Outdoor Events Policy

Public Green Spaces- June 2019 update

Introduction

1. This policy sets a framework for guidelines and procedures for the management of events in RB Kingston’s public green spaces (parks and open spaces). A public green space is a park or recreation ground which is owned and/or managed by the Council.

2. The policy will ensure that proposed events are in line with the aims and objectives of the Council’s Green Spaces Strategy 2015-2021 and provide consistent control, management and monitoring of events especially during pre-event consultation and Planning.

3. The overarching aim of the policy is to ensure that any event held in a public green space is enjoyable, inclusive and safe for those that attend and the local community.

Event Management Principles

a) To consider the effect of an event on the local community and park users prior to letting

b) The nature and content of the event should reflect well on the Council and local stakeholders

c) To ensure that the appropriate consultation is carried out with local ward Members, local residents and key stakeholders

d) To minimise disruption for residents and businesses local to the venue

e) To ensure that all key partners and agencies are consulted and/or informed to guarantee the safety of the events

f) To minimise any adverse effects to Council assets from litter and damage during and after the event

g) To rectify any damage as soon as possible at the hirer and/or organiser’s expense

h) To provide event organisers with guidelines to ensure full compliance with appropriate legislation (Heath and Safety, Licensing) i) To support well managed, safe and successful public events

Criteria to be considered prior to confirmation

4. The following criteria will be used to determine whether approval will be given. These criteria should be read alongside the application process.

a) Timing of event and its duration. Frequency of events in the proposed location (adverse effect on park users, residents, local businesses, etc)

b) The quality and content of the event (theme, size, numbers attending, advertising methods)

c) Car parking implications and possible impact on transport infrastructure

d) Ability of the organiser to meet the conditions of the Licensing Act 2003 (if appropriate)

e) Is the event a public event and if applicable, are the entry arrangement s reasonable? I.e. gate entry charge, entry with programme etc.

f) The creation of opportunity for local participation

g) Will the event have a negative environmental impact on the Park? Likely effect on the conditions of the public green space (ground, infrastructure, ecology, trees etc)

h) The ability of the organiser to effectively plan, manage and control the event and maintain Health and Safety requirements.

i) Are the emergency services and statutory bodies satisfied concerning the suitability, public safety and emergency planning requirements for the event?

j) Is there any planned maintenance or improvement works in the parks that will clash with this event?

k) The organiser’s commitment to equal opportunities, in particular access for people with disabilities.

l) Ensure no financial or reputational risk to Royal Borough of Kingston upon Thames

Last Modified: 11/12/2020 14:28:59