For Official use only

Insurance:	            Bond:	

Risk Assess: 	            Keys:

License:		            Authorised by:	     	
Charge/fee:	             

BOOKING A PARK/RECREATION GROUND –2023

PLEASE NOTE: WE CAN ONLY ACCEPT BOOKINGS, ON A PROVISIONAL BASIS, WITH AT LEAST 8 WEEKS’ NOTICE PRIOR TO THE DATE OF THE EVENT.

PART A – DETAILS ABOUT THE EVENT	

Purpose of booking/ event name
		
Park/recreation ground required.
		
Specific area required, if relevant
		
Dates/times that the site will be required.
		
Dates/times that the event will be open to the public		

EVENT DETAILS – Please include as many details as possible of the activities planned for your event

WILL THERE BE ANY CHARGE FOR PEOPLE TO ATTEND OR TAKE PART IN THE EVENT?
Yes		No	

WILL THE EVENT INCLUDE ANY OF THE FOLLOWING? (Please see Schedule 2)
Performance of live play/film/Dance		Any recorded music: including music to accompany DJs		
Performance of live music (inc. Karaoke)		Sale of Alcohol		

If so, you will need to ensure that your event has the necessary license. Please contact env.pops@kirklees.gov.uk  if you are unsure as some of our sites have a premises license which already cover these activities.

1.	Total number of people expected to attend throughout the duration of the event: ………………………..

1a.  Maximum number of people expected at your event AT ANY ONE TIME:  ………………………………........

1b.  Total number of agents / event staff /artists / volunteers attending:  ……………………………………………..
	
2.	Name of Event:

2a.	Purpose of event (please tick as appropriate)	
	
Food/drink promotion	
	
Company/product promotion (PLEASE GO TO Q8 BELOW)	

Promotion of an event	
	
Public information	

Charity event	
	
Religious/faith activities	

Arts/cultural event	
	
Other* 
*If other, please give further details:

	
2b.	Details of the proposed event – including all activities/elements of the event.  Please provide as much information as possible including the main audience demographic (eg family groups, young people, older people, full mix):
	
2c.        Please tick all that apply to your event.
   Road closure required.
   Market / craft stalls
   Marquees / gazebos
   Live / recorded music
   Participatory ‘have a go’ activities.             
   Street performers / strolling artists.
   Bouncy castle / inflatables
   Generators 
             	
   Bar / sale of alcohol
   Food stalls / vans
   Stage with PA 
   Pyrotechnics / special effects
   Stage lighting / projections / lasers
   Big screen 
   Fairground rides
Any other: ………………………………………… 	
3.	Please provide a SITE PLAN with this application form which shows the location of all activities and infrastructure.  This should include where applicable:

•	The location of stalls, rides, apparatus, main arena, displays.
•	Access: Disabled access and any areas to be kept clear for access for safety reasons / emergency access.
•	First aid posts and ambulance parking site (if applicable).
•	Toilet accommodation including provision for disabled persons.
•	Generators and other power supplies (other than those already present on the site, eg pop up towers in St George’s Square).  
•	Storage provision for fuel (if applicable).
•	Seating / standing areas, marquees and tents etc.
•	Headquarters /event control area - an area or structure from which the Event will be controlled by the site manager.  
•	Counter Terrorism measures – eg measures to be put in place to protect the event site from potential attack.   This MUST be considered for all events that will attract large crowds in a concentrated area and/or where the event may be seen as high risk.

PART B – HIRE CHARGES									

Commercial events are held by organisations which share any profits with individuals such as directors and/or shareholders.  Just because an event may not make a profit, if it is organised by a commercial organisation, the Council will charge the full rate.  

Non-commercial events are held by organisations which invest their profits back into the organisation in order to achieve social objectives.  Events organised by a non-commercial organisation, usually known as charities, voluntary or community groups, will be charged at a reduced rate (50%).   It is recognised that charities, voluntary and community groups bring social value and contribute to achieving the district’s outcomes. If the organisation does not have a registered charity number the discount is offered at council discretion. 

Groups with whom the Council works in partnership to achieve mutually positive outcomes – such as Friends of Parks groups – may not be charged. If in doubt, email parks@kirklees.gov.uk for clarification.

All event organisers need to provide public liability insurance (£10M for commercial organisations, £5M for all other hirers) and a risk assessment needs to be provided to the Council before final approval is confirmed. 

For all events an administration fee of £32.50 applies for booking a space. This is non-refundable.

Charges are as follows:
Primary parks – Wilton Park, Greenhead Park, Ravensknowle Park, Crow Nest Park - £495 per day
All other parks and open spaces - £122 per day

The council reserves the right to charge 25% of the total charge as a deposit for the booking and is non-refundable when taken.

Dependent on the nature of the event there may be a bond required to cover the costs of any repairs or additional charges which are incurred by the Council for which the hirer is liable. This will be returned in full if no repairs or charges are incurred. This will be £5,000 for primary parks, and £2,000 for all other spaces. You should be notified about this during the booking process.

Cancellation fee – if the event is cancelled then, where payment has been made, the administration fee and deposit will be retained by the Council, with the remainder returned to the hirer.

PART C – EVENT ORGANISER DETAILS	

NAME OF ORGANISATION, IF RELEVANT
		
COMPANY/CHARITY NO (IF APPLICABLE)
		
NAME OF EVENT ORGANISER
		
ADDRESS
		
POST CODE
		
TELEPHONE
		
EMAIL

DECLARATION
I HAVE READ AND FULLY UNDERSTOOD ALL THE GENERAL TERMS AND CONDITIONS OF LETTING AND, WHERE RELEVANT, ANY ADDITIONAL ADVICE/RECOMMENDATIONS MADE BY COUNCIL OFFICERS AND/OR MEMBERS OF THE SAFETY ADVISORY GROUP.
I confirm I am authorised to sign this application on behalf of and that to the best of my knowledge all of the information provided is true and correct.

I am happy to give the personal details required for processing this form. I understand that they will be stored for a period of 3 years.

I understand that the information will be used to process this booking and may be shared by other Council Services. They will NOT, however, be shared with external organisations. The exception to this being if the event is likely to be of interest to the Emergency Services, for example, and require a Safety Advisory Group. If this is the case, then the information WILL be shared. For more information about how we store your data and how you can request your right to withdraw consent to use your personal data later please read ‘How we use your data’ at http://www.kirklees.gov.uk/beta/information-and-data/how-we-use-your-data.aspx  
Name (PRINT)
		
Position
		
Signed on behalf of the organization

Date

PART D – INVOICING DETAILS, IF DIFFERENT TO EVENT ORGANISER	

NAME OF ORGANISATION
		
NAME OF TREASURER
		
ADDRESS
		
POST CODE
		
TELEPHONE
		
EMAIL

Any event for which more than 500 persons (including performers) are expected to be in attendance at any one time may need to go before the Council’s Safety Advisory Group (SAG). We will liaise with the SAG on your behalf initially but require at least 5 months’ notice of your intentions. You need to ensure that any recommendations from the Safety Advisory Group are included with your arrangements. Failure to do so significantly reduces the likelihood your event would be approved.

Please return to: Kirklees Council, Streetscene, Parks and Landscapes, 
Flint Street, Fartown, Huddersfield HD1 6LG
Tel: 01484 221000 Fax: 01484 234144
Email – env.pops@kirklees.gov.uk 

Submission of this form does not provide permission for you to go ahead with your event.

Important notes.

1.	Submission of this form cannot be considered approval. This will be given in writing if deemed appropriate.

2.	The terms and conditions of hire are intended to cater for events of very different levels of complexity, infrastructure, and scale. They are not intended to put you off from holding an event, but designed to ensure that all hazardous elements have been considered appropriately and you are aware of your responsibilities. If there is any query then please contact us in the first instance. Either 01484 221000 or parks@kirklees.gov.uk 

3.	Prior to your event going ahead you will need to provide.
a)	Site plan showing what’s happening at your event and where. This should include entry/exit points and location of attractions.
b)	Proof of public liability insurance, up to a value of at least £5 million. Commercial events will require PLI of at least £10M.
c)	Safety statements for the event, showing how you will ensure the health and safety of the staff, volunteers and people involved and attending your event. This should include the entirety of the event, including set up and tidy away. Everything involved with, brought in for and used by the event is the responsibility of the event organiser.
The safety of the site itself remains the Council’s responsibility at all times.	
d)	Payment of the hire charge for the site, where applicable
e)	Payment of a bond, where applicable.

4.	Please can you make sure that for any event that involves bonfires, fires or fireworks that they will need to apply for an exemption to the Public Space Protection order that is currently in place across Kirklees. Please email env.pops@kirklees.gov.uk. 

5.	It is the responsibility of the organiser to determine if their event requires a Temporary Events Notice. Please email licensing@kirklees.gov.uk for more information. 

6.	Relevant keys or access codes for parks will be provided prior to the event. It is the responsibility of the organiser to liaise with the council regarding pick up and collection of keys or receipt of codes. 

It would be preferred if this information be submitted electronically.

If you fail to submit these documents and payment at least 21 days before the event, the Council is within its rights to consider the application null and void. 

7.	If the Council deems that the ground conditions are not suitable for the event to go ahead safely then we retain the right to cancel the booking or demand changes to the event up to, and including, the day before it is planned to take place, or you move on to the site.

8.	Depending on the nature of the event, the Council withholds the right to impose additional conditions, in writing, to those contained within this agreement. These additional conditions will form part of this agreement.

9.	By signing this form, you agree to meet all the terms and conditions of hire. If you are in any doubt, then seek independent legal advice beforehand.