGET (BENGALI) [email protected] এখাতন গ্রাক দরতফা ককতের তে কযাগাতযাগ করুন া ইংরাজীতে ো এফং মাধারণ অনুজনয ন্ধাতনরআনার জনয অনুগ্র যদি কথা আিানপ্রিাতনর কতর কেদতপানটি আর 2233 নম্বতর গ্রাক 01905 722 াাতযযর প্রত াজন েুুন োত অনুগ্রএইকতর এই নম্বতর 233 দরতফা ককতে অথফা ডা া করুন। TARGET (BENGALI) এখাতন [email protected] স্বাগেমদরতফা ককতের তে কযাগাতযাগ করুন গ্রাক Chinese া ো এফং ম- াধারণ অনুন্ধাতনর জনয অনুগ্র যদি ইংরাজীতে কথা আিানপ্রিাতনর জনয আনার কতর কেদতপানটি েু ুন আর 2233 এই নম্বতর গ্রাক আমাতির প্রথম াদরর এফং াাতযযর ক্ষ্য: প্রত াজনএকটি োত অনুগ্র কযাদথড্রা কতর 01905 722 দরতফা ককতে ডা া করুন। 233 এই নম্বতরলর। অথফা দফশ্বদফিযা TARGET (Polish ) TARGET (BENGALI) [email protected] এখাতন স্বাগেম গ্রাক দরতফা ককতের তে কযাগাতযাগ করুন Polish SOURCE (English) Welcome Jeżeli wআনার া ইংরাজীতে োpotrzebują এফং মাধারণ pomocy অনুজনয ন্ধাতনর জনয অনুগ্র যদি কথা Państwo আিানপ্রিাতনর porozumiewaniu się w języku angielskim, কতর কেদতপানটি েু ু ন আর 2233 এই নম্বতর গ্রাক আমাতির ক্ষ্য: প্রথম াদরর এফং াাতযযর প্রত াজনএকটি োত অনুগ্র কযাদথড্রা কতর 01905 722 prosimy o kontakt z Centrum Obsługi Klienta pod দরতফা ককতে ডা722 া 233 করুন। দফশ্বদফিযা লর। 233 এই নম্বতর অথফা numerem 01905 lub na adres TARGET (Punjabi) এখাতন [email protected] স্বাগেম গ্রাক দরতফা ককতের তে কযাগাতযাগ করুন Punjabi Date: For assistance and for all general enquiries please If you need help communicating English pick up the telephone andindial the please Signed Terms and Conditions Yes স্বাগেম Insurance for event organiser Yes Portuguese Zapraszamy! contact theService Customer Service Centre on 01905 Customer Centre on 2233. and 722 233 or at 5.2 IUniversity have enclosed City the following: [email protected] SOURCE (English) Service Centre onCathedral 2233. Customer 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 contact the up Customer Serviceand Centre Risk Assessment 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 ਗ੍ਰਜ਼ੀ ਵমਿੱ ਚ2233 ਗ੍ਿੱ ਬਾਤ ਕਰਨ ਵঅনু ਿੱ ਚObsługi ਦੀ Klienta ੜ ਹ ਤਾਂ ਵਕਰਪਾ Pod numerem Centrum কতর কেদতপানটি েু odpowie ুਸੈਂনਟਰপ্রথম আর 2233 এই udzieli pomocy iਸ na wszystkie আমাতির ক্ষ্য: াদরর কযাদথড্রা এফং ਕਰਕ ਕਸਟਮਰ ਸਰਵ একটি ਨਾ 01905 722নম্বতর 233pytania 'গ্রাক ਤ ਜਾਂ o charakterze ogólnym. দরতফা ককতে ডা া করুন। দফশ্বদফিযা লর। [email protected] 'ਤ ਸੂੰ ਪਰਕ ਕਰTARGET । (Portuguese) Se necessitar de ajuda para comunicar em Inglês ਸਹਾਇਤਾ ਈ ਅਤ ਸਾਰੀਆਂ ਆਮ ਪੁਿੱ ਛਵਗ੍ਿੱ ਛਾਂ ਈ ਵਕਰਪਾ ਕਰਕ ਟੀਨ por favorক্ষ্য: 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 'ਤuniwersyteckie ਨ ਕਰ (Urdu) doKatedra 01905 ou através do। e-mail pierwszej klasy লর। 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 ਅਵਿਾਸ਼ਾ: ਪਵਹ ਦਰਜ ਦੀ ਕਥਡਰکریں 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 Please send this completed form, together Our Ambition: a First Rank Cathedral andwith any categoria e ser uma cidade universitária o que significa supporting documentation to the following address: querer ser o melhor dos melhores University City خوش آمدید Welcome Green Space Events Cleaner and Greener City Event Application Form Community Engagement Team Worcester City Council Cleaner and Greener City Our Ambition: a First Rank Cathedral and Operational and Parks Service University City Warndon Depot Pershore Lane Worcester WR4 0AA Email: [email protected] www.worcester.gov.uk Telephone: 01905 722233 اول رینک کی کتھیڈرل او ر یونیورسٹی سٹی:ہماری خواہش Email: [email protected] Location: The Guildhall, High Street, Worcester WR1 2EY Fax: 01905 722565 Minicom: 01905 722156 DX: 716287