lambeth borough council events strategy 2007- 2012

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LAMBETH BOROUGH COUNCIL EVENTS STRATEGY

2007- 2012

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CONTENTS

0. INTRODUCTION 3

0.1 General 3 0.2 Process of development 3 0.3 Scope 4

1. STRATEGIC CONTEXT 5

2. ANALYSIS OF CURRENT SITUATION 6-8 3. VISION AND AIMS 9-16 4. IDENTIFYING KEY PARTNERSHIPS 17-18 5. MONITORING AND EVALUTION 18-19

APPENDIX 1: EVENTS SERVICE OPERATING GUIDANCE 20-24

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0 Introduction

0.1 General This is the Refreshed Event Strategy for Lambeth Borough Council. It has been prepared to assist the growth, development and management of Lambeth events over the next 5 years (2007-2012). In 2006 the Event Strategy was passed at Executive after a wide consultation addressing a number of issues that had been raised by internal and external partners. The document was established as a foundation for the forth-coming events season on the prerequisite that a review of the Strategy would take place once the event season had been completed in December 2006. The Refreshed Event Strategy unites the vision of the Council in the development of Lambeth by supporting events which in-turn provide cultural, social and economic benefits to the borough. 0.2 Process of Development The following process has been undertaken: September 2005 Briefing of Council staff on requirements for Strategy Review of relevant Council plans, policies and strategies October 2005 Consultation letter sent to stakeholders, internal and external

partners, event organisers. Benchmarking against best practice, internet research

March 2006 Event Strategy submitted and approved by Executive on the prerequisite that a review will take place in 2007 December 2006 Review of event strategy, consultation letter sent to interested parties for comment March 2006 Event Strategy submitted to Executive for approval

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0.3 Scope The Refreshed Event Strategy presents a vision for the future of events in Lambeth and their requirement to reflect a diverse and vibrant community. The strategy is accompanied by guidance standards for the Events Service providing practical information to support the overarching aims of the Strategy in implementation. For the purpose of this strategy, events are described as organised recreation, sport, cultural or arts activities. These can benefit both residents and visitors. Events can be participatory, audience based or a combination of both. Conferences or conventions, although closely related to events in terms of venue use are not included with the scope of this strategy. Event organisations can be community, charity or commercial whose purpose is the delivery of an event to a defined specification. The delivery of an event may require the involvement of many organisations with a variety of roles and responsibilities. Lambeth Borough Councils involvement will vary depending on the nature of the event and the organisations involved. The Refreshed Event Strategy is a clear statement of intent for the future of events in Lambeth. Based on consultation received and reviewed the document specifically tackles the issues of sustainability and future development of iconic events. The Guidance for event organisers has been reviewed into guidance for the event service, highlighting the commitment of the service to improve and ensure a balance between the requirement to encourage events and the need to respect the life of an open space. Guidance for organisers will be tailor-made by the event service based on the size, nature and location of event.

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1 Strategic Context Events contribute towards the Council strategic directions specifically Lambeth First and Local Area Agreements summarised here:

Events Contribution to Strategic Goals Strategic Policies Aims Potential Event Contributions

Lambeth First � Creating a cleaner and greener environment

� Making safer communities � Investing in children and

young people � Better homes and sustainable

communities � Encouraging enterprise,

employment, skills and culture � Supporting healthy

communities

� Developing sustainable event management

� Working closely with community safety

� Encouraging youth events and development

� Events delivering a sense of pride in local area

� Training and development programmes

� Encouraging healthier lifestyle focused events

Local Area Agreements � Children & Young People � Healthier Communities and

Older people � Safer Stronger Communities � Economic Development &

Enterprise

� Working with CYPS to deliver common drivers

� Developing events encouraging older people participation

� High visibility of council lead initiatives

� Events delivering positive economic impact on surrounding areas

Parks Review � Increasing usage of open spaces specifically young people

� Benefits for Lambeth beyond the boundaries of the open space

� Safety from physical hazards and crime

� Deliver events based on consultation with young people

� Develop iconic events which promote the venue

� Use events as a vehicle to promote community safety

CYPS � Promoting independence and personal development

� Raising standards of attainment and achievement

� Celebrating diversity and promoting equality of opportunity

� Develop work placement programme to encourage young people to work within the events industry

� Empowering young people through events to take responsibility for their community

� Encourage young people of all backgrounds to work together on delivery of diverse events

2012 Olympic Games � Establish Lambeth within the Olympic movement

� Create sustainable social impacts

� Take advantage of opportunities on behalf of Lambeth relating to 2012

� Build a pre 2012 event programme to establish Lambeth with the Olympic movement

� Develop the Lambeth Olympic Legacy through promotion of related events

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The above aims form the key drivers for the Refreshed Event Strategy and its focus on increasing and improving the event season. The Event Strategy also aligns with The Mayor’s Cultural Strategy for London supporting the aims of a Pan-London agenda by encouraging and empowering the community to hold a variety of events displaying culture, diversity and equality. Events are also an important part of the tourism industry, helping attract visitors to London and promote the City’s vibrancy and diversity. Further work is required to understand Lambeth’s developing role within this industry and the importance that it holds for developing a positive perception of Lambeth for the future. 2 Analysis of current situation 2.1 Overview Lambeth Borough Council plays host to approximately 150 events per year1 and is one of the leading London Boroughs for delivery of a diverse range of community, charity and commercially events. The Council specifically organises two events per year both of which are now iconic in their status. The Lambeth Country Show is the largest free event of its type in South-East England, combining the attraction of a traditional country show with the unique character of Brixton and Lambeth. Offering a huge selection of fairground rides, performance stages, community stalls and local attractions, the Show attracts up to 100,000 visitors each year. The Show is organised by an event contractor and Lambeth Council delivering a unique experience for Lambeth residents and visitors alike. The Lambeth Firework Displays are the only simultaneous displays in London. Audience figures vary per site but the overall attendance is estimated to be in access of 160,000 per year. The displays are completely free and audiences enjoy a 25-minute feast of fireworks. The success of these two events and the focus of the Refreshed Events Strategy will form a foundation for Lambeth Council to develop event concepts for the future harnessing the vibrancy of the Borough both through attracting major national and international events and development of Council led events. 2.2 Positives � Increased commitment from the Council to develop a vibrant events season � Development and improvement of the events service working closely to improve

current systems and requirements � Established track recorded in delivery and facilitating events � Diverse and vibrant community actively involved in event organisation � Positive locations for transport and footfall attendance � Close working relationship between event service and parks department ensuring

open communication channels

1 Event year defined as January to end of December, events defined as taking place on Parks

and Open Spaces

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2.3 Key issues � Balancing the needs of the whole community and ensuring a varied events

programme � Keeping the impact on the daily life of the open space to a minimum prior, during

and post events � Lack of funding for council managed events � Decline in sponsorship due to financial restrictions imposed within the corporate

sector � Resident concern regarding events on open spaces and the impact on

surrounding streets and homes � Perceived damage to event sites post event break-down 2.4 Potential pressures � Competition from surrounding boroughs for major events and concerts � Increased opposition to events through resident groups and external parties � Lack of funding for increased growth and improvement of current council lead

events � Ignoring the importance of developing iconic events for the future including the

run up to the 2012 Olympics 2.5 Opportunities � Identify successful local events and assist in growing capacity, overall impact and

sustainability � Increase the capacity of community groups by developing programmes to aid

their growth � Seek active partnership with Southbank events exploring the expansion of these

events into Lambeth � Event service to offer technical support to other council departments to improve

overall quality of Lambeth Council led events � Increase Lambeth Council’s profile with the event venue and event management

industries developing key strategy’s to establish Lambeth as an industry leader � Research funding and grant streams to assist with the development of Lambeth

lead events � Research economic impact of events on the surrounding areas � Develop cross partnerships external and internal to deliver an enhanced event

service � Build branding and marketing policies to deliver consistency for event organisers

and event attendees

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2.6 Event Definition Table To improve the current understanding of the council’s involvement in event the Event Definition Table has been adjusted to incorporate the Council’s role.

Dividing the Council’s role into these categories according to the type of Event enables the Council to facilitate event that are congruent with the Council’s aims, whilst ensuring that public safety are protected.

Category of Event

Description Councils Role Example

Core Council Events

� Central to Lambeth Council’s aims and functions

� Have a long standing association with the Council

� Are approved through an annual planning process

� Provider � Funder � Regulator

� Lambeth Country Show

� Lambeth Fireworks

Community events

Organised by � Community groups � Registered charities � Not-for-profit groups � Voluntary organizations They are � Generally for 1000 people

or less � Organised on behalf of

Lambeth residents � Organised by Lambeth

based groups

� Advocate � Enabler

(through grants)

� Facilitator � Supporter � Regulator

� Community Fairs � Children’s Events � Charity Fun Runs � Bandstand Events

Commercial events

� Do not involve a registered community, voluntary, not-for-profit group or charity

� Include product launches, fairs, concerts, circuses and any other event that seeks to make profit from the activity

� Take place on Lambeth Borough Council land

� Facilitator � Supporter � Regulator

� Ben & Jerry’s music festival

� Metro Weekender � Zippo’s Circus � Funfairs � Vauxhall Tribes

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3 Vision and Aims

Vision Inspire and empower the community to celebrate and commemorate the diversity, creativity and energy of Lambeth through safe and successful events. Aims � To ensure events are accessible and inclusive, appealing to a culturally

divers audience � To work towards an environmentally sustainable events programme � To support the local community in event organisation � To establish Lambeth’s position as a cultural beacon through inspirational

and sustainable events programme

3.1 Action Plan for Events - delivering our goals The following tables clearly state the aims, objectives and key actions required to realise the vision of the Refreshed Event Strategy. The strategy has also highlighted the issues surrounding resource of certain areas to ensure there is a realistic expectation levied on the Event Service.

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Aim 1: To ensure events are accessible and inclusive appealing to culturally diverse audience

Aim Objective Key Action Date Due Resource

Review range and location of events Undertake an annual review of events to ascertain borough wide provisions Key Requirements � Review of locations � Usage profiles � Customer research and

consultation � Perception of public space

Annual Resources required

Establish standards for provision that reflect demographic, geographic and user-specific needs

As a result of the events refresh, develop a plan to promote events in under-represented areas where possible

2007/8 Within existing resources

1.1 Ensure that events provision meets the aspirations of the wider community

Ensure fees and charges at appropriate levels for different event organisers

Annually review standard fees and the level of discount with may be granted to different event organisers, e.g. community groups

Annual Within existing resources

Discourage unnecessary costs to event organisers or visitors

Encourage event organisers to make events accessible to people on low incomes

Ongoing Within existing resources

1.2 Reduce the impact of cost as a barrier to participation

Seek out opportunities for external funding to help subsidise access

Establish networks within the local/regional/national business community to maximise sponsorship potential


1.3 Regeneration of town centres through dynamic and inspirational events programme

Build community spirit and ownership through empowering local groups to organise events for their town centres

Establish a clearly defined working relationship with town centre managers to understand the individuality of the areas concerned


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Aim 1: To ensure events are accessible and inclusive appealing to culturally diverse audience


Use good lighting, signage and guidance for event organisers on crime reduction

Ongoing Within existing resource

Continued from previous page

Develop and implement actions to reduce fear of crime

Promote the Parks Ranger Service at all events to increase awareness of their presence to non-park users

2007/8 Not resourced

Consult with communities to identify the barriers that effect participation

Within existing resource

1.4 Identify and tackle perceived barriers to access, e.g. fear of crime, health and safety, cost

Eliminate constraints that are seen to prohibit participation in events

Develop a sense of belonging by establishing stronger community links

2007/8

Not currently resourced

Continue to ensure the event sites are DDA compliant


1.5 Address physical barriers to access to Council-owned parks and green spaces in which events are held

Ensure that events cater for all abilities (refer to the Parks Review)

Continue to promote accessibility in publicity material, and through local interest groups


Improve use of Lambeth Borough Council controlled media to promote events (e.g. intranet, website, Lambeth Life)

2007/8 Within existing resource

Increase awareness of events

Engage with local, regional and global media providers to increase potential audience (including local websites)


Upgrade the information on Lambeth’s Website about venues the Council own and how people can hire them


1.6 Widen audiences and participation

Promote the use of venues to attract events to them

Target industry media with “good news” stories regarding events taking place in within Lambeth


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Aim 2: To work towards an environmentally sustainable events programme

Aim Objective Key Action Date Due Resource Event organisers to provide where possible recycling facilities at all events. Use clear signage for recycling facilities

2007/8 Within current resource

Outline commitment to sustainability in all correspondence and publicity material


Develop electronic publicity in addition to paper marketing.

Ongoing Within current resource

Work with the Sustainability Officer to develop and implement an environmental policy to mange a range of issues including: � Waste management � Energy and water use � Transport issues � Recycling at events

Undertake benchmarking exercise against other venue providers and identify best practice


Working towards a carbon neutral Country Show

� Work with sustainability officer and Lambeth Country Show Organiser to improve the sustainability of the event year on year


Events service to continue to use environmental impact checklist when considering event applications

� Use of trackway where required � Waste control and removal � Good neighbourliness; advising

affected households and organisations

� Transport plans


Introduce a weekly email update regarding events to effected APO’s


Develop a user friendly events calendar clearly stating the events case officer


2.1 Manage the environmental impacts of events

Events service to continue working with the Parks Department to ensure the service is informed and kept up-to-date regarding events on parks and open spaces

Ensure pre and post site inspections are carried out within an acceptable timeframe


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Aim 3: To support the local community in event organisation

Aim Objective Key Action Date Due Resource Develop links with London and industry media to increase coverage, and promote successful events and Lambeth venues


Seek opportunities for Lambeth to facilitate regional, national and international events


Increase links with Visit London and establish potential partnership opportunities


Seek to create a central database of all events in Lambeth


3.1 Seek out opportunities for regional / national events

Continue to promote sites and facilities as attractions and potential venues

Implement a system to calculate the wider economic benefits of event provisions


Define and publicise procedures for event organisers wanting to use Lambeth owned venues, and the support that the Lambeth Event Service will offer event organisers in order to enable community events


Support organisers of new events to enable the event to take place successfully


3.2 Enhance community engagement

Empower community groups to feel confident in organising events

Promote details of grants through emails and website


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Aim 4: To establish Lambeth’s position as a cultural beacon through an inspirational and sustainable events programme


Cleaner & Greener environment

Priorities events which carry environmental awareness messages


Inform Community Safety of forth coming events for potential promotional opportunities


Making safer communities

Promote the Parks Ranger service where possible at events through publicity material and Park Rangers presence/stalls


Work with CYPS encouraging young people to organise events and become part of local community groups


Work with local collages and schools to promote the use of Lambeth’s Bandstand for events


Investing in children and young people

Encourage schools to consider how parks could be used in teaching the National Curriculum, e.g. science or geography


4.1 Support key aims and objectives of the Lambeth Community Strategy and Local Area Agreements

Better homes & sustainable communities Liase with Town Centre Managers, Housing and related Council Service to promote community involvement with council lead events i.e. Lambeth Country Show


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Aim Objective Key Action Date Due Resource Provide opportunities for lifelong learning by working with educational organisations to encourage use of sites

2007/8 Not resourced Encouraging enterprise, employment, skills and culture

Undertake review of potential training workshops and schemes supported by the council


Prioritise events where possible events that promote healthy lifestyle habits, e.g. sport and physical activity


4.2 Support key aims and objectives of the Lambeth Community Strategy and Local Area Agreements

Supporting healthy communities

Encourage event organisers to welcome stands and stalls providing healthy food at catered events


London needs to ensure its cultural institutions and events are of high quality, world class status

Develop and upgrade Lambeth’s venues to attract high profile events


Access to culture should be the right of all Londoners

Encourage event organisers to consider subsidies and concessions for local community


4.3 Support The Cultural Strategy for London

Culture should be a means of empowering London’s communities

Develop training programmes encouraging community groups to organise events


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Investigate future national, regional and local event programmes

Identify event programmes and activities where partnerships can be created to involve Lambeth Borough Council e.g. � Abolition of Slavery 2007 � London Olympics 2012


4.4 Develop an events service which actively supporters a wider events agenda

Develop existing partnerships to forge stronger working relationships

Engage with Lambeth based organisation who already operate a successful events programme e.g. � Southbank Centre � Brixton Academy


4.5 Position Lambeth Borough at the forefront of event venue provision and service

Improvement of venue facilities Obtain funding for installation of “hidden” outdoor venue facilities e.g. electricity, water, etc


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4 Identifying key partnerships for delivery of events As mentioned earlier in the document event delivery requires the involvement of a number of parties. The impact of an event is far reaching and it requires dedication and development of cross service relationships to ensure a safe and successful event. The following table illustrates the range of council service department and their roles within the organisation of an event. The purpose for this table is to give a basic understanding to the coordination required within the council for events. Please note that the table does not show external partners of which there are many as the table is meant to give a basic overview of council service involvement with events Service Role(s) in Events Public Protection � Facilitates the premises licence and temporary event

notices required for all events in Lambeth Parks and Open Spaces

� Regulation of noise levels at larger events including attendance and monitoring onsite

� Attendance of event planning meetings prior, during and post events

� Licensing of concessions, health and safety requirements Emergency Planning � Providing on-going advise to the Events Service regarding

large and medium events happening within Lambeth parks and open spaces

� Attendance of large event operational meetings, review of emergency planning documents prior to event taking place

� A wider responsibility to Lambeth based events including events taking place on the Southbank, New Year’s Eve Fireworks, Thames Festival etc

Parks & Open Spaces

� Daily communication regarding all events taking place in parks and open spaces

� Regular attendance of event meetings with the events service specific to the Area Parks Officer concerned

� Advise on event applications and their suitability for the site concerned

� Facilitate pre and post site inspections for all events on parks and open spaces

Streets & Transport � Traffic management planning to ensure the safety of events on public roads

� Attendance of meetings for large scale events to provide up-to-date traffic impact information

Events Service � Service from application to delivery of all events on Parks and Open Spaces

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4.1 Lambeth Events Advisory Group

Work is currently been undertaken to form the Lambeth0 Events Advisory Group (LEAG). The core members of LEAG comprises of senior officers from all the emergency services and council services working in the Borough of Lambeth as outlined in the above table. When dealing with operational issues the Chair of the Group may also invite persons who can contribute to the discussion e.g. event organiser, licence holder, Civil Contingencies Unit, public transport providers, town centre manager, Primary Care Trust. LEAG’s main objectives are: • To promote high levels of safety and welfare at events by giving advice; • To promote good practice in safety and welfare planning for events; and • To ensure events cause minimal adverse impact. The Group will meet regularly to jointly consider forthcoming events and to give advice to organisers. In this way, all the agencies can consider the implications and ensure that there are sufficient resources available should there be an incident for which they are required. Examples of events LEAG will review • Fetes, fairs etc. • Open air concerts and music festivals. • Trade shows. • Sporting events. • Horse shows, agricultural shows, dog shows car, caravan shows and similar. • Open air entertainment including theatre, opera and historic re-enactments. • Firework displays. • Processions, marches and carnivals. • Street parties. • Religious events Please note that LEAG is not responsible for giving permission to use Council land or granting licenses for events. Application will still need to be submitted to the Events Service and will only be reviewed by LEAG once permission in principle has been granted.

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5 Monitoring and Evaluation This strategy will need to be monitored regularly to ensure not only that we are completing the key actions which we have identified but also that those actions are having their desired impacts and that the levels of satisfaction and our performance show continuing improvement. The following targets and measures have been established. Aim 1: To ensure events are accessible and inclusive appealing to culturally diverse audience Indicator Target Means to measure Range and diversity of events throughout the year

Increase per year of diverse events

Analysis of events at the end of the year to establish range

Number of training and development programmes delivered by the Council to empower the community to organise their own events

2-4 training and development programmes delivered by the Council per year

Monitoring and recording of attendance levels for event programmes

Increase in number of events promoting diversity, equality and inclusion

2 events per year with a specific message

Analysis of events at the end of the year to establish where marketing is required to encourage certain community groups to organise events

Resident awareness of events in Lambeth

20% increase in proportion of Lambeth residents who are aware of events taking place in Lambeth by 2012

Survey Lambeth residents through the website and Lambeth Life

Aim 2: To work towards an environmentally sustainable events programme Indicator Target Means to measure Establish sustainability guidance for events taking place in Lambeth

Reduce the environmental impact of events

Evaluation of impact throughout the season

Develop key performance indicators for certain test events to improve environmental impact

Increased recycling during and post events

Evaluation with the sustainability officers of event recycling compliance

Increase resident awareness of events taking place and comments procedure

30% increase of local resident awareness of events and comments procedure by 2012

Resident survey at the conclusion of the events season

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Aim 3: To support the local community in event organisation Indicator Target Means to measure Number of new community events

10% increase per year by 2012

Analysis and review of at the end of each season to establish number of new events

Proportion of residents who believe festivals and events contribute positively to life in Lambeth

10% increase in proportion of Lambeth residents who believe festivals and events contribute positively to life in Lambeth by 2012

Survey of Lambeth residents

The quality of Lambeth events are recognised by the events industry

Events delivered or supported by the Council win two awards per year

Awards received by Lambeth events

Proportion of events organisers satisfied with the Council’s event processes

Increase the proportion of events organisers satisfied with the Council’s processes

Survey of event organisers using the Council’s event processes

Aim 4: To establish Lambeth’s position as a cultural beacon through an inspirational & sustainable events programme Indicator Target Means to measure Increased usage of young people

Marked increase of young people using parks and open spaces

Survey of young people through events

Encouraging enterprise, employment, skills and culture

10% increase in number of events organised by youth groups per year

Analysis of events at the end of each season

Supporting healthy communities

Increase in number of sport and health lifestyle events per year


Increase of events specific to national event programmes

At least 1 event per year specific to a key national agenda


Position Lambeth Borough at the forefront of event venue provision to encourage iconic events to Lambeth

Increase of 1 iconic event per year taking place in Lambeth e.g. Rise 2007

Number of iconic events per year until 2012 encouraged to take place in Lambeth

Development of events programme specific to 2012 Olympic build up

Increase in number of events bearing the Olympic Legacy message


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Appendix 1: Events Service Operating Guidance Introduction Since the inception of the Event Strategy 2006 the events service has moved from being a team within the Parks and Open Spaces Department to an independent service. This in turn has brought it’s own challenges which the events service are committed to facing. The original Event Strategy focused on the restriction required on events taking place within Lambeth and rightly the impact that these events would have on the open space they occupied. The Refreshed Event Strategy has taken a positive and forward focused approach. However this does not mean that the core values of the original strategy have been forgotten. The following Appendix outlines the guidance values, which the Event Service will endeavour to achieve in accordance with the original and further consultation comments received. The guidance will be used by the events service when assessing, planning and monitoring events. Further work is being undertaken to review the terms and conditions for hire as part of individual venue guidance and will be finished prior to the first large event of the 2007 season. Event Service Guidance 1.1 Application Process Dependent on the category the event application falls within the initial permission in principle will be granted by the events service after internal consultation with interested services, departments and approval of the Business Unit Manager. The event will be advised by the events service which license they will be required to apply for from Lambeth Public Protection Service under the Licensing Act 2003. Large events above 500 attendees (including event staff) normally need to apply for a premises licence, which requires 28 days of public consultation prior to the licence being granted. Event under 500 which fall into the requirements to licence under the 2003 Licensing Act will need to apply for a Temporary Events Notice. There is no requirement under the Act for consultation so in these cases the Events

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Service will display consultation posters on boards around the respective open space informing about the details of the event. The Council will not accept any responsibility or liability for the cancellation of the event due to the refusal of a Premises Licence or a Temporary Event Notice. 1.2 Event Size Breakdown There will be occasions when the event service in conjunction with the parks department and consultation with Councillors and stakeholders will recommend an increase in attendees. 1.3 Clarification on event sizes – community / charity Lambeth Council actively encourages community and charity events. However it still needs to be wary of the environmental and residential impact larger community/charity events may have when taking place in parks and open spaces. There have in the past, been applications for large charity events, where the council has come under pressure to ensure the event is accommodated even if the lead-time for application has not been adhered to. The Strategy will still require community/charity events that are expecting in excess of 4999 attendees to adhere to the same application process as commercial events that fall into the same category. 1.4 Event site clarification The events service in conjunction with the parks and open space department will set the size of an event based on the Ministry of Housing and Local Government Provisional Order Confirmation Greater London parks and open spaces Act 1967 stating the following (ii) the part of any open spaces set apart or enclosed for the use of persons listening to or viewing an entertainment (including a band concert, dramatic performance, cinematograph exhibition or pageant) shall not exceed in any open space one acre or one-tenth of the open space, whichever is the greater;

Category Number of Attendees per day Small 0-999

Medium 1000-4999 Large 5000-20,000

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This applies to all fenced events taking place on parks and open spaces including commons. However the following guidance will be used for the majority of events. 1.5 Maximum Square Metres of Events

Category Maximum Square Metres

Small 10,000 square meters Medium 25,000 square meters Large 40,000 square meters

Event organisers are required to submit clear and concise footprint maps of their events to the event service within the required documentation prior to an event taking place. The event service in conjunction with the parks service will monitor the size of the event during event build to ensure the organiser is within their allotted amount. 1.6 Capacity Table

Facility Medium Large Funfairs Circus Council

Clapham Common 3 4* 2 2 3 Streatham Common 3 2 2 2 2 Brockwell Park 3 2 2 2 3 Kennington Park 3 1 1 1 2

*One large event in addition to the four will be permitted to use Clapham Common Southside and is not included in the above table * Council events are events or activities specifically organised by the Council for the wider community e.g. Fireworks and Lambeth Country Show the Council aims to increase the number of events it leads by 2012 as marked out above however this will be done with the life of an open space taken into consideration 1.7 Rest days between events The event service will aim to provide three clear weekends or 21 days from the last breakdown day to the first build date for large categorised events. This applies to all of Lambeth’s green open spaces. Events that are categorised as medium and small will be allowed to take place within these 21 days. The event service understands the need for open spaces to live an independent life and will be mindful of this when booking small and medium events.

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1.8 Event Times The expectation is that events on Lambeth’s Parks and Green Open Spaces will close at 20:00hrs. The events service will assess this on an event-by-event basis. In certain cases events will be allowed to finish at 21.00 to allow realistic time for crowd dispersal. 1.9 Event application timescale The below timescales are given as a minimum guidance based on the popularity of Lambeth’s parks and open spaces the event service will advise event organisers of the below application timescales through regular marketing and communication activities. Large Events = Applications to be received at least four months in advance Medium Events = Applications to be received at least three months in advance Small Events = Applications to be received at least two months in advance The events service will review applications outside of these timescale but will only grant permission due to exceptional circumstances. Lambeth Event Service – Overview of actions � Supply prospective event organisers with relevant information including

support service where required � Examine each application on its merits and inform interested parties as

required � Supply event organisers with relevant information they require to ensure

that all events held in Lambeth’s parks, commons and open spaces adhere to council policies

� Ensure that there is sufficient lead-in time for the scale of the event and not permitting more events than the service is able to resource

� Ensure that all event organisers supply detailed plans, which set out how they will deal with every aspect of the event. After the detailed plans have been approved eh Events Service will issue the Terms & Conditions, which set out the specific permissions and exclusions in each case

� Ensure that organisers of major events have consulted with all the relevant organisations, e.g. Licensing, Metropolitan Police, London Fire Brigade and London Ambulance Service

� Ensure that all relevant interested parties are present during planning meetings

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� Ensure that event organisers understand the importance of minimal disruption or disturbance to the local community.

� Ensure that all relevant departments, contractors, stakeholders and interested parties are kept informed and up-to-date with the events calendar

� Events officers attend all of the medium to large events that take place on parks, commons and open spaces and the majority of all others to ensure that all the relevant regulations are being adhered to and to deal with any on-site issues that may occur

� Management of Member’s enquires, public enquires and complaints to ensure that all concerns raised through official channels are responded to within relevant time periods

� Oversee all financial elements of event hire including bonds or deposits and fees

lambeth borough council events strategy 2007- 2012

Documents