Use of Open Spaces (Owned or Managed by Illogan Parish Council) for Events Policy

Introduction

Illogan Parish Council encourages the full use and enjoyment of the open spaces it owns or manages. These spaces are available for community events, subject to prior application and approval by the Council.

This policy provides a clear framework for the application, approval, management and monitoring of events. Its purpose is to ensure that all events:

  • Support the aims and objectives of the Council.
  • Are managed consistently and fairly.
  • Are safe, accessible and inclusive.
  • Minimise disruption to local residents and park users.
  • Protect Council land, facilities and the environment.

Applying to Hold an Event

Application Process

To apply to hold an event on Council-owned or managed open space, organisers must:

  1. Complete the Event Application Form.
  2. Submit the form together with all required supporting documentation.
  3. Provide at least two months’ notice before the proposed event date.

Supporting documents may include:

  • Public Liability Insurance certificate.
  • Risk assessments.
  • Health and Safety documentation.
  • Safeguarding procedures.
  • Lost Children and Vulnerable Adults Policy
  • Licences and permits.
  • Site plans.
  • Traffic or parking management plans (where applicable).
  • Any other information requested by the Council.

Applications that remain incomplete or where required information is not provided at least four weeks before the event may be refused.

No event may be advertised or promoted until written approval has been received from the Council.

Events and Activities Not Permitted

The following activities are not permitted on land owned or managed by Illogan Parish Council:

  • Fireworks, firework displays and other pyrotechnics.
  • The sale or consumption of alcohol.
  • Political events, rallies or campaigning activities.
  • Religious services, worship events or religious promotion.
  • Events involving animals, animal acts or the sale of animals.
  • The release of Chinese lanterns or similar items.
  • The release of balloons.

The Council reserves the right to refuse any event considered unsuitable, unsafe, inappropriate or likely to cause nuisance or damage.

Licences and Permissions

Event organisers are responsible for obtaining all licences, permits and permissions required for their event.

This may include, but is not limited to:

  • Temporary Event Notices (TENs), where applicable.
  • Performing Rights Society (PRS) licences for music.
  • Road closure permissions.
  • Permissions from emergency services or other agencies.
  • Food hygiene registrations and permissions.
  • Gas safety certification

Organisers must ensure full compliance with all legal and regulatory requirements.

Insurance

Event organisers must hold appropriate insurance for the duration of the event, including set-up and dismantling periods.

As a minimum, organisers must provide evidence of:

  • Public Liability Insurance of at least £5 million.

Organisers shall indemnify Illogan Parish Council against claims, costs, losses, damages and liabilities arising from the event.

Proof of insurance must be submitted as part of the application process.

Health and Safety

Event organisers are responsible for ensuring the health and safety of all staff, volunteers, participants and members of the public attending the event.

Organisers must provide:

  • Suitable event risk assessments.
  • Emergency procedures.
  • First aid arrangements.
  • Details of any temporary structures.
  • Details of contractors involved in the event.

The Council may request additional documentation where appropriate.

Safeguarding

Where children, young people or vulnerable adults may be present, organisers must have suitable safeguarding arrangements in place.

This must include:

  • Safeguarding policies and procedures.
  • A lost child and vulnerable adult procedure.
  • Appropriate supervision arrangements.
  • Details of any relevant DBS checking processes where applicable.

Evidence of safeguarding arrangements may be requested by the Council.

Accessibility and Inclusion

Event organisers should ensure that events are accessible and inclusive wherever reasonably practicable.

Consideration should be given to:

  • Accessible routes and facilities.
  • Access for wheelchair users and those with mobility needs.
  • Communication and information accessibility.
  • Inclusive participation opportunities.

Environmental Responsibilities

Event organisers should minimise the environmental impact of their event.

Organisers must:

  • Remove all litter and waste generated by the event.
  • Dispose of waste responsibly.
  • Avoid damage to trees, grassed areas, wildlife habitats and Council assets.
  • Avoid the use of single-use plastics wherever practicable.

Fees and Deposits

The Council may require:

  • A non-refundable booking deposit to secure a booking.
  • A refundable damage deposit.

The Council reserves the right to charge event fees.

Fees will normally be waived for:

  • Registered charities.
  • Not-for-profit organisations.
  • Community groups, subject to Council approval.

Any applicable fees and deposits will be advised during the application process.

Lanterns and Balloons

The release of lanterns or balloons from any land owned or managed by Illogan Parish Council is prohibited.

This restriction applies to all events without exception.

Event Management Requirements

For larger events, the Council may require submission of:

  • A site plan.
  • Event management plan.
  • Crowd management plan.
  • Traffic and parking management arrangements.
  • Emergency evacuation procedures.
  • Stewarding arrangements.

The Council may request revisions before approval is granted.

Site Protection and Reinstatement

The event organiser is responsible for ensuring that:

  • The site is protected from damage.
  • Council property is not altered without permission.
  • No street furniture, fixtures, equipment or planting is removed or interfered with.
  • The site is restored to its original condition after the event.

Any reinstatement materials or methods must be approved by the Council in advance.

Litter, Waste and Cleaning

Event organisers are responsible for collecting and removing all waste generated by the event.

The site must be left in a clean and satisfactory condition.

Where the Council incurs cleaning costs, these will be deducted from the damage deposit or invoiced to the organiser where necessary.

Damage and Liability

The event organiser is responsible for all damage caused by the event, whether caused by organisers, contractors, volunteers or attendees.

The Council may:

  • Deduct repair costs from the damage deposit.
  • Invoice the organiser for any costs exceeding the deposit.
  • Refuse future applications from organisations that fail to comply with policy requirements.

The Council’s decision on any damage assessment shall be final.

Council Staff and Additional Charges

The Council may require its staff to be present during certain events.

Where Council staff attendance is required, the organiser will be responsible for meeting any associated costs.

Additional charges may also apply for:

  • Site inspections.
  • Additional maintenance.
  • Security requirements.

Set-Up and Dismantling

At the Council’s discretion, organisers may be granted up to two days free of charge for:

  • Event set-up.
  • Event dismantling.

Any additional days required may be charged at the applicable daily rate.

All equipment left on site remains entirely at the organiser’s risk.

The Council accepts no responsibility for loss, theft or damage to equipment before, during or after the event.

Council Decisions

Applications will be considered:

  • In order of receipt.
  • On their individual merits.
  • Subject to availability of the requested site.

The Council reserves the right to:

  • Approve applications.
  • Refuse applications.
  • Apply reasonable conditions to approvals.
  • Cancel or terminate permission where policy requirements are not met.

The Council’s decision shall be final.

Data Protection

Personal information provided as part of an event application will be used solely for administering the application and notifying relevant Council services and agencies.

Information will be held securely and processed in accordance with applicable data protection legislation.

Reviewed – for Office use only

Review Date:

Reviewed By: Governance Review Committee.

Amendments:

Minute Number: