10843 events brochure update 2015:Layout 1 8/12/15 12:10 Page … · 2016. 12. 12. ·...

A guide to organising

outdoor eventsin Lambeth

10843 (11.15)

10843 events brochure update 2015:Layout 1 8/12/15 12:10

WelcomeOrganising an event can and should be fun, but it is also a time consumingand complex task. It is important that you know what to expect andunderstand your obligations as an event organiser, which is why we havecreated this helpful guide to give you all the information you need to makeyour event a success.

Any event in a Lambeth park or open space must be approved by EventLambeth, who issue tenancy permits to successful applicants.

In this guide you will find all the information you need to organise an eventin Lambeth. We have included guidelines, suggestions, links, documentsand contacts for various organisations that will help you with planningyour event. We recommend you read this guide so you know what will berequired from you as an event organiser.

We are committed to supporting events that contribute to our vibrantculture, environment and economy by working with event organisers,partners and services. We want to make your experience of putting onan event in Lambeth a pleasurable one.

In addition to reading this guide we recommend that you read ‘The EventSafety Guide’, published by the Health and Safety Executive (HSE). A freecopy is available to download from www.hse.gov.uk or you can buy acopy from most book retailers.

We look forward to working with you on your event.

EventLambeth do notfacilitate events on privatelyowned land or roads(such as street parties).If you require informationon licensing, street trading,food safety and roadclosures, please refer topage 43 for contact details. 1

INTRODUCTION

Section 1: Lambeth event applicationprocessApplying to hire a Lambeth park or open space 3Community consultation 4Fees and payments 5

Section 2: Planning, managing anddelivering your eventPlanning your event 7Choosing your venue 7Your event management team 8Site preparation and event management 8Managing waste at your event 10Does your event require a license? 11Other statutory requirements to consider 11Assessing the risk 12Public liability insurance 13Your event budget 13If it all goes wrong, be prepared 13

Section 3: Making your event happenApplication timeframes and timelines 15List of Lambeth parks and open spaces 21Event management plan template 27Five steps to risk assessment 31Risk assessment template 34Event charging framework 35Frequently asked questions 40Useful contacts 43


The EventLambeth facilitates eventsin Lambeth parks and open spaces.The team is professional, friendly andexperienced and will guide youthrough the process – from your initialapplication through to the debrief afterthe event. Our service ensures thatyou adhere to all legal and statutoryrequirements and necessary leadtimes to deliver an event that is safeand successful.

Section 1:Lambetheventapplicationprocess

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How to submit a Lambeth eventapplication formOur online event application form can be foundat www.eventlambeth.co.uk/organising/application-forms/

All events will be assessed on the details given inthe application form, so it is important that thiscontains as much relevant information as possible.We will help guide you through this process andmay ask for additional information if required.

When you have completed the application formwith as much information as possible, please submitit and make the appropriate processing applicationfee (see page 5).

Please note: applications cannot be processedwithout the correct application fees. All fees and hirecharges can be paid by card payments. For cardpayments please call 020 7926 6207.

Please see page 15 for application timeframes forsmall to medium and large events.

We consider applications for all types ofevents (fetes, carnivals, fundraisers, musicconcerts, sporting events, festivals andmore), from all sections of the community.We do not consider applications forcommercial camping events. Most eventorganisers typically fall into one of thefollowing categories:

• community and charity groups• commercial event organisers• promotion, roadshows, or mediaevent organisers

• fun fairs and circuses.

If you feel your event does not fit into anyof the above categories please callEventLambeth who will be happy to discussthis with you. Telephone 020 7926 6207.

Lambeth has over50 parks and openspaces that makegreat event locations.See page 21 for a full list of locations

Applying to hire aLambeth park or openspace

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LAMBETH EVENT APPLICATION PROCESS


is given and confirmation of a Tenancy Permit isissued.

Friends groupsFriends groups are made up of local people whowork together to protect and improve theappearance, facilities, conservation, value and safetyof their local park or open space, and to raise itsprofile and sustain interest in its use.

We value their expertise and work co-operativelywith them to achieve a fair balance of events acrossall Lambeth’s green spaces. We also support andwaive application and site hire fees to friends groupsfor co-operatively produced events.


Lambeth Events Safety Advisory GroupAll organisers of large events and some mediumevents are required to present to the LambethEvents Safety Advisory Group (LESAG) before anin principle agreement is given by EventLambeth.These meetings take place on a monthly basis.

Membership of LESAG includes:• London Borough of Lambeth• Metropolitan Police Service• London Fire Brigade• London Ambulance Service

LESAG will consider the event proposal in detailand the meeting gives key partners the chanceto raise specific objections or concerns on theevent proposal.

Once you have presented to LESAG the grouphas five working days to respond with comments,concerns or recommendation before a decision ismade. The event organiser will be notified of thedecision in writing.

Community consultationAs part of the event application process all largeand some medium event organisers will berequired to present their proposal to the relevantfriends groups or management advisory committeefor the park or open space concerned. We willprovide guidance and work with you to addressany objections they raise before a final decision

Management Advisory CommitteesA Management Advisory Committee (MAC) has anofficial advisory role and operates as a partnershipbetween friends groups, the council and otherrelevant stakeholders (e.g. sports clubs, eventorganisers, contractors), mainly for large openspaces where there is a need to ensure as manyinterest groups as possible are involved to maximiserepresentation and equality of opportunity.

A MAC makes recommendations for the supportand upkeep of that open space, through sharinginformation and promoting good practice. They alsomake representations to external bodies regardinglocal concerns and issues so that a generalconsensus of all groups is represented.

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Fees and payments


Processing application feeSet, non-refundable fee to process the application.

£25 community and charity groups£100 commercial event organisers£100 promotion, roadshows or media eventorganisers£100 fun fairs and circus

Booking feeThis is paid by the applicant once the eventhas been approved, in order to secure the dateand venue. Non refundable.

Site hire feeThis fee is charged to hire the park or openspace for your event.

Build and de-rig feesThis is charged in addition to the site hire fee andcovers the cost of impact(s) of your event on thepark, open spaces and surrounding areas.

Environmental impact feeThis fee is used towards the investment in to theimmediate open space infrastructure. This is nonrefundable.

Grounds depositTo ensure any damage caused to the groundas part of the event is reinstated. This isrefundable providing there is no damage.

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Hiring a Lambeth park or open space tohold an event incurs fees. Charges arebased on the size of your event and thenature of your event.

The processing application fee isa set, one-off charge to process yourapplication, however other fees vary.

For more information on our base feesand charges please see the Lambethevents charging framework on page 35or email [email protected] foran itemised quotation. Please contactEventLambeth on 020 7926 6207 to makea card payment.


Lambeth has 64 parks and open spacesof which the majority host a wide rangeof commercial and community eventsthroughout the year, including fireworkdisplays, concerts, commercial events,fun fairs, cultural events, local fêtesand sponsored walks. There are plentyof venues within the borough and webelieve we are able to fit your needs.Contact us to discuss your proposalsand see where might be suitable.

See page 21 for a full list of parksand open spaces suitable to hold anevent in. On page 27 you will also findan event management plan templateto assist you in delivering your event.

Section 2:Planning,managingand deliveringyour event

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Planning your event

It will help you to be clear about whyyou are holding your event. What do youmost want to achieve? This will helpyou decide what your event should be.A concert, a fun day...or something else?

You also need to know who youraudience is. Remember your audience/attendees when making decisions.What will they need and want? Giventhese things, when would it be bestto hold your event? Once you havedetermined these initial details youshould then look at venues.

Points to consider when planningyour event

• Consider the timing and duration of yourevent. When are your attendees most likely toarrive? Is your venue easily accessible?

• Do check any planned transport closures withTransport for London, www.tfl.gov.uk.

• Is the event free or ticketed and how will ticketsbe sold or booked?

• Always remember your budget, as costs canescalate quickly.

• Try contacting someone with experience inrunning your type of event, for tips and adviceat an early stage.

• If you are proposing to use one of our parks oropen spaces you need to discuss the event withone of our events officer, who will guide youthrough the booking process.

• Depending on the content of your event you mayalso need to contact other areas of the council.

• Depending on the scale and type of event,applications may need to be submitted a yearor more ahead for the necessary planning stepsto be completed.

• Allow time for the statutory authorities (e.g.police, fire and ambulances services and localauthority) to make arrangements for support.

PLANNING, MANAGING AND DELIVERING YOUR EVENT

Choosing your venueWhen looking for suitable venues, remember it maybe difficult to find a venue to accommodate all yourneeds. It will help if you are prepared to be flexible.When looking for a venue you need to consider:

SizeCan the venue safely accommodate the numberof people you expect to attend?

LocationWill it work for your attendees/audience? Aretransport links adequate for the day of your event?

FacilitiesIs the ground suitable? Is there a water supply?Is the access suitable for the infrastructure youwill be using?

AvailabilityIs the venue available for the build and break downdays as well as your event?

Other eventsAre there any other local events which may have animpact on your attendance and general planning?

(This list is not exhaustive)

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Your event management teamDelivering a safe and successful event requiresgood communication and team work. The followinglist outlines the key responsibilities of your eventmanagement team.

Event manager\event directorResponsible for overall delivery of the event,co-ordination between relevant authorities and theyare ultimately accountable.

Site managerResponsible for overseeing build, event operations,breakdown and managing any logistical issues thatmay arise.

Stewards/security managerResponsible for deployment, crowd management,welfare of staff and dealing with any event relatedincidents.

Safety officerResponsible for the health and safety of all personsengaged in the event. This role must be undertakenby a competent person. You may be requestedto employ a professional company to provide thisservice, depending on the details of your event.

Devise and circulate a list of the contact details foreveryone involved in delivery the event. This listshould be incorporated into the event management

plan and will be very useful with the overallmanagement of the event.

Site preparation and eventmanagementFor all events there must be plenty of space for thepublic to move around stalls, rides, performancestages, arena and exhibition areas etc, and haveunobstructed routes to exits for public safetypurposes.

There must be suitable lighting throughout the site,including emergency lighting, if the event is planned

to go on after dark. Ensure that there are enoughevent stewards on the day to assist in the smoothrunning of the event. These people need to be readilyidentifiable (high-visibility vests, tee-shirts with clearlogos, etc). They need to be fully briefed on theevent and familiar with the emergency procedures,site layout and ‘the what’ and ‘where it is allhappening’. They need to communicate with easewith the organiser in an emergency and vice versa.

Please ensure that outside of the fenced areasof the event site, the public has free access to allavailable footpaths and cycle routes.


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Items not permitted at eventsGlass items are banned. These items include allalcohol containers including small glass containersof alcohol for personal consumption. Broken glassis a nuisance and danger to park users and theiranimals. If you are going to bring your own itemsto the park please ensure you bring recyclableplastic bottles and decanters. A list of suppliersfor recyclable catering products are available onrequest.

Provision of sanitary facilitiesYou will need to provide an adequate number andtype of toilets for the number of people expected,including provisions for people with disabilities.Park toilets cannot be relied upon as there canbe no guarantee they will be available for use for yourevent. You will need to source and book your owntemporary units for your event. Arrange for all thetoilets to be serviced regularly to keep them fullyoperational, clean and hygienic throughout the event.

Provide directional signs to indicate the locationof the toilets and provide adequate lighting wherenecessary if the event continues into the evening.

Provision of waterYou must provide free drinking water on site to allvisitors. Generally water can be provided by a mainssupply, but if this is not possible then water bowserscan be hired. You will need to ensure the watersupplies have been tested for bacteriological safety,with enough time to ensure an alternative if required.If you are unable to hire water bowsers, as a lastresort, plastic bottled water should be used.

People with disabilitiesYou are positively encouraged to provide facilities toenable people with disabilities to gain access, seeand take part in the attractions and activities at yourevent. Make sure that the ground conditions in thepublic areas and access pathways are suitable forpeople with poor mobility and any carers, as wellas families with toddlers and pushchairs. We canprovide advice and guidance on how to make yourevent more accessible.

Information pointProvide a location where enquiries can be madeabout lost children, lost property and for informationabout the event. This could be in the control room.At larger events provide site maps at the entranceand around the site and signs that indicate otheractivities, attractions and facilities.


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On the day of your eventEstablish a control point which will act as a mainbase from which to manage the event, to monitorand direct resources as needed. From here you willbe able to carry out checks to ensure all is in place,looking for snags and unexpected circumstances,e.g. failure of a contractor to deliver enough toilets.

Check the weather forecast, test your communicationsand check that the local authority is satisfied withthe set up.

During the event your safety officer will arrange toundertake checks of safety arrangements, suchas the stability of staging, marquees, etc, and thatstewards and security arrangements are beingadequately briefed, managed and controlled.

After your eventHaving now run a successful event it is worthwhileholding a further meeting where you can record theorganising group’s views on what went well, whatcould be improved on and how, so that the planningof your next event will build on the last.

Managing waste at your eventEvery event of any size will generate waste.This could include:

• paper and cardboard packaging and foodand drink containers

• food waste from food concessions and eventattendees

• plastics and metal cans• human waste• waste water.

As an event organiser it is your responsibility toensure that an appropriate waste management planis put in place for your event. This will ensure that thevenue you have chosen is left in the same conditionas when you took over the site.

You will need to provide an adequate number ofrubbish and recycling bins around the site wherethey will be most required. Make arrangements toregularly empty the bins, to satisfactorily dispose ofthe rubbish at the end of the event and recycle asmuch of the waste as you can. If you are planninga large event we would recommend that you employa waste management company to ensure that allwaste is managed carefully to minimise the risksand concerns associated with its accumulation,collection and final disposal.

We are committed to reducing waste and improvingon green initiatives by insisting event organisers leavethe site as they found it. We would encourage theuse of biodegradable and compostable cutleryand food packaging to reduce the level of wastegoing to landfill. The use of plastics, polystyrene andenvironmentally unfriendly disposables will be liablefor charges.


Does your event require a licence?If your event has any of the following you are likelyto require either a Temporary Events Notice (TENs)or a Premises Licence:

• the sale by retail of alcohol• musical performance (acoustic or amplified)• dance, plays and theatrical performances• film showings (except educational films)• indoor sporting events (this includes events inmarquees that have spectators).

Please note some activities such as massage mayalso reqire a special treatments licence.


Other statutory requirements to considerAlong with contacting EventLambeth food, healthand safety events team and licensing departments,you should also notify the following departments andorganisations at an early stage in the planning of yourevent and if necessary, keep in touch with them asyour plans proceed. Their experience and advice willbe invaluable to you.

Please note that some areas of Clapham Commonthe statutory requirements will be dealt with byWandsworth Council. Please speak to EventLambeth for more information.

Lambeth Food, Health and Safety TeamOur food safety team will be able to advise you onfood safety and hygiene as well as provide training.Environmental health officers may wish to carry outan inspection of the catering facilities provided at theevent. They will also require you to get each catererto complete an outdoor catering questionnaireand send it to them, along with supportingdocumentation, at least 42 days before the event.

For more information, [email protected] ortelephone 020 7926 6110.Please see our website (www.eventlambeth.co.uk)for a copy of the outdoor catering questionnaire.

Temporary StructuresUnder the London Building Acts (Amendment) Act

1939 Part IV Special and Temporary StructuresSection 30, you will need to apply for consent toerect any temporary structures at your events.

Please see the Special/temporary structures includethe following (but is not exclusive):

Marquees and large tents • Flag poles • Scaffoldingfor camera platforms (outside) • Free Standingsigns • Scaffold cable supports • Floodlight towers• Seating • Radio relay / transmission assemblies• Observation towers and platforms • Chain linkfencing over 3 metres high • Petrol station canopiesand illuminated free standing signs • Machinerysupporting structures (e.g. conveyors, silos, cladding,platforms) • Flues and ducts freestanding or attachedto a building • Freestanding staircases • Hoists & liftsattached to buildings • Bridges connecting buildings• Covered ways • Adventure playground structures• Extension stages for concerts and events (outside)• Garages • Spectator stands • Temporary scaffold(not building site) • Lifting beams • Scaffoldingand timber structures • Satellite dishes >1.5 metrediameter • Free standing walls > 2 metres high• Plant screens on support frames • Plant onsupporting structures attached to • buildings• Advertising hoardings

Please speak to Lambeth Building Control forfurther information. If you have any queries regardingthe charges, please contact us on 020 7926 9000or email [email protected]


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On initial application we will advise you of the typeof licence required, however, for reference if yourevent is under 499 people you will require a TENs.If it exceeds 499 people then you will require aPremises Licence.

For more information about licence applications,visit www.lambeth.gov.uk/licensing or telephone020 7926 6108.

If you undertake licensable activities without obtaininga licence then you are liable for prosecution.

Please note: The licensing process can take up tothree months to complete so it is advisable to seekadvice in the initial planning stages of your event.We advise you not to promote your event, start to selltickets or pay for contractors and services for yourevent, until your licence has been granted and issued.


Metropolitan Police ServiceContact the police events officer local to the eventsite and confirm the details of the event in writing,including provisional layout, with the entrances/exits,and the number of people expected. They will giveyou advice and may assist with crowd control, publicorder and emergency access.

For more information telephone 020 8649 2414 or020 8649 2870.

London Fire BrigadeContact the fire safety officer local to your eventsite. They will give advice on fire safety matters,including:

• how the emergency services will be called• marshalling of spectators and traffic inemergency conditions

• local access for emergency vehicles• provisions of on-site fire-precautions• fire fighting arrangements.

For more information, [email protected] ortelephone 020 8555 1200.

London Ambulance ServiceThe London Ambulance Service should be informedof any medium or large events. They will assist withthe planning of first aid provision. For smaller eventsthe voluntary first aid societies may be able to

arrange attendance and provide first aid cover.You may have to pay for this service.

For more information, [email protected] telephone 020 7783 2546.

Assessing the riskTo meet the council’s requirements you must carryout a risk assessment to:

• identify all possible hazards (anything that couldcause harm to anyone) and decide who might beharmed and how)

• check the risks (the likelihood and effects ofhazard happening) and decide on the action youwill take to minimise the risks

• work out how you will put your planned actioninto practice and keep a written record of yourevent safety plan.

Make a short written assessment of each of theattractions and/or activities that make up the wholeevent, from setting it up, running it and taking itdown. Identify all the possible hazards that couldoccur. This job should be done by the designatedsafety officer, who will need the support of thewhole organising committee, to ensure that this iscarried out effectively.

If you are planning to have activities that are notsupplied directly by your organisation, for example,


a fun fair, ask the providers for their risk assessment.Your safety officer will then need to review thisto ensure that the risks are acceptable to you/minimised sufficiently.

As part of your risk assessment considerthe effects of the weather on your planned event.

Further advice can be found on page 31. You willalso find a risk assessment template on page 34.

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Public liability insuranceEvent organisers could be held legally liable for thecosts or damages for any injuries which may occurduring the event. You must be insured against thisrisk via a public liability insurance policy.

It is a Lambeth Council requirement that thisinsurance be arranged with a minimum limit ofindemnity of £5 million. In many instances a greaterlevel of cover may be needed especially for largeevents. This insurance needs to cover the wholeperiod of the event from start to finish. If you do

not have this cover any claim could be made againstall the organisers and their private finances.

You can also consider other forms of insurancefor the event, for example, an all risk cover againstdamage to the venue or against bad weather causingfinancial loss or event cancellation. As part of hiringa Lambeth park or open space, we will requirecopies of the insurance documents.

Contractors insuranceIf you are using specialist contractors, you shouldcheck that the contractor has their own public liabilityinsurance and that the contractor complies with anypolicy terms and conditions. If necessary, ask to seea copy of their policy. We may also require a copy.

Insurance claimsIt is essential for event organisers to have anaccident reporting system. In the event of any injuryor damage to property, full details of the incidentmust be written down, and the matter must bereported to your insurers without delay.

Your event budgetDifferent events quite naturally require differentlevels of finance. However, the following list is anoverview of key budgetary elements that needto be considered when planning an event in ourparks and open spaces:

• cost of venue hire• licence fees• security, health and safety costs• welfare (including toilets and first aid)• public liability insurance for your event for coverup to the minimum requirement of £5 millionrequired to hold an event in Lambeth

• production and entertainment costs• marketing and publicity• policing costs (subject to the type of event asadvised by the police)

• miscellaneous expenses (including transport,fuel, hazard tape, utilities, signage).

If it all goes wrong, be preparedIn addition to carrying out risk assessments on theevent, you must also consider what could go wrongon the day and draw up a contingency plan to dealwith each emergency or contingency.

This written plan should include details of what youintend to do in the event of an emergency such asa fire, accident, crowd disturbance, bomb scare,adverse and inclement weather, the need toevacuate the site, etc.

It is extremely important that your contingencyplan is discussed and agreed with all the emergencyservices, and that they are given a copy of thefinished document.


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In this section we have everything youneed to make sure you complete therequired application information withinthe required timelines. Guidance andinformation on our parks and openspaces, event management planning,risk assessments and the costs that areincurred to hire a park or open space.This is your one stop shop to planningyour event in Lambeth.

Section 3:Makingyour eventhappen

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Timeframe

Within five workingdays

10 working days tofour weeks

14 days

MAKING YOUR EVENT HAPPEN

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Application timeframes: small to medium eventsDescription

Application acknowledgementOnce your event application and application fee is received by theEventLambeth an acknowledgment is sent to the event organiser.

In principle agreementAll applications are considered by the events team at a weekly meeting.When judging an application the team consider all the critical informationneeded to deliver a safe and appropriate event in Lambeth. Provisionalacceptance or rejections, depending on the size and type of the event,will be sent to the event organiser.

If the application is considered to be viable the events team will send theevent organiser an in principle agreement – this is a provisional booking formand includes notification of any fees that will be required.

Please note: Some medium sized events may need to go to the Lambeth EventsSafety Advisory Group and consultation with ‘Friends of’ and ManagementAdvisory Committees. Please see large application timeframe for further information.

Terms and ConditionsEventLambeth will also issue the event organiser with the terms andconditions. One copy should be signed by the event organiser and returnedto the EventLambeth within the correct timeframe.

Organiser agreementWhen the provisional agreement and terms and conditions has been sent,the event organisers have to agree their booking by signing the in principleagreement, one copy of the terms and conditions and returning these withrelevant fees.

three to six months prior to the event

Application timeline

We know how long it can take to organisean outdoor event and that is why we haveput together some basic timeframes inorder for you to ensure you have allowedtime for the planning and delivery ofyour event. Please note that we requirea minimum advance notice prior to theevent date to be able to process yourapplication.

• Small events 0-999 people – threemonths notice before the event date

• medium events 1000–4999 people –four to six months before the event date

• large events 5000+ people – six totwelve months before the event date.


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Application timeframes: small to medium eventsDescription

Applying for a licenceEvent organisers will then be invited to apply for any licences that are necessaryfor them to hold their event.

Temporary Event Notices (TENs): TENs can be used to allow licensableactivities to be carried out on a one-off or occasional basis. They are themost appropriate type of authorisation for small-scale, one-off events, suchas community, school and charity fundraising events, at which it is intended tosell or supply alcohol, provide regulated entertainment, or sell hot food or drinkbetween 11pm and 5am. TENs can only be used for events where no morethan 499 people (including staff and performers) are expected to attend.

Premises Licence: A Premises Licence is a permanent licence, granted inrespect of a specific location, that authorises the licence-holder to carry out acombination of the following licensable activities:

If the relevant licence/s are granted then the event organiser will continue to workwith and be monitored by, the Lambeth events service to ensure the deliveryof a safe and successful event.*

Event project planThe event organisers will be required to produce a risk assessment, site map,event safety plan, public liability insurance (minimum £5 million) and a copy of thelicence as part of the event project plan at least 30 days before the event.

Issue of Tenancy PermitOnce the terms and conditions have been signed and requested documentationreceived and approved the event organiser will be issued with the TenancyPermit for their event. This document should be available at the event in caseanyone should request to see it.

Timeframe

10 working days tothree months dependingon licence type

28 day period forobjections. If noobjection then thelicense will be granted.However if objectionsare received a furtherthree months could berequired to fulfil process

30 days prior tothe event

Two weeks prior tothe event

• the sale by retail of alcohol• the supply of alcohol by a club toclub members and guests

• the provision of regulated entertainment(including plays, films, indoor

sports, music and dancing)• the provision of entertainmentfacilities

• the sale of late night refreshment (hotfood or drink supplied 11pm to 5am).

*If special treatmentslicence is required youshould give at least 35working days notice


Application timeframes: large eventsDescription

Application acknowledgementOnce your event application is received by the Lambeth events service anacknowledgment is sent to the event organiser.

Presentation at the Lambeth Events Safety Advisory Group (LESAG)All applications are considered by the events team at a weekly meeting. Whenjudging an application the team consider all the critical information needed todeliver a safe and appropriate event in Lambeth.

All large events organisers will be required to present to LESAG before an inprinciple booking agreement is given by Lambeth events service. The membershipof the LESAG includes:

• London Borough of Lambeth• Metropolitan Police Service• London Fire Brigade• London Ambulance Service.

LESAG will consider the event proposal in detail and the meeting gives keypartners the chance to raise objections or concerns on the event proposal.(Approximately two to four weeks).

Once you have presented to LESAG, the group has five working days torespond with comments, concerns or recommendations before a decision ismade. The event organiser will be notified of the decision in writing.

In principal booking agreementIf the application is considered to be a viable the events team will send theevent organiser an in principle agreement – this is a provisional booking formand includes notification of any fees that will be required.

Terms and ConditionsThe Lambeth events service will also issue the event organiser with the termsand conditions. One copy should be signed by the event organiser and returnedto the Lambeth events service within the correct timeframe.

six to twelve months prior to the event

Timeframe

Within two working days

LESAG meetings takeplace once a month

10 working days tofour weeks

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Organiser agreementWhen the provisional agreement and terms and conditions has been sent,the event organisers have to agree their booking by signing the in principleagreement, one copy of the terms and conditions and returning with therelevant fees.

Consultation with ‘Friends of’ and Management Advisory CommitteesIf LESAG approves the large proposed event or festival the event organiser, withsupport from the events service, will then need to consult with any appropriateManagement Advisory Committee or friends group, if this is relevant – this is thelocal consultation process and gives relevant community groups an opportunityto feedback about large event proposals.

Senior management approvalLESAG findings and the outcome of the local consultation will be reported tosenior management to discuss and agree with the relevant Cabinet Member.If the event is approved by both LESAG and senior management then theconsultees will be notified and event organisers will be invited to apply fora regulated entertainment licence that will allow them to hold their event.

If the licence is granted then the event organiser will continue to work with,and be monitored by Lambeth events service to ensure the delivery of a safeand successful event.

Timeframe

14 days

Three weeks

Two weeks


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Applying for a licenceEvent organisers will then be invited to apply for any licences that are necessaryfor them to hold their event.

Temporary Event Notices (TENs): TENs can be used to allow licensableactivities to be carried out on a one-off or occasional basis. They are themost appropriate type of authorisation for small-scale, one-off events, suchas community, school and charity fundraising events, at which it is intended tosell or supply alcohol, provide regulated entertainment, or sell hot food or drinkbetween 11pm and 5am. TENs can only be used for events where no morethan 499 people (including staff and performers) are expected to attend.

Premises Licence: A Premises Licence is a permanent licence, granted inrespect of a specific location, that authorises the licence-holder to carry out acombination of the following licensable activities:

• the sale by retail of alcohol• the supply of alcohol by a club to club members and guests• the provision of regulated entertainment (including plays, films, indoor sports,music and dancing)

• the provision of entertainment facilities• the sale of late night refreshment (hot food or drink supplied 11pm to 5am).

Premises licences may also be used in respect of one-off events at which morethan 500 people are expected to attend. If the relevant licence/s are grantedthen the event organiser will continue to work with and be monitored by, theLambeth events service to ensure the delivery of a safe and successful event.

Event project planThe event organisers will be required to produce a risk assessment, site map,event safety plan, public liability insurance (minimum £5 million) and a copy of thelicence as part of the event project plan at least 30 days before the event.

Issue of tenancy permitOnce the terms and conditions have been signed the event organiser will beissued with the tenancy permit for their event. This document should be availableat the event in case anyone should request to see it.

Timeframe

14 days

10 working days

28 day period forobjections. If noobjection then thelicense will be granted.However if objectionsare received a furtherthree months could berequired to fulfil process

30 days prior to theevent

Two weeks prior tothe event

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*If special treatmentslicence is required youshould give at least 35working days notice


Initial enquiry Initial applicationreceived

Dialogue withapplicant

Application assessedby the event team

Month 1 / stage 1application accepted

Friend of Group / MAC /Ward Cllrs notified

Friend of Group / MAC /Ward Cllrs notified

In-principle agreement /terms of hire

Medium event1000-4999

Large event5000+

Small event0-999

Electronic notificationto LESAG


Month 2 / stage 2application rejected


Briefing note orpresentation to Friend ofgroup /MAC/Ward Cllrs

Briefing note orpresentation to Friend ofgroup /MAC/Ward Cllrs

Cabinet member andDivisional director final

decision

Recommend licenseapplication

Month 3 / stage 3application approved

Month 4License application and

public notice

Month 6event held

Site assessment debriefafter event

Publish confirmed eventsubject to licence.For guidance visit

www.lambeth.gov.uk/licensing

ObjectionsNo objections Month 3 / stage 3application rejected




Electronic notificationto LESAG

Presentationto LESAG


Head of Serviceapproval

Event planning timeline (dependent on the size and nature of your event you may be required to submit your application up to 12 months in advance)

20



21

Accessibility guideEvery venue is unique and different in how accessibleit is, however to help you choose the most suitablelocation for your event we have assessed eachvenue based on the following:

Excellent: This venue is well served by publictransport, with a large number of visible accesspoints. It contains a large network of flat hardstanding pathways suitable for wheelchairs andpram. Disabled access is good with few stepsor steep ramps, or alternative points of access.Signage is clear and well located both within andaround the site. Sites tend to have good provisionof public toilets or cafes but only if they arerelatively large.

Good: This venue has good public transport links,although not to all entrance points. There are alimited number of access points or gates, althoughthey are normally well positioned and visible. The sitecontains flat hard standing pathways but there maybe some steps or steep ramps which may restrictdisabled access to certain routes, there is clear parksignage at main site entrances although there maybe no or limited internal directional signage. Theremay be toilets or cafes on site, but please check first.

Fair: Public transport to the venue may be limitedor confined to one key entrance. Not all of thesite is served by flat hard standing pathways andaccess for wheelchairs or prams may be restricted

There are over 50 parks and open spacesin Lambeth. In this section, find outabout our wide range of attractive, wellmaintained locations suitable to hireout for events.

Parks and openspaces suitable forevents

to certain areas or require some assistance.Some sites have entrance signage but no internaldirectional signage. Sites tend not to have toiletsor cafes, although these may be available nearbyoff site.


Lambeth parks and open spaces suitable for eventsName Address Area (m2) Event space (m2) Maximum people

capacityAccess(DDA and Safety)

Water standpipeaccess

Parking(around site)

Agnes Riley Gardens

Albert EmbankmentGardens

Archbishop’s Park

Brockwell Park

Clapham Common

Cleaver Square

Elam Street OpenSpace

Emma ConsGardens

Grafton Square

Hatfields Green

Hillside GardensPark

HolmewoodGardens

Kennington Park

Kennington Oval

1

2

3

4

5

6

7

8

9

10

11

12

13

14

Atkins Road, SW12 0AH

Albert Embankment,SE1 7TP

Carlisle Lane, SE1 7LE

Brockwell Park Gardens,SE24 9BJ

Windmill Drive, SW4 9DE

Cleaver Square, SE114EA

Gordon GroveSE5 9DT

The Cut, SE1 8LN

GraftonSquare, SW40DA

Hatfields, SE1 8DH

Hillside Road, SW2 3HL

Holmewood RoadSW2 3NA

St.Agnes PlaceSE114BE

Kennington RoadSE11 4PP

15,100

4,200

39,300

519,900

775,400

1,700

8,900

900

3,100

3,500

15,000

6,400

143,900

2,000

4,046.62

4,046.62

4,046.62

51,990.00

77,540.00

1,700

4,046.62

900

3,100

3,500

4,046.62

4,046.62

14,390.00

2,000

1,000

499

2,000

50,000

40,000

499

499

200

499

499

499

499

10,000

499

Good

Good

Good

Excellent

Excellent

Good

Fair

Excellent

Good

Good

Good

Good

Excellent

Good

Yes

No

Yes

Yes

Yes

No

Yes

Yes

Yes

Yes

Yes

Yes

Yes

No

Restricted

None

None

Restricted

Restricted

Restricted

Restricted

None

Restricted

Restricted

Unrestricted

Restricted

Restricted

None

22






Kirkstall Gardens

Knight’s HillRecreation Ground

Lambeth HighStreet Grounds

Lambeth WalkOpen Space

LansdowneGardens

Larkhall Park

LoughboroughPark

Max Roach Park

MilkwoodCommunity Park

Myatt’s Fields Park

Norwood Park

Olive MorrisGardens

Pedlar’s Park

Rush Common

Kirkstall GardensSW2 4HR

Tivoli RoadSE27 0EE

Lambeth High StreetSE1 7JR

Fitzalan StreetSE116QU

Lansdowne GardensSW8 2HA

CourlandGrove, SW8 2PX

MoorlandRoadSW98UA

Villa Road, SW9 7ND

Milkwood RoadSE24 0HZ

Cormont Road, SE5 9RA

Salters Hill, SE19 1EA

Lothian RoadSW9 6TS

Vauxhall Walk, SE11 5JT

Brixton Hill, SW2 2AA

1,200

16,400

7,600

25,400

800

54,700

12,900

27,500

7,500

51,200

142,800

1,100

5,000

37,100

1,200

4,046.62

4,046.62

4,046.62

800

5,470.00

4,046.62

4,046.62

4,046.62

5,120.00

14,280.00

1,100

4,046.62

4,046.62

499

1,000

499

200

499

5,000

2,000

499

1,000

5,000

5,000

499

499

1,000

Fair

Fair

Fair

Good

Fair

Excellent

Good

Good

Fair

Good

Good

Fair

Fair

Good

Yes

Yes

Yes

Yes

No

Yes

No

Yes

No

Yes

Yes

No

Yes

No

Unrestricted

Unrestricted

Restricted

Restricted

Restricted

Restricted

Restricted

Restricted

Restricted

Unrestricted

Unrestricted

Restricted

Restricted

Restricted 23

15

16

17

18

19

20

21

22

23

24

25

26

27

28






Ruskin Park

St. John’s ChurchGardens

St. Luke’s ChurchGardens

St. Mark’sChurchyard

St. Mary’s ChurchGardens

St. Matthew’sGardens

St. Paul’sChurchyard

Slade Gardens

Vauxhall PleasureGardens

StockwellMemorial Gardens

StreathamCommon

Streatham Green

Denmark HillSE5 8EL

Waterloo RoadSE1 8UE

Norwood High StreetSE27 0HY

Kennington Park RoadSE11 4PP

Lambeth Palace RoadSE1 7JH

Brixton HillSW2 1RJ

Rectory GroveSW4 0DZ

Stockwell Park RoadSW9 0DB

Vauxhall WalkSE11 5HL

South Lambeth RoadSW8 1UQ

Streatham CommonSouth, SW16 3BX

Streatham High RoadSW16 6HE

147,000

4,000

3,100

5,300

1,300

5,300

4,800

19,700

31,200

1,400

261,200

1,800

14,700.00

4,000

3,100

4,046.62

1,300

4,046.62

4,046.62

4,046.62

4,046.62

1,400

26,120.00

1,800

2,000

100

499

100

499

499

499

499

499

499

15,000

200

Excellent

Good

Good

Good

Excellent

Good

Fair

Fair

Excellent

Excellent

Excellent

Excellent

Yes

Yes

Yes

No

Yes

No

Yes

Yes

Yes

No

Yes

No

Restricted

None

Restricted

None

None

Restricted

Restricted

Restricted

Restricted

None

Unrestricted

None

24

29

30

31

32

33

34

35

36

37

38

39

40






StreathamMemorial Gardens

Streatham ValePark

Trinity Gardens

Ufford StreetRecreation Ground

Valley RoadPlaying Fields

Vauxhall Park

Windmill Gardens

Windrush Square

Wyck Gardens

Streatham CommonNorth, SW16

Abercairn RoadSW16 5AL

TrinityGardensSW9 8DR

Ufford StreetSE1 8QD

Curtis Field RoadSW16 2LZ

Lawn LaneSW8 1JY

Blenheim GardensSW2 5EU

Effra RoadSW2 1JQ

Millbrook RoadSW97JD

2,000

22,000

499

2,000

7,100

31,700

15,600

3,400

18,800

2,000

4,046.62

499

2,000

4,046.62

4,046.62

4,046.62

3,400

4,046.62

499

2,000

499

499

499

2,000

499

3,000

499

Excellent

Fair

Fair

Fair

Fair

Excellent

Fair

Excellent

Fair

No

Yes

No

Yes

Yes

Yes

Yes

Yes

No

None

Unrestricted

Restricted

Restricted

Unrestricted

Restricted

Restricted

Restricted

Restricted

25

41

42

43

44

45

46

47

48

49


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26

Lambeth parks and open spaces suitable for events


The event management plan is a documentthat is unique and specific to your plannedevent. This document will serve severalpurposes. As a clear written plan, the eventmanagement plan can be considered asthe blueprint to the event – how the eventwill be safely executed and delivered.As a working document it can be amendedand updated as necessary in the lead upto the event.

Opposite is a useful template thatcan be adapted for any event.


Event management plan Introduction

Date of event

Location

Event title

Outline of event – programme of event

Who the event will be aimed at

Times of event open to the public

Approx number of attendees

Advertising/promotion used 27

Event management


Event management plan Crowd Management

Access/exit points

Fencing

Signage

Security/stewarding (numbers and positions)

Communications (between staff and public; staff and staff)

Traffic management plan

Event management plan Organisation

Event structure chart- roles and responsibilities

Contact numbers of key personnel

Boundaries of site

28


Event management plan Facilities

Car parking/public transport arrangements

Medical/first aid provision – include details of the nearest hospital emergency department

Information/lost children and vulnerable adults

Food/refreshments

Hygiene certificates need to be obtained from all traders serving/selling hot cooked food; Food hygiene questionnaire and associateddocumentation needs to be completed by traders and submitted to Lambeth food safety team 020 7926 6110.

Toilets

Detail what provision and quantities

Waste management

Disabled facilities

Event management plan Infrastructure

Staging

Power

Only diesel generators are permitted in Lambeth parks and openspaces

Lighting

Tentage – Marquees/gazebos

Other structures

29


Event management plan Fire, safety and emergency procedures

Access for emergency vehicles

Fire fighting equipment

Emergency rendezvous point

Evacuation procedures

Risk assessment

Event management plan Noise management

Noise levels

Method of dealing with complaints

30

Event management plan Build/breakdown

Plan of works, deliveries

Site supervision/security

De-rig schedule



31

Why does an event need to be riskassessed?• As an event organiser, you have a duty of care tothe public (or attending guests) to ensure that yourevent is run in a safe and appropriate manner.

• A thorough risk assessment ensures that you havethought through the safety implications of theactivity or event and have taken all possible stepsto eliminate or reduce risks where appropriate.

• A risk assessment is not a guarantee that nothingwill go wrong, but using the information andfindings from it will significantly reduce the chanceof problems occurring.

• If anything does go wrong, a good risk assessmentwill prove that you as the event organiser had doneyour best to predict and remove any risks. Thiscould make a significant difference in any resultinglegal procedings.

Five steps to risk assessment

Step one: Identify the hazardsFirst you need to work out how people could beharmed. When you work in a place every day it iseasy to overlook some hazards, so here are sometips to help you identify the ones that matter:

• Walk around your workplace and look at whatcould reasonably be expected to cause harm.

• Ask your employees or their representatives whatthey think. They may have noticed things that arenot immediately obvious to you.

• Visit the HSE website (www.hse.gov.uk). HSEpublishes practical guidance on where hazardsoccur and how to control them.

• If you are a member of a trade association,contact them. Many produce very helpfulguidance.

• Check manufacturers’ instructions or datasheets for chemicals and equipment as theycan be very helpful in spelling out the hazardsand putting them in their true perspective.

• Have a look back at your accident and ill-healthrecords – these often help to identify the lessobvious hazards.

• Remember to think about long-term hazardsto health (e.g. high levels of noise or exposure toharmful substances) as well as safety hazards.

Step two: Decide who might be harmedand howFor each hazard you need to be clear about whomight be harmed. That doesn’t mean listing everyoneby name, but rather identifying groups of people(e.g. people setting up stands or passers-by).

In each case, identify how they might be harmed.For example, shelf stackers may suffer back injuryfrom repeated lifting of boxes.The purpose of a risk assessment is

to identify hazards which could causeharm, assess the risks which mayarise from those hazards and decideon suitable measures to eliminate,or control, the risks.

Risk assessment



Remember:

• Some workers have particular requirements,e.g. new and young workers, new or expectantmothers and people with disabilities may be atparticular risk. Extra thought will be needed forsome hazards.

• Cleaners, visitors, contractors, maintenanceworkers etc, who may not be in the workplace allthe time.

• Members of the public, if they could be hurt byyour activities.

• If you share your workplace, you will need tothink about how your work affects others, aswell as how their work affects your staff – talk tothem and ask your staff if they can think of anyoneyou may have missed.

Step three: Evaluate the risks and decideon precautionsHaving spotted the hazards, you then have to decidewhat to do about them. The law requires you to doeverything ‘reasonably practicable’ to protect peoplefrom harm. You can work this out for yourself, butthe easiest way is to compare what you are doingwith good practice. There are many sources of goodpractice on the HSE website (www.hse.gov.uk).

So first, look at what you’re already doing, thinkabout what controls you have in place and how thework is organised. Then compare this with the goodpractice and see if there’s more you should be doingto bring yourself up to standard. In asking yourselfthis, consider:

• Can I get rid of the hazard altogether?• If not, how can I control the risks so that harmis unlikely?

When controlling risks, apply the principles below,if possible in the following order:

• try a less risky option• prevent access to the hazard• organise work to reduce exposure to the hazard• issue personal protective equipment• provide welfare facilities (e.g. first aid andwashing facilities).

Improving health and safety need not cost a lot.For instance, placing a mirror on a dangerousblind corner to help prevent vehicle accidents is alow-cost precaution considering the risks. Failureto take simple precautions can cost you a lot moreif an accident does happen. Involve staff, so that youcan be sure that what you propose to do will workin practice and won’t introduce any new hazards.

Step four: Record your findings and implementthemPutting the results of your risk assessment intopractice will make a difference when looking afterpeople and your business.

Writing down the results of your risk assessment,and sharing them with your staff, encourages youto do this.

32


When writing down your results, keep it simple, forexample ‘Tripping over rubbish: bins provided, staffinstructed, or ‘Fume from welding: local exhaustventilation used and regularly checked’.

We do not expect a risk assessment to be perfect,but it must be suitable and sufficient. You need to beable to show that:

• a proper check was made• you asked who might be affected• you dealt with all the significant hazards, takinginto account the number of people who couldbe involved

• the precautions are reasonable, and the remainingrisk is low

• you involved your staff or their representatives inthe process.

If you find that there are quite a lot of improvementsthat you could make, big and small, don’t try to doeverything at once. Make a plan of action to dealwith the most important things first. Health and safetyinspectors acknowledge the efforts of businessesthat are clearly trying to make improvements. A goodplan of action often includes a mixture of differentthings such as:

• a few cheap or easy improvements that can bedone quickly, perhaps as a temporary solution untilmore reliable controls are in place

• long-term solutions to those risks most likely to33


cause accidents or ill health• long-term solutions to those risks with the worstpotential consequences

• arrangements for training employees on the mainrisks that remain and how they are to be controlled

• regular checks to make sure that the controlmeasures stay in place

• clear responsibilities – who will lead on whataction, and by when.

Remember, prioritise and tackle the most importantthings first. As you complete each action, tick it offyour plan.

Step five: Review your risk assessment andupdate if necessaryIt makes sense to review what you are doing onan ongoing basis. Regularly review where you are,to make sure you are still improving, or at leastnot sliding back.

Look at your risk assessment again. Have there beenany changes? Are there improvements you still needto make? Have your workers spotted a problem?Have you learnt anything from accidents or nearmisses? Make sure your risk assessment stays upto date.

When you are running a business it’s all too easy toforget about reviewing your risk assessment – untilsomething has gone wrong and it’s too late. Why notset a review date for this risk assessment now? Write

it down and note it in your diary as an annual event.

Regularly check your risk assessment and, wherenecessary, amend it. If possible, it is best to thinkabout the risk assessment when you’re planning yourchange – that way you leave yourself more flexibility.



34

Risk assessment templateThis basic risk assessment is a process thatidentifies the hazards associated with particularevent, activity, or task. The assessment should beused to evaluate the effects of exposure to hazardsand the controls needed to control the risk of injuryand ill health to as low a level as possible. Ensurethose who carry out the assessments have someknowledge of the process.

Hazard = anything that could cause harm, suchas chemicals, electricity, an open drawer etc.

Risk = the chance, high or low, that somebodycould be harmed by these and other hazards,together with an indication of how serious theharm could be.

Risk assessment template

Location:

Main hazards of the eventConsider people who can be affected,equipment used, materials handledand any environment hazards.

Controls requiredConsider appropriate physical controls and procedure.


Hiring a Lambeth park or open spaceto hold an event incurs fees. Charges arebased on the size of your event and thenature of your event. The processingapplication fee is a set, one-off chargeto process your application, howeverother fees vary.

The events charging framework hasbeen set out to give you a basic overviewof what to expect in costs that will becharged. We have put together someexample costing to give you an idea ofhow the charges are applied, howeverall quotes vary on application and somevenues are at premium rates of hire.

EventLambethTelephone: 020 7926 6207Email: [email protected]: www.eventlambeth.gov.uk

Events chargingframework

35



Commercial events (All prices are the basic rates and we reserve the right to change and amend without notice)

Small (1) Up to 500 £100 £125 £1,250 £375 £31.25 £500 £200

Small (2) Up to1,000 £100 £250 £2,500 £750 £62.50 £500 £500

Medium Up to 5,000 £100 £1,250 £12,500 £3,750 £312.50 £2,500 £1,000

Large (1) Up to 10,000 £100 £2,500 £25,000 £7,500 £625 £5,000 £2,000

Large (2) Up to 20,000 £100 £4,000 £50,000 £15,000 £1,250 £5,000 £5,000

Large (3) Up to 50,000 £100 £6,000 £125,000 £37,500 £1,875 £10,000 £10,000

Medium size, two day festival requiringthree day build and two day de-rig

Application fee £100

Booking fee £1,250

Basic site hire £12,500

One extra event day £3,750

Five build/de-rig days £1,562.50

Enviroment impact fee £1,000

Ground deposit – refundable £2,500

Total charges £22,662.50

Application fee This is an administered fee toprocess the application form. Non refundable.Booking fee This is the charge paid by the applicantonce the event is approved in order to secure thedate and venue.Basic site hire *Charged from £2.50 – £4.80 perhead. This fee is charged to hire the park or openspace.Extra event days Charged at 30 per cent of the basicsite hire fee and levied per day.Build/de-rig days Charged at 2.5 per cent of thebasic site hire fee and levied per day.Grounds damage deposit Charged at 20 per centof the total site hire or at a basic fee, whichever is thegreater. Refundable subject to terms.Environment impact fee Charged at a basic fee.Non Refundable.

Premium venues are subject to higher rates.

All quotations and bookings are subject to Lambethevents service terms and conditions.

Cancellation fees apply to all bookings.

*Minimum basic site hire fees for the following venues:Clapham Common: from £4.80 per headBrockwell Park: from £4.00 per headWindrush Square: from £3.50 per headStreatham Common: from £3.00 per headKennington Park: from £2.50 per head

Event size No ofattendees

Applicationfee

Bookingfee

Basic sitehire fee

Extra eventdays

Build/de-rig days

Groundsdeposit

Enviromentimpact fee

36

Example costing


Promotion / Roadshow / Media events(All prices are the basic rates and we reserve the right to change and amend without notice)

Small Upto 1,000 £100 £250 £200 £800 £100 £400 £500 £500

Medium Up to 5,000 £100 £1,250 £1,500 £4,000 £750 £2,000 £2,000 £1,000

Large Upto10,000 £100 £2,500 £3,000 £8,000 £1,500 £4,000 £4,000 £2,000

Medium size, two day roadshow stand requiringone day build and one day de-rig


Booking fee £1,250

Daily rate £3,000

Two build/de-rig days £1,500



Total charges £8,850

Application fee This is an administered fee toprocess the application form. Non refundable.Booking fee This is the charge paid by the applicantonce the event is approved in order to secure thedate and venue.Daily hire rate LBL residents Charged at a flatfee to hire the park or open space.Daily hire rate non LBL residents Charged ata flat fee to hire the park or open space.Build/de-rig days Charged at 50 per cent of thedaily hire rates and levied per day.Grounds damage deposit Charged at a flat fee.Refundable subject to terms.Environment impact fee Charged at a basic fee.Non Refundable.


All quotations and bookings are subject toLambeth events service terms and conditions.



Applicationfee

Bookingfee

Daily rateLBL

Daily ratenon LBL

Build/de-rig LBL

Build/de-rignon LBL

Groundsdeposit


37

Example costing


Fun fairs and circus (All prices are the basic rates and we reserve the right to change and amend without notice)

Small Up to 500 £100 £150 £750 £187.50 £1000 £500

Medium Up to 1,000 £100 £500 £800 £200 £2,000 £750

Large 1,000 plus £100 £2,000 £850 £212.50 £3,000 £1,000

Medium size, 14 day funfair requiring threeday build and two day de-rig


Booking fee £500

Operational days fee £11,200

Five build/de-rig days £1,000

Enviroment impact fee £750



Application fee This is an administered fee toprocess the application form. Non refundable.Booking fee This is the charge paid by the applicantonce the event is approved in order to secure thedate and venue.Operational day fee Charged at a flat fee peroperational day to hire the park or open space.Build/de-rig days Charged at 20 per cent of theoperational day fees and levied per day.Grounds damage deposit Charged at a flat fee.Refundable subject to terms.Environment impact fee Charged at a basic fee.Non Refundable.





Applicationfee

Bookingfee

Operationalday fee

Build/de-rig days

Groundsdeposit


38

Example costing


Community and charity events(All prices are the basic rates and we reserve the right to change and amend without notice)

Small (1) Up to 100 £25 £25 £25 £50 £12.50 £25 £500 £50

Small (2) Up to 500 £25 £25 £125 £250 £62.50 £125 £500 £100

Small (3) Up to 1,000 £25 £50 £250 £500 £125 £250 £750 £100

Large (1) size, seven day community eventrequiring three day build and one day de-rig


Booking fee £250

Daily rate £17,500

Two build/de-rig days £5,000




Application fee This is an administered fee toprocess the application form. Non refundable.Booking fee This is the charge paid by the applicantonce the event is approved in order to secure thedate and venue.Daily hire rate LBL residents Charged from £0.25per head to hire the park or open space.Daily hire rate non LBL residents Charged from£0.50 per head to hire the park or open space.Build/de-rig days Charged at 50 per cent of thedaily hire rates and levied per day.Grounds damage deposit Charged at a flat fee.Refundable subject to terms.Environment impact fee Charged at a basic fee.Non Refundable.





Applicationfee

Bookingfee

Daily rateLBL

Daily ratenon LBL

Build/de-rig LBL

Build/de-rignon LBL

Groundsdeposit


Up to5,000 £25 £100 £1,250 £2,500 £625 £1,250 £1,000 £500

Large (1) Up to10,000 £25 £250 £2,500 £5,000 £1,250 £2,500 £2,000 £1,000

Large (2) Upto20,000 £25 £350 £5,000 £10,000 £2,500 £5,000 £3,000 £2,000

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Example costing

Medium


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Frequently askedquestions

I am thinking of planning an event in a Lambethpark. Do I need permission?Yes. Lambeth manages 64 parks and open spaces,with 56 being used for events. You need to apply forpermission to hold an event or run an activity in anyLambeth park or open space.

How do I apply for permission and how muchnotice do I need to give?An application should be made to the Lambethevents service in the first instance. We require aminimum of three months notice for small events(fewer than 1000 attendees) medium events aminimum of four to six months (fewer than 5000attendees) and six to 12 months notice for largesized events.

I would like to do some commercialfilming and photography in a Lambeth park.Is this classified as an event and do I needpermission?Whilst this activity is not classified as an event,you would need to contact the Lambeth Film Officefor permission on 020 7620 039 [email protected].

I would like to feature music and performanceas part of the event. Do I need a license?The Lambeth licensing team is responsible forlicensing regulated entertainment and alcohol.If you want to provide any of the following as partof your event, you may need a license to do so:

• sale or supply of alcohol• provision of regulated entertainment (includingplays, films, sports, music and dancing)

• provision of facilities for entertainment• sale of late night refreshment (hot food or drinkssupplied between 11pm and 5am).

The Lambeth licensing team can advise you onwhether your event will require a license. Telephone020 7926 6108 or email [email protected].

Can I promote my event throughLambeth Council?Yes. We have an online events calendar that featuresa full listing of lambeth events. Once your event hasbeen approved by the events service, the name anddate of the event will feature on our website. Youcan choose to include further details such as contactdetails etc.

Can I book a park or open space for asmall private function e.g. birthday, weddingreception?No. Lambeth Council does not allow exclusive andprivate use of any of its parks or open spaces.However, we do have Myatt’s Field Bandstandlicenced for weddings and civil partnerships.Ruskin Park and Clapham Common are availablefor blessings and vow renewals.



How many events do you allow in Lambethparks?Lambeth Council has 56 parks and open spaceswhich can be hired for events. We programmemultiple events with a maximum of one year’s notice.There are no limits to the number of events wehold, however, we do allocate periods of time forreinstatement work which is necessary to ensurethat our parks and open spaces remain suitablefor use and allow for recreational use.

Can I have food at my event?Yes you can. You will need to let EventLambeth knowand you will also need to fill out a Outdoor CateringQuestionnaire which can be found on our website.This will also need completed at least six weeks priorto your event and sent to the Food, Health andSafety Team.

I would like to organise a street party. Do I needto apply to the Lambeth events service?Street parties are not covered by Lambeth eventsservice. However we can provide general adviceabout organising events. Street parties usuallyrequire the approval of the local police and thetemporary closure of roads. Telephone 020 79269000 or email [email protected] more information.

Can EventLambeth service recommendsuppliers and entertainers for my event?Unfortunately we cannot recommend specific

suppliers other than council approved suppliers.However there are plenty of useful websites thatcan provide this information.

Where can I get information on health andsafety guidelines if I want to organise an event?We are more than happy to offer practical informationand advice on basic event health and safety matters.We recommend that for further information on thehealth safety issues around public events you visitwww.hse.gov.uk.

The following publication is particularly useful:The Events Safety Guide – a guide to health, safetyand welfare at music and similar events.Available from www.hsebooks.com.

I would like to hold an event in Jubilee Gardenson the South Bank. How do I go about this?Whilst Jubilee Gardens falls within the Borough ofLambeth, we do not manage this open space.For information on the availability of open spacesalong the Southbank, please contact the SouthbankEmployers Group on 020 7202 6900.

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Do you hire out event equipment?We do not presently have event equipment forhire. However, there are some services that areobtainable from Veolia, one of the council’scontractors. Please contact EventLambeth forfurther information. Telephone 020 7926 6207 oremail [email protected].

I am planning a family sports event and picnicin Clapham Common, do I need permission?You do not require permission to have a picnic inany Lambeth park or open space. However, it is notpossible to give picnics exclusive and private useof a space. It is advisable to contact the Lambethevents service particularly if it may involve largenumbers of people or music. All we ask is that yourespect other park users, the parks wildlife, plantsand trees and take your rubbish away with you.

I would like to hire a bandstand to hold anevent. How can I do this?Lambeth has three bandstands, located in ClaphamCommon, Ruskin Park and Myatt's Fields Park. Ourbandstands are available to hire for performancesand rehearsals, for both commercial and publicevents. We welcome applications from local, regionaland national groups.

If you would like to hold an event on any of thebandstands telephone 020 7926 6207 or [email protected].

.

Can I have a BBQ in the park?BBQs are not permitted in any of Lambeth’s parksor open spaces. Traders with BBQs at events arepermitted on a case by case basis.

I would like to make a complaint regardingan outdoor event that took place recently,who do I contact?

If you wish to make a complaint, you can do so by:

• using the online complaints form• sending an email to [email protected]• calling us on 020 7926 9694.



Useful contacts Lambeth council departments

Health and safetyLondon Borough of LambethEmail: [email protected]: 020 7926 6109

EventLambethEmail: [email protected]: 020 7926 6207Olive Morris House, Brixton Hill, London SW2 1RL

Lambeth Building ControlHousing Regeneration and Environment,Phoenix House, 10 Wandsworth Road, London SW8 2LLEmail: [email protected]: 020 7926 9000

LicensingLondon Borough of Lambeth, 6th Floor, InternationalHouse, Canterbury Crescent, London SW9 7QEEmail: [email protected]: 020 7926 6108

Food safetyLondon Borough of Lambeth, 6th Floor, InternationalHouse, Canterbury Crescent, London SW9 7QEEmail: [email protected]: 020 7926 6110

Noise and pollutionLondon Borough of LambethEmail: [email protected]: 020 7926 6111 43

PlanningLondon Borough of LambethPhoenix House, 10 Wandsworth Road, London SW8 2LLEmail: [email protected]: 020 7926 1180

Trading standardsLondon Borough of LambethEmail: [email protected]: 020 7926 6102

External bodies

London Ambulance ServiceHeadquarters Annexe8–20 Pocock Street, London SE1 0BWVisit: www.londonambulance.nhs.ukTelephone: 020 7783 2000

London Fire BrigadeLambeth Fire Safety Office169 Union Street, London SE1 0LLEmail: [email protected]: 020 8555 1200

Metropolitan PoliceLambeth OperationsKennington Police Station49–51 Kennington Road, London SE1 7QATelephone: 020 8649 2414 or 020 8649 2870


This events guide has been made possiblethrough engagement and consultation with:

Friends of Groups for parks and open spaces

Internal and external colleagues, partners andstakeholders

London borough members of the LondonEvents Forum

Management Advisory Committees for parksand open spaces

Members of local borough community groups

Members of the Lambeth Events SafetyAdvisory Group (LESAG)

Southwark Council events team

Risk assessment information was provided bythe Health and Safety Executive.


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