Welcome…

 

           ..to organizing events in parks and open spaces in the London Borough of Hounlsow

 

This step by step guide has been designed to provide information to organisations wishing to arrange an event within the licensed parks and open spaces in the London Borough of Hounslow.

 

The forms contained within the pack can be used for all events regardless of size, however some parts may not be relevant for smaller events.

 

The pack gives general advice that should be used when arranging any type of event. However, it must be remembered that events can be extremely diverse, ranging from a simple stall sale, to a large outdoor festival and therefore this pack cannot be considered exhaustive. It is likely that additional information will be required for specialist events and larger scale activities.

 

Completed application forms must be submitted according to the following timescales in order for events to be considered:

•   ●    a small-scale event (0-499 expected attendance) three months.
•   ●    a medium-scale event (500 – 4,999 expected attendance) the period should be six months
•   ●    a large-scale event (5,000 and above expected attendance) should be received at least nine months prior to the event

 

NOTE:

•         ●    Terms & Conditions for the Use of Parks & Public Spaces vary according to type of event requested. Relevant Terms and Conditions will be given once the completed application form has been received.
•         ●    All event organisers must have Public Liability Insurance for their event.
  

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• Planning Your Event

This gives general advice regarding the safety considerations when arranging any type of event. Organising and event planning checklists enclosed for assistance.

 

• Event Management Plan Guidance

Guidance notes to assist with the compilation of an event management plan. Checklist form included for assistance.

• Risk Assessment Guidance Note

The Risk assessment form gives a guideline to assessing the severity of an incident and its effects.

• Lost Child Policy

A Lost child policy needs to give detailed information about the procedure to be followed in the event that a lost child is found and/or a child is missing at the event. Criminal Record Bureau certificates will be required for each person supervising lost/found children at the event.

• Health and Safety Policy Statement

The event organiser’s Health and Safety Statement

 

• Incident Report Form

Following any accident at the event, this should be completed for each person injured and a copy must be sent to the JLIS Events Team within 30 days.

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Other Forms

This is the application form to hire a park or open space for a wedding event

This is the application form to hire a park or open space for a community event

This is the application form to hire a park or open space for a private event