outdoor arts events and activity in london

2009 research and mapping for London Events Forum (LEF) and for Arts Council England

Arts Council England working in partnershipwith the London Events Forum commissionedthis research and mapping.

Freelance event managers and consultantsAnnie Grundy and Sarah Morton carried it outin consultation with Arts Council England andthe steering committee of the London EventsForum, with support from the London CulturalImprovement Programme.

Final report:May 2010

Outdoor arts eventsand activity in London

22009 research and mapping for London Events Forum (LEF) CONTENTS

Outdoor arts events and activity in London

Contents

4 Foreword on behalf of London Events Forumby Paul Cowell

5 Foreword on behalf of Arts Council Englandby Clive Lyttle

7 Introduction

9 Assessment of themes with recommendations:

9 Outdoor events matter

10 Outdoor arts events and activity

12 Strategies, monitoring and aspirations

14 Funding for outdoor arts events and activity

17 Support for outdoor arts events and activity

17 Processes for outdoor arts events and activity

20 Communications, marketing and partnerships

22 Staffing

23 Conclusion

Contents continued page 3

32009 research and mapping for London Events Forum (LEF) CONTENTS

24 Outdoor arts events and outdoor events thatinclude the arts: a list of the events in theLondon boroughs and in the City of Londonidentified through the research

28 Local authority profile reports plus the City ofLondon Corporation report

28 Barking and Dagenham34 Barnet38 Bexley42 Brent47 Camden52 City of London Corporation57 Croydon60 Ealing64 Enfield69 Greenwich 73 Hackney79 Hammersmith and Fulham85 Haringey 89 Harrow93 Hillingdon97 Hounslow

100 Islington105 Royal Borough of Kensington and Chelsea108 Royal Borough of Kingston111 Lambeth115 Lewisham119 Merton123 Newham126 Redbridge129 Richmond133 Southwark139 Sutton142 Tower Hamlets145 Waltham Forest148 Wandsworth 151 City of Westminster

155 Process maps: examples of how applications forevents in outdoor spaces are processed

161 Local authority key information

165 Main contacts for outdoor arts events in theLondon boroughs

Contents continued

Appendices

London has a long tradition of producingworld-class festivals and cultural events thatgain national and international recognition.

From Notting Hill Carnival to Carnaval delPueblo, A Baishakhi Mela to Dagenham TownShow, whether it is on a housing estate, onpublic roads or in a local park, the 32 Londonboroughs and the City of London supportthousands of festivals and cultural eventsbringing together millions of people, playing animportant part in creating a dynamic andexciting world city.

London Events Forum (LEF) was formed inOctober 2008 to provide an improvementnetwork for event professionals working withinlocal government across London. It was clearfrom the outset that different boroughs haddifferent approaches to the management andcoordination of festivals and events, anddifferent perceptions of their contribution in awider cultural and social context.

Festivals and events can make a major impact onthe agendas of community cohesion and well-being. Participation broadens horizons,increases life chances, taps potential, realisesaspirations, improves educational attainmentand contributes to health through feelings ofself-worth and well-being. Events create vibrantpublic spaces, bring positive economic benefitsand improve reputations...all this and yet, inmost cases, there is still relatively little or noinvestment in resources and skills to support theincreasing number of festivals and events andthe impact on workloads.

This research takes a snapshot of life today andlooks at how we, the London boroughs, mightmove forward strategically and pragmatically, toensure that, as we work both individually andtogether, we build on the diverse array ofexisting creative, fun and safe events and movetowards London 2012, with the capacity andskills to deliver world-class events that meet andexceed the standards we set.

London Events Forum (LEF) and its partners areworking to raise the profile of the importantwork of local government events professionalsin London: developing ways to improve currentprocesses, developing skills, supporting peersand creating new ways of working that willfacilitate more outdoor arts events acrossLondon. A series of projects have been plannedin a two-year programme, of which this piece ofresearch is the first.

We would like to thank the Arts CouncilEngland, the London Culture ImprovementProgramme and Capital Ambition (London’sRegional Improvement and EfficiencyPartnership) for their invaluable support, and ofcourse all the local authority officers who havegiven up their time to support and advise on theentire programme.

Paul CowellEvents, Film and 2012 ManagerSouthwark Council

42009 research and mapping for London Events Forum (LEF) FOREWORD ON BEHALF OF LONDON EVENTS FORUM

Foreword on behalf of London Events Forum by Paul Cowell

In June 2008 Arts Council England launchedNew Landscapes, a plan for the developmentof high-quality outdoor arts activity across

England, to include both performance andvisual arts based work.

New Landscapes made a number ofrecommendations about understanding andimproving the working environment foroutdoor arts, building a clearer picture ofworking practices, and increasing the longer-term sustainability of the sector. It recognisedthe unique and crucial role of local authorities,as supporters, funders, licensors and promotersof outdoor arts events and activity.

The Mayor of London’s cultural strategydirection of travel document, Culturalmetropolis has also acknowledged theimportance of this sector to the capital, and theopportunities to strengthen London’s festivalsand outdoor events, particularly in the contextof the Cultural Olympiad and London’s 2012legacy ambitions.

Arts Council England established an externaladvisory group to oversee the implementationof New Landscapes in London, withrepresentation from local authorities, GreaterLondon Authority (GLA), London Events Forum(LEF), and arts organisations working in thesector. This group identified variations in howoutdoor events are currently supported byLondon’s local authorities, and an often complexset of contacts and permissions that organiserswere required to navigate before putting on anevent. There was a clear consensus about theneed to remove barriers and extend goodpractice in this area.

Arts Council England, in partnership with theLondon Events Forum, therefore commissionedthis research and mapping of current

52009 research and mapping for London Events Forum (LEF) ARTS COUNCIL ENGLAND

Arts Council England

‘We believe that the arts have the power to

change lives and communities and that outdoor

arts of all types have a particular ability to

engage, inform and entertain audiences that

might not otherwise attend an arts event.’

New Landscapes June 2008

The audience at the Carnaval del Pueblo Parade, Elephant &Castle, August 2006Photo: vividphotography.co.uk

approaches to supporting outdoor arts eventsamong London’s local authorities. As part of theLondon Cultural Improvement Programme,further funding from Capital Ambition has beensecured to take forward key recommendationsrising from this research, and to support LondonEvents Forum in our shared objective to improveefficiencies and processes of staging outdoorarts events across London.

London has a great reputation in producingoutdoor arts events. These range from eventssuch as the Lewisham’s Peoples show,highlighting local and national talent, to TheSultans Elephant and Notting Hill Carnival.Events such as these have a great ability toengage and empower audiences and are oftenthe first chance for people to enjoy artsactivities.

This report looks at how the London boroughssupport and present outdoor events. There is arange of knowledge within each borough anddifferent approaches to supporting eventproduction: for example, London Notting HillCarnival event production sits within the wastemanagement department of Royal Borough ofKensington and Chelsea, due to the impact theevent has on litter.

Arts Council England is pleased to support thisreport and the work of the London EventsForum as part of the London CulturalImprovement Programme (LCIP). This researchprovides a solid starting point to develop goodpractice and share experience between localauthorities. There exists a wealth of knowledgeand expertise in event production within theboroughs and this document provides a chanceto review and share this.

This research will also inform the next stages ofthe LCIP Events Improvement programme,including the development of a London-wideevents toolkit, outlining key processes and anagreed set of principles, standards andguidelines to help organisers deliver successful,safe and high-quality outdoor arts events inLondon boroughs.

We would like to thank everyone for their inputinto this research and look forward to continuedworking with London Events Forum, and theLondon Culture Improvement Programme toincrease the opportunity for people to engagewith great art in London’s open spaces.

Clive LyttleArts Council England

62009 research and mapping for London Events Forum (LEF) ARTS COUNCIL ENGLAND

Introduction

Arts Council England, in partnership with theLondon Events Forum, commissioned thisresearch into current approaches to supportingoutdoor arts events across London’s localauthorities.

The research examined existing processes andresources and how these affect arts and culturalorganisations, community groups, commercialpartners and local authority events managersinvolved in staging outdoor events in London’sparks, streets and open spaces. It consideredhow local authority support for outdoor arts canbe improved, and makes recommendations toinform future investment and joint work.

Key objectives

The key objectives of the research were:

• to map the current resources and processesin place across London’s local authorities tosupport, enable and grant permissions tostage outdoor arts events. This involvedmapping:

• the role and skills needs of key localauthority staff across events, arts,licensing and other departments

• application processes and policies foroutdoor events

• guidance and advisory resources andservices.

• to highlight how variations in the aboveare affecting the number and range ofoutdoor arts events in each area

• to identify good practice and barriers togood practice, and to makerecommendations on further joint work toextend good practice and promoteminimum standards.

Methodology

The methodology for this research included:

• collating existing information, reports anddata

• identifying key individuals andorganisations to be consulted

• face to face interviews with over 80relevant local authority officers(predominantly staff working in events,arts and parks, but also where availablestaff working in licensing, trafficmanagement, health and safety andenvironmental health) from 29 of London’slocal authorities and the City of LondonCorporation

• gathering questionnaire forms completedby officers in a further two local authorities

• interviews with representatives of theGreater London Authority, London councilsand the Thames Festival

• preparing borough profile reports for 32London boroughs and for the City ofLondon Corporation.

The borough profile reports

The borough profile reports are attached asappendices and form the backbone of theresearch. They are snapshots of how the Londonboroughs deliver, facilitate and support outdoorarts events and activities.

Some reports are more comprehensive thanothers. It should be noted that research wascarried out in late 2009, and the interveningmonths have been a period of change for manylocal authorities.

Overview

Each of the borough profiles are as unique asthe boroughs themselves, but there were manysimilar examples of best practice as well as

72009 research and mapping for London Events Forum (LEF) INTRODUCTION

Introduction

similarly shared examples of barriers toimproving the provision of outdoor arts eventsand activity.

Our report presents its findings under themedheadings. Each section outlines the relevance ofthe theme, examples of common and bestpractice and, where appropriate, recommendsways to overcome any barriers identified. Alsowhere appropriate, statistics collated from theborough profile reports are given.

The research has focused on outdoor arts eventsand activities, which is to say events that areeither entirely arts-centred or community

festivals and events that have significant artscontent. The report is however also relevant tothe thousands of non-arts events held acrossLondon, such as sporting events and festivemarkets.

Responses and reactions to the carrying out ofthis research have been very positive in all of theLondon boroughs where local authority officerswere interviewed, with people expressing highhopes for the streamlining of processes, cross-borough working, benchmarking and staffdevelopment and for the opportunities andefficiencies that these will generate.

82009 research and mapping for London Events Forum (LEF) INTRODUCTION

Outdoor events matter

It is clear from the research that the boroughswith the strongest outdoor arts eventprogrammes are mostly those where there is, ata senior level, a solid and explicit understandingof the far-reaching benefits of well devised andwell managed, outdoor arts events and activity.

These boroughs understand how outdoor artsevents contribute to the wider agendas forimproved health, education, and well-being atthe same time as generating economicopportunities. They also recognise that outdoorevents are a great catalyst for communitycohesion and are key to promoting a sense ofbelonging in local communities.

There are also, however, boroughs withcommitted staff who understand the benefits ofoutdoor events and who deliver, facilitate andsupport significant outdoor events, despite alack of priority or understanding from seniorofficers and decisionmakers.

Outdoor arts events are typically linked to theNational Indicator 11 (NI11) for engagementwith the arts, but in reality their impact is muchwider. Where local authorities acknowledge thewider impact, they invest in their eventsprogramme accordingly, not only providingdedicated, professional staff who deliver orfacilitate outdoor events, but also funding largecouncil-led community celebration events, suchas Brent Respect and Lewisham People’s Day, or– as in Camden – making available arts grantstargeted specifically at organisations wishing tostage outdoor events.

The boroughs saw the main benefits of outdoorevents as:

• promoting and facilitating communitycohesion

• encouraging access to outdoor spaces andthereby promoting healthy living and well-being

• increasing access to and engagement withthe arts

• developing a sense of place and belonging• generating an income for the boroughs

through commercial hires• positive economic impact of events

(through jobs, concessions and visitorspend)

• council-led events improving publicperceptions of the council

• providing opportunities for statutorybodies to put across key campaignmessages

• raising people’s horizons and increasingtheir life chances and educationalattainment through participation

• creating vibrant public spaces and towncentres

• attracting visitors – often to areas ofLondon that are not typically touristdestinations.

The research identified over 450 named annualoutdoor arts events held on local authority land.Add to this all the non-arts events, events heldon non-local authority land and one-off artsevents that are not annual, and one begins toget a picture of how huge the event industryactually is in London. Moreover, this industry isincreasingly professionally managed and theexpectations and demands made of community-based event organisers are no different to thosemade of professional, commercial or councilevent organisers.

It is therefore far from just the audiences whoreap benefits from outdoor events. Thousandsof equipment and service companies in theevent industry support these events – fromsecurity and stewarding companies to tentcompanies, from professional musicians andperformers to artists and craft workers, fromcatering companies to event production

92009 research and mapping for London Events Forum (LEF) ASSESSMENT OF THEMES WITH RECOMMENDATIONS

Assessment of themes with recommendations

companies. Outdoor events are the economiclife-blood of thousands of individuals andbusinesses.

Alongside the considerable benefits of events,there can of course be issues such as noise anddisruption. However, event organisers in Londonare creatively finding ways to overcome theseissues and to work with residents to minimiseany difficulties.

Recommendations: outdoor events matter

• We recommend that London Events Forumdraft an advocacy document thathighlights all the benefits of outdoorevents, with evidence and that an advocacygroup is established to ensure that thesebenefits are widely promoted.

Outdoor arts events and activity

The research identified over 450 named annualoutdoor arts events and activities that takeplace in spaces owned by local authoritiesthroughout London. These annual events areeither entirely arts-centred or are communityfestivals and events with a strong arts content. In reality 450 events is an underestimate. Manyfestivals, such as the City of London Arts Festivalor the Ealing Jazz Festival were counted as one,but they incorporate several outdoor arts eventsover a period of time. Furthermore, a greatmany outdoor arts performances are one-offevents, which are site-and time-specific and sodo not take place on a regular basis. Add to thisthe numerous events staged in spaces notowned by the local authorities (such as in theRoyal Parks, museum grounds and on private orcommercially owned land) and the Londonevent map is a dazzling and diverse mass ofaccessible cultural experiences for London’sresidents, workers, students and visitors.

Almost all (28) boroughs reported havingoutdoor event programmes and six of thesecould also easily pick out a recognisedprogramme of outdoor arts events and activities


Case study

Waltham Forest has recently consulted itsresidents on outdoor arts events as part of awider consultation to inform its culturalstrategy. The consultation report notes thatthe popularity of outdoor festivals is largelydue to the fact that they tend to be free andto include a range of activities wide enoughto interest a broad spectrum of people.Waltham Forest found that 45 per cent oflocal residents would like to see more festivalsor large public events in their area and mostagreed that local festivals bring people ofdifferent backgrounds together; amongresidents from Asian and Black communitiesthis sentiment was especially strong.

Good practice

In Southwark there is an example of howlocal communities benefit from events andhow issues can be resolved. Due to itsexcellent location on the Thames near CityHall and Tower Bridge, Potters Fields Park inSouthwark was much in demand for privateand commercial hires but residents oftenopposed them or, if they went ahead,complained about the noise, litter anddisruption – particularly to parking. Thissituation has since been completely turnedaround. A trust, with local representativeswas set up four years ago to manage thespace which is leased to them by the council.The trust ring-fences income from commercialand corporate hires and this is used to fundcommunity events and to support localcommunity groups and activities. Theresidents therefore feel much greaterownership of the space and can also identifythe direct benefits that come from events inthe space.

Bashy at The Mix, Burgess Park, August 2009Photo: Jody Kingzett

that they market and promote as an entity. Thesize and scope of these events programmesvaries tremendously:

• ten boroughs reported having fewer than10 outdoor arts events (all but one areouter London boroughs)

• 13 boroughs reported up to 20 events• five boroughs reported having more than

20 outdoor arts events (all are innerLondon boroughs)

All the boroughs with more than 20 events intheir programmes include council-led events,events delivered in partnership with communityorganisations and independent communityevents.

It is impossible to come to any firm conclusionsas to why the outdoor arts events provisiondiffers so widely across London, as the numberof factors involved is so great; no two boroughsfeature the same factors, and merely citing thenumber of events does not reflect their quality,size and range.

Some of the factors that affect how extensiveand broad a borough’s outdoor arts eventsprogramme are:

• how strong a tradition there is ofdelivering events

• importance given to events through anunderstanding of their benefits

• suitability of available parks and openspaces

• resources available (staff, budget)• demographic make-up and the density of

boroughs

• varying levels of cultural engagementamong those who live, work or learn in theborough

• political and managerial structures of thelocal authorities

• internal communications between thedirectorates/departments of a council

• experience, views, skills, confidence andinfluence of officers

• borough location

Recommendations: outdoor arts events andactivity

• Boroughs need a full, clear picture of alloutdoor events due to take place in theirareas, regardless of who is organising themand where they are held. Officers from alldirectorates and departments need toshare information to make this possible.

• The dazzling and diverse ‘map’ of outdoorarts events across London needs to beaccessible as a whole, both to Londonersand to visitors, as is proposed as part of ‘The Culture Diary’ recently launched bythe Mayor of London.

• We recommend that the advocacy groupexplores ways of encouraging andsupporting outdoor arts events inboroughs that currently have no outdoorarts events programme.


Case study

The London Borough of Tower Hamlets hasidentified 18 outdoor arts events and so fallsin the middle range (see above). Five arelarge events attracting audiences of between10-80,000. Two are commercial and charge anentry fee. What does not show up on theTower Hamlets list is the proportion of the 45arts events that the borough funds and thattake place outdoors, or the proportion of the100 independent events held in the borough’sparks that are arts-based.

Case study

Southwark is well-placed to have a goodpicture of its outdoor arts events because theofficers working in the arts, events, location(rather than just parks) bookings, licensingand traffic management have close workingrelations and know what is happening acrossthe whole borough. The locations officer hasa particularly useful role in providing anoverview as he/she takes bookings for alloutdoor events, regardless of whether theyare to be held in the parks and open spaces,in the town centres or on the streets. Throughthe safety advisory group the locations officeralso has close contact with licensing andgathers information on forthcoming outdoorarts events on non-council owned spaces.

Strategies, monitoring and aspirations

Events strategies

Strategies specific to outdoor events are vitalto the development of well-devised and well-managed outdoor events programmes. In allbut four of the London boroughs, strategiesfor outdoor events are ‘buried’ within largerdocuments and often spread throughout anumber of wider strategies. While this isunderstandable given the far-reachingbenefits of outdoor events and the multipleagendas that they meet, it invariably meansthat local authorities have minimalunderstanding of the consolidated value ofoutdoor events.

Similarly, the lack of specific strategies for eventsmeans that it is difficult for events, arts andparks staff to have a clear direction and todevelop their events programmes in a way thatfocuses on the quality and range of events andmeets the particular needs of the borough;outdoor events are delivered or facilitated on anad hoc basis.

In addition to the four boroughs who havespecific strategies for events, at the time ofresearch a further seven boroughs said that theywere aware of the advantages of having astrategy specific to outdoor events that also

incorporated relevant aspects of widerstrategies, such as those for communitycohesion and healthy living. Some of theseboroughs had already begun to pull togetherspecific strategies for events, which may now bein place.

Recommendations: events strategies

• All London boroughs should have a specificpolicy for outdoor events, however basic,that is relevant to their borough and thatties in with the main targets of theborough’s wider strategies. This policyneeds to be familiar to all staff working onoutdoor events, regardless of their role.

Monitoring, evaluation and quality control

Concepts about monitoring as well as methodsof monitoring and evaluation differ greatly andthis has a strong impact upon the evidenceavailable to validate the claimed benefits ofoutdoor events.

By monitoring we mean gathering informationat an event (from audiences, participants,professional observers and others, such as localresidents) and we define evaluation as thencollating and assessing that information togauge the success of an event and the impact ithas made. Monitoring and evaluation canjointly be used to inform the development ofeither an individual event or, when matchedagainst monitoring and evaluation from otherevents, an events programme. The process canalso be used to assess the impact of events onwider local priorities, such as communitycohesion and positive activities for youngpeople.

Both are therefore essential to the developmentand growth of outdoor arts events.

Currently the content of event-monitoringsurveys across London is completely individualto each event and/or borough. Eight boroughsmonitor their events only with a headcount(usually to ensure that licensing restrictions onattendance are adhered to) or to check thatthe event is well managed, that there is nodamage to the parks and that the conditionsof hire have not been breached.


Case study

Greenwich council acknowledges thatpeople who live in or visit the borough wantinformation on all local outdoor events thatare accessible to them. The borough’s What’son guide therefore provides information notonly on council-led events but on all localoutdoor events, including those organisedby the community and those held onproperty that does not belong to the localauthority, such as at the National MaritimeMuseum and in Greenwich Park (which isone of the Royal parks). This benefits notonly the residents and visitors but the profileof the borough as a rich and vibrant place tolive or visit.

Six boroughs showed that they have formalmonitoring processes for the events theymanage or fund – mostly through audiencesurveys and feedback forms from participantsand performers – and four boroughs include intheir grant schemes for arts events amonitoring process that the arts or communityorganisations are required to follow in orderto receive their funding.

The lack of formal monitoring in mostboroughs directly affects the evidence thatthey can show of the benefits of outdoorevents. The consequent lack of evidenceinfluences the amount of resources that events

in those boroughs can attract or are allocated.

After events have taken place 10 boroughshave debriefs, although some of these arethrough the (variously named) event safetyadvisory groups and are mainly about healthand safety or the lack of it, rather than aboutthe quality of an event or audience responses.

Seven boroughs carry out annual reviews oftheir events programme to evaluate the eventsthat have taken place and to help makedecisions on the next year’s programme. Theseboroughs collate the information gatheredthrough monitoring and are therefore able tomake informed decisions about theprogramme for the following year and identifyany gaps in their provision.

Recommendations: monitoring, evaluation andquality control

• Monitoring and evaluation is a key areathat needs to be explored and where bestpractice needs to be established, takinginto account:

• Audiences London’s report onmonitoring and evaluation at outdoorarts events

• London Development Agency’s recentwork on an event impact assessmenttoolkit

• London Capital ImprovementProgramme’s Measuring social outcomestoolkit and training to help evaluateand plan events to meet wider socialoutcomes and local priorities as set outin the local area agreements

• the benefits of economic impactmultiplier models

• Best practice established for monitoringand evaluation of outdoor events needs tobe shared with organisers of communityevents, who need to know that this is notjust an onerous task that they have tocomplete for funders, but a vital tool fortheir development and sustainability.

• It would be useful for the boroughs whodo not have evidence from monitoring and


Good practice

Barking and Dagenham uses different waysto monitor. It has event evaluation forms forcouncil-led or partnership events and in2009 it also commissioned a vox-boxevaluation, which is for internal use onlyand will be distributed around the councilto demonstrate the value of events.

Officers are in the process of establishingperformance indicators for outdoor artsevents and activities so that this caninfluence their development and planningprocesses and would be interested infinding out how other London boroughs dothis. The main Performance Indicator (PI)reported against is the National Indicator 11(NI11), which addresses engagement witharts and cultural activities.

Barking and Dagenham looks at reports andstatistics annually and identifies areas fordevelopment. It was noticed, for example,that while dance is a popular artform,provision was not ‘joined up’. This led directlyto the creation of the borough’s DanceFestival. Now in its second year, the DanceFestival includes a dance procession anddance sessions in the town square as well as afew days in the parks and several events thatshowcase the work of local dance groups andschools. All events in the council programmeare assessed for Disability Discrimination Act(DDA) compliance.

evaluation to have access to monitoringand evaluation reports produced inboroughs similar to theirs in size, locationand demographic so that they haveevidence for decisionmakers on thepositive impacts of events and their link into the national indicators.

Aspirations

We asked interviewees about improvements tothe existing events programme that they wouldlike to see and what might make these possible.Almost all boroughs said they would like to beable to deliver and facilitate an increased andimproved outdoor arts events programme. Theaspirations mentioned in interviews weremirrored in the anonymous staff feedback forms.

In order to expand – in quantity and quality –people acknowledged the need for factors suchas:

• increased staffing to deliver events andsupport community event organisers

• increased funding for in-house events andfor grants to community event organisers

• training for community event organisers inall aspects of event-management

• a comprehensive and regularly updatedevent management toolkit available toevent organisers

• an event policy to guide the developmentof events so that a borough’s programmeof events is strategic rather than merelyreactive

In our interviews we met more than 80 local

authority officers whose work relates tooutdoor events. There is a very considerableimpetus to deliver more and better events buteveryone we met was already managing heavyworkloads and many were expecting cuts ratherthan increases in their staff resources andfunding, despite the fact that the LondonOlympics is only two years away. This, combinedwith the rising costs for events (there iswidespread concern over the slowly increasingtendency of the police to charge for theirsupport at events) means that many boroughswill struggle to maintain their current provision.

Recommendations: aspirations

• We recommend that London Events Forumexplores training programmes forcommunity event organisers, working withpartner organisations where appropriate.

• The London Events Forum should continue with the development of an online toolkit,accessible to both council event organisersand community event organisers, withclear, up-to-date guidance on all the necessary steps for organising an outdoorevent.

• Best practice needs to be shared with theorganisers of community events and werecommend that boroughs – eitherindividually or jointly – explore trainingprogrammes for community eventorganisers.

Funding for outdoor events and activity

Income-generation targets and charges

The income generated from borough’s parksand the way income is used varies enormously.The amount of money generated by aborough’s parks largely depends on howattractive a borough’s parks are (in size, locationand facilities) to the promoters of commercialevents. Also, because of residents and parksaccess issues, sevreal boroughs activelydiscourage rather than encourage commercialevents.


Good practice

Through monitoring, Camden has created acultural map of the borough and is aware ofthe places where there is little engagementwith the arts. This map has been overlaidonto a map of the borough’s mental healthand it was noticeable that where there wasminimal engagement with the arts mental ill-health was more prevalent. The programmeof events being developed will reflect thesefindings.

Three boroughs reported that incomegenerated from park hires and events isearmarked for spending on events and / or parkimprovements that may improve the facilitiesfor events. A third of all boroughs have set hirefees for their parks, which include differentrates for commercial events, funfairs andcircuses, charity events and community events. Two boroughs do not charge for communityevents or charity events that are free toattenders and three boroughs never charge forpark hires for community or charity events. Theremaining boroughs have hire fees that are seton according to the event; often the amountcharged relates to whether an event meets oneor more of the borough’s strategic targets.

The charges for park hires therefore vary aswidely as the income-generation targets, as doother charges for services, such as theimplementation of traffic management orders,which ranged from nil to £1,500, dependingmostly on the size of a closure and whether theborough concerned pays a contractor to supplyand erect the necessary road signage andbarriers.

Recommendations: income-generation targetsand charges

• Boroughs should try to reduce costs for theorganisers of free community events, sothat the bulk of any funds raised for theevent can be spent on enhancing thequality of an event’s content. A goodpractice guide for boroughs on fee waiversand cost reductions would be helpful.

Funding for outdoor events and activity

Half of the boroughs have their own council-ledevents of varying scales (from large events, suchas Paradise Gardens, Dagenham Town Show,Lewisham People’s Day, Under One Sky andLambeth Country Show – to name but a few – tosmaller events such as Christmas lights switch-ons.

Funding for such events often comes fromseveral budgets, with different directorates ordepartments paying for different events ordifferent parts of a large event that allow themto meet strategic targets – such as the input ofthe youth service into Lewisham People’s Day,for example.

At the time of researching for this report, mostboroughs did not have confirmation of their2010/11 budgets. Many were expecting cutbackswith pressure to maintain event programmeseither with less funds or through increasedpartnerships and sponsorship. Fourteenboroughs currently fundraise for their in-housecouncil events, seeking sponsorship or fundingpartners, although only seven have officers withfundraising or sponsorship as part of theirofficial job description.

Thirteen boroughs have grants available forevents led by arts or community organisations,although these are mostly non-arts and non-event specific pots of money, such as communitycouncil grants or neighbourhood specific grants.The amounts are mainly small and notcommensurate with the increased costs ofmeeting the demands of legislation and healthand safety in staging outdoor events.

Four London boroughs have commissioningbudgets that enable them specifically toencourage outdoor arts events. Eight boroughs


Good practice

In Ealing the income generated by park hiresand from their festivals is put back into theborough’s festivals and events programme.The festivals income includes money fromsponsorship, ticket sales (events are a mix ofcharging and free events), concessions andpartnerships. Ealing is able with thiscombination to have a festival spend of £1million.

Case study

In Lewisham and Tower Hamlets for the BigLunch there were a large number of eventsacross the boroughs requiring trafficmanagement orders but with each beingquite small closures. The traffic managementofficers therefore grouped together anumber of street parties under one trafficmanagement order, so decreasing costs andpaperwork.

identified that they can financially assist artsorganisations to participate in their large in-housecouncil events from those event-specific budgets.

Boroughs can also fund outdoor events throughservice level agreements with arts organisationsthat specify outdoor arts as part of the contract,through partnership working with community-led events and, in Southwark, through corefunding a staff member for a non-council event,for example, the Thames Festival.

Several boroughs told us they are keen forcommunities to take on the organisation ofevents in their local area and there are anumber of large events, such as Queens DayFestival in Brent, where this works successfully.Conversely, there were several events that wereonce organised by local communities but whichhave been brought in-house by the localauthority because the events were verysuccessful and outgrew the capacity of thevolunteers who organised them.

Two-thirds of the boroughs’ arts or eventsofficers offer advice to community groups thatneed to fundraise for their events, although thisis mostly in the form of factsheets or guidanceon websites pointing groups in the direction, forexample, of Voluntary Arts Network (VAN). VANhas excellent fact-sheets and weekly emailnewsletters with information on fundingopportunities.

Southwark was the only borough thatmentioned having offered training tocommunity organisations in fundraising foroutdoor events, but there may be other parts ofcouncils, such as community engagement teams,who offer general support and training infundraising.

Recommendations: funding for outdoor eventsand activity

• Fundraising and sponsorship need to beacknowledged as specific skills and bothcouncil staff and community eventorganisers need to be trained for this. Bestpractice in this area may be informed bycurrent research into fundraising by theLondon Capital Improvements Programme.

• As a starting point for the above, thetoolkit for event organisers beingdeveloped by London Events Forum couldhave a general guidance section onfundraising with a section on sponsorshipand partnerships.

• Council directorates within the Londonboroughs need to pool or direct theirresources to support outdoor arts eventsthat meet wider agendas (for example, funding outdoor dance events as part of ahealth strategy.

• Each borough’s events policy shouldacknowledge the difference betweenincome-generating events, such as majorevents and commercial events, and smallevents with benefits to the community, asthis will affect both income-generationtargets set for park hires and the costs setfor community event organisers.

• London Events Forum and the boroughsshould investigate the opportunities forefficiencies through shared procurement.


Case study

Brent has grants available to community orarts groups wishing to have a float in theDiwali event, so encouraging small arts orcommunity groups to engage with a largeevent and also enhancing the reach of thefestival. For example, 45 per cent of audienceattends because it is a colourful, excitingspectacle rather than because it holds areligious significance for them.

The Big Lunch, Lewisham 2009Photo: Laurentiu Garofeanu

Support for outdoor arts events andactivity

Event-related training

Anyone organising events, whether they arecouncil employees or based in community, artsor voluntary organisations, has a right to knowand understand their responsibilities and it iscritical that they are trained to deliver well-managed, safe events.

Outdoor events with an arts content arefrequently organised or facilitated by staff whoreadily told us that they had no arts or eventsbackground, and where this is the case, theyneed support from arts staff to enhance thequality of their events, and training to ensurethe events they organise meet legislativestandards.

Recommendations: event-related training

• All boroughs need to ensure that officerswhose work relates to outdoor events fullyunderstand the processes for organisingevents and have the skills and resources tomanage those processes.

• Community event organisers – subject tothe same legislation as local authorityevent organisers – need to fullyunderstand the process of eventmanagement and have the appropriateskills and resources.

• We recommend a series of meetings –either London-wide or staged in boroughgroups – bringing events organiserstogether and focusing on themes such ashealth and safety, fundraising, marketing,etc. Such meetings would bring largenumbers of participants together andwould facilitate good networking andopportunities for sharing information.

• London Events Forum should exploresorganisations which may be able to deliverevent-related training, and options to linkevents-related training into existingprogrammes, for example, localvolunteering programmes.

Processes for outdoor arts events andactivity

The process for organising an event variesgreatly across London, as demonstrated by thesample borough process maps included in theappendices and the borough profile reports.This process is essential in enabling and helpingcommunity event organisers to deliver well-managed, safe events.

Information for event organisers before theyapply

Although most boroughs have some form ofweb-based information or guidelines onprocedures for anyone wanting to organise anoutdoor event, the content of that informationvaries enormously, from full event toolkits,through application guidelines only, to nothingat all. A few boroughs have information inpaper format only.

Information on websites can sometimes be verydifficult to find. Searching, for example, withwords such as ‘park hire’ bringing up endlessinformation on parking bays and permits, butnothing on parks or how to hire them for anevent. Information is seldom dated so thoseaccessing it cannot know how up-to-date it is.

Of more concern is the variance in guidelines. Asmall example: one borough’s guidelinesadvises having on a stage an H20 extinguisher, aCO2 extinguisher and a fire blanket, anotheronly suggests a CO2 extinguisher. Someboroughs require a specific fire-risk assessmentof an event – others do not. Such variationsmay be small but strongly illustrate the needfor standardised guidelines, particularly onhealth and safety.

One officer pointed out that as council staffthey were reluctant to overwhelm eventorganisers with information, guidelines, healthand safety advice, and so on. He said the ideal isto provide event organisers with theinformation they need appropriate to theirparticular event. For instance, someoneorganising a small theatre performance in apark does not need information about closingoff roads; if there is not going to be alcohol or


entertainment at the event, organisers do notneed to sift through pages of licensinginformation.

First points of contact

In 12 boroughs there is a single officer or teamacting as a lead point of contact on eventsqueries and planning, and one furtherborough is about to designate a first point ofcontact. In 19 boroughs there is no singledesignated first point of contact for eventorganisers.

Where there is no identified first point ofcontact, enquiries may be passed to arts, parks,events, town centre management, or otherofficers. Where boroughs have events officers,this usually links directly into the booking ofparks and open spaces, so it would usually beto them that initial enquiries come, unlessorganisations have already been in touch, forexample, via the arts officer for fundingapplications to stage the event or activity. The

open spaces that tend to fall outside of thiswould be the town centres (which rarely seemto link into the processes established forevents in parks), a borough’s streets, or parksand spaces within a borough that are notowned by a borough (for example, HampsteadHeath in Camden is owned by the City ofLondon).

Requirements from organisations on firstcontact

Requirements vary from a full application withup to 20 supplementary documents to a pre-application written proposal outlining theevent. Typically, however, applicants arerequired to first complete an application formand the supplementary documents are requiredonce it has been confirmed that the spacerequired is available and that in principle theevent can go ahead. Many of these applicationscontain a list of the documents that will berequired and applicants have to say when theywill be able to supply them.

Timelines advised or required for non-councilevent organisers

From first application to completion of eventboroughs require anything from 1–12 months


Good practice

Camden has developed an online systemthat reacts automatically to the eventchecklist that applicants complete andsubmit with their applications to hold anevent. The application cannot be submittedunless the checklist has been completed.The checklist lists all the possible elementsof an outdoor event and all the safetyissues. Applicants merely have to tick‘yes’,’no’ or ‘not sure’ boxes.

The system identifies, for example, whetheran applicant requires a road closure and if soautomatically sends the applicant guidelineson road closures, an application form andthe contact details of the relevant officer. Ifthe applicant is unsure about the need for aroad closure, the system sends guidance andadvice to help make that decision and alsoputs them in direct contact with an officerwho can offer support. Simultaneously, thesystem notifies the relevant officer eitherthat an application is to be expected, whofrom and for what or to tell them that theapplicant is in need of support.

Bodies in Urban Spaces, London Bridge, October 2009 Photo: Soulaf Rizki

for a small event and from 3–18 months for alarge event. For a temporary event notice, thetime required ranges from 10 days (whereboroughs follow the statutory time limit) tothree months.

The amount of time advised for a premiseslicence ranges from 3–12 months; for a trafficmanagement order from 28 days to 12 weeks.

Standardising these timelines may not bepossible for the event toolkit as the reasons whylong times are needed often stems from nothaving enough staff to process applications,licences and traffic management orders and thenumber of events taking place.

(NB: Licensing forms and access to licensinginformation is shortly to come under the EUServices Directive; the Department for BusinessInnovation, and Skills (BIS) is piloting trainingfor this project.)

Once an application is received

In 13 boroughs a system is in place forcirculating an event application to relevantofficers, getting their comments on the eventand taking the application through a setprocess. Twelve boroughs said that theyroutinely consult with local ward councillors andeither parks’ ‘friends’ or residents’ groups and22 boroughs mentioned a safety advisory group.

It is not necessarily the complexity of the processthat influences a borough’s programme ofevents, it is more whether there actually exists aset process that is clearly stated to applicants, isknown to all officers who are part of thatprocess, and is followed. Communicationbetween officers, once an application isreceived, is also a key influence on how clearand manageable a process there is.

Further support available in the lead-up to anevent and post-event

In 13 boroughs there are officers who can assistevent organisers in developing their event andin producing all the necessary paperwork. Theeight boroughs unable to offer this supportstated that this was due to poor staff resources.

It is noticeable that where there are officers inplace who can support community eventorganisers through the process there tends tobe a good range of outdoor community events.

Partners in the London Events Forum aredeveloping a user-friendly, web-based toolkitand application process that is customer-focused and uses simple language clearlysetting out the whole process and timeframefor organising events, of varying sizes, in apublic space.

Recommendations: processes for outdoor artsevents and activity

• We recommend boroughs look at ways ofstreamlining processes for organisingevents and the methods of grantingpermissions (for example for streetparties) to ensure the process is as easyand cheap as possible. All council officerswhose work relates to outdoor eventsneed to fully understand the process.

• All boroughs should establish a safetyadvisory group if there is not already onein place

• We recommend that London boroughscontinue to explore ways of workingtogether and that there are increasednetworking and information sharingopportunities for staff whose work relatesto events, regardless of their roles

• Local authority officers should work withorganisers of community events to helpthem develop and improve the quality ofevents both in management and incontent

• All boroughs should have a designated firstpoint of contact for those wishing toorganise festivals and events

• Where boroughs do not have designatedevents officeres, we recommend that theycreate a network of all council staff whowork on events who can work together todevise and deliver an overall outdoorevents programme.


Communications, marketing andpartnerships

Marketing events

Comprehensive and targeted marketing isessential to the success of all outdoor events,not only to bringing in audiences, but also toraise the profile of events and the councils andcommunities who organise them. Establishing a good reputation for an event isessential for prospects of establishingpartnerships and sponsorship that cancontribute to future events. Building a strong,positive reputation for an event encourages asense of pride and raises the aspirations of thosewho participate in them.

Six boroughs’ officers responsible for eitherdelivering or facilitating outdoor eventsmentioned having good working relations withtheir communications teams, and a further sixhave excellent communications support fromtheir own designated arts and marketingofficers.

Mostly, however, relations with corporatecommunications teams did not appear toprovide the best possible marketing strategiesfor outdoor events. Some officers expressedfrustration at not being able to access socialnetworking sites such as Facebook and Twitter,because of council restrictions, although seven

boroughs use these and find them a vital andsuccessful means of marketing events.

Similar frustrations were sometimes expressedwhere corporate style guidelines – designed toportray the council as solid and sensible – arestrictly enforced, thwarting events officers’efforts to convey the message that an arts eventor activity will be fun, creative, exciting andcontemporary.

Marketing strategies for events were often feltto be insufficiently proactive – largely due toworkload pressures in communications teams;yet arts and events officers are seldompermitted to promote events directly.

In short, many borough communications teams’marketing strategies are not sufficientlytargeted at promoting events, either in advanceor in the follow-up to events.

Recommendations: marketing events

• To maximise the impact and profile of theboroughs’ events programmes, werecommend that boroughs work togetherto devise a best-practice document formarketing outdoor arts events through print, press, media and most vitallythrough the web and social networking.The advocacy group would need to openup a dialogue with heads of boroughcommunications teams in order for thebest practices to be adopted.

• We recommend that the boroughs andpartner agencies (for example, Arts CouncilEngland, London, Visit London, the GreaterLondon Authority) explore furtheropportunities for joined-up marketing ofoutdoor arts events.

• We recommend that borough websitesgive information on all forthcomingoutdoor events taking place in theirborough (council, commercial andcommunity) and also have a year-round‘get-involved’ page so that performers,traders, volunteers etc can know inadvance how they can participate.Boroughs’ websites should provide links tothe events pages on the websites ofneighbouring boroughs.


Case study

The Greater London Authority has a licensingoperational safety group that includes keyagencies involved with events for whichGreater London Authority is responsible, suchas events in Trafalgar Square. The groupincludes representatives from Westminstercouncil, the police, Transport for London, theemergency services and so forth. Each monthevent organisers outline their event plans atthe group’s meetings, so issues can bediscussed and solutions found. This systematicprocess ensures that all parties with a stake inthe events or a role to play, are able to buildeffective relationships and contribute to acoordinated approach.

Cross-borough communications and projects

London Events Forum is bringing togetherevents organisers from across London in a newway and is creating increased opportunities forjoint working and sharing of best practice.Cross-borough projects appear to be on theincrease; in our survey 13 boroughs identifiedspecific projects that they had worked on withother London boroughs and 17 boroughsmentioned belonging to cluster groups, such asCentral London Arts Partnership, which areproviding a way forward for collaborations andsharing information.

Recommendations: cross-boroughcommunications and projects

• We recommend that boroughs continue toexplore ways of working together – forexample to make joint fundingapplications, to investigate how red tapefor events that cross borough boundaries

can be streamlined and to participate inthe cross-borough mentoring scheme thatLondon Events Forum is establishing.

• We recommend the setting up ofnetworking events for all types of localauthority staff who work on events. Thiscould bring together licensing officers,communications officers, environmentalhealth, town centre managers as well asarts and events staff.

Non-council events in borough marketing andcommunications

All community and non-council events areincluded in 13 boroughs’ ‘what’s on’ pages,provided the organisers send them in on time.In five boroughs officers ensure that all non-council events that are funded, supported, orhave partnerships with the borough are put on the borough’s website. In three boroughscommunity events are included in printedprogrammes.

How up-to-date and comprehensive a borough’s‘what’s on’ web pages are mostly depends onstaff resources and the borough’s policy towardsincluding events organised by communitygroups. Such pages are almost always forcurrent events; they rarely mention eventscoming up in a couple of months or thefollowing year. While the current information isuseful for would-be attenders, for people whowant to engage with an event (for example,perform, have a stall) the ‘what’s on’information is too late.


Good practice

In 2009 Camden and Islington workedtogether on the Camden People’s TheatreVoyages performance along a canal that ranthrough both the boroughs. The performancetook place in both boroughs but it wasagreed that only one licence was required,and Islington accepted that Camden couldlicence the whole event, thus significantlyreducing red tape.

Good practice

The Greater London Authority is leadingstrategic work on preparations for 2012, andthis is bringing boroughs together on jointprojects. In particular, the ‘City Operations’planning is moving forward to prepare theexperience for visitors, and to improve publicservices across the whole city by engagingwith the widest range of agencies, includingthe London boroughs. Work in progressincludes mapping London’s culturalprogramme and establishing a London eventscalendar to identify potential operationalissues during the Games.

Good practice

Lewisham has a regular arts email bulletinthat includes all arts activity that staff areaware of in the borough.

Good practice

Camden’s website lists all the communityfestivals that took place in the borough in2009 and includes details of how you mightparticipate (by volunteering, for example),what type of activities or performance theyhave, and so on.

Recommendations: non-council events inborough marketing and communications

• All borough websites should includecommunity or non-council organisedoutdoor arts events so that the focus is oncomprehensive information to residentsabout what is happening in their boroughrather than solely on events beingorganised by the council.

• Boroughs should consider the value toresidents of including on their websiteevents, or at least links to neighbouringboroughs’ what’s on pages, so thatresidents, particularly those who live nearborough boundaries, can have maximuminformation about events nearby.

• We recommend boroughs to find ways tokeep information on annual events (counciland community) with contact details ontheir websites (or if they have them theirsocial networking sites) year-round, so thatperformers, traders, volunteers etc canknow in advance how to participate.

Staffing

Staffing for events varies hugely. In 40 per centof the boroughs that we interviewed staffingwas either in flux or expected to be reviewed inearly 2010. The borough profile reports givedetails; no two boroughs have the same staffingstructure.

Two boroughs have no events staff and no artsofficers responsible for outdoor events. In theseboroughs park hires are managed by parks orgreen spaces, either one central officer or byarea parks rangers.

Five boroughs have no specific outdoor eventsstaff but instead a disparate group of officerswho, as a small part of their work, occasionallyproduce or facilitate events. The officers includestaff working in the arts, community

engagement, town-centre management,communications, tourism, parks, housing,children and young people’s services, equalities,health and well-being, venue management,environmental services.

Mostly these staff and their managers havelittle or no specific event-management training,and they have minimal contact with otherpeople in the council who organise events. Afew have a support ‘technical officer’ orsomeone in the council who gives support onhealth and safety.

Four boroughs have one or two events/park hirestaff, managing, producing and facilitatingvarying numbers of council and communityfestivals and events (some may be a mix ofindoor and outdoor events). Some work veryclosely with arts-based colleagues; some do notknow who the arts officers in their borough are.

Three boroughs have arts staff (usually artsdevelopment officers) who organise events as akey part of their work, for example, Enfield andCroydon.

Three boroughs have contracted out themanagement of all parks bookings andcommunity events in their parks and openspaces. These are Hounslow, Ealing andLewisham. Lewisham does however havedesignated events and arts staff, who may booka park with the contractor and work with them.Fourteen boroughs have dedicated festivals orevents teams, who either include arts officersand parks booking staff, or work very closelywith them.

The boroughs with events teams or specificevents staff have not only the most outdoor artsevents, but are also the boroughs whichencourage and support community eventsorganisers.

Recommendations: staffing

• Training and mentoring for staff whoorganise or facilitate events should be apriority, including for staff in boroughswithout any designated event staff andwhere assisting community organisationsto run events in parks is a small part of anofficer’s work.


Good practiceLambeth currently includes on its website afew events happening in Southwark.

The map of outdoor arts events and activityacross London is dazzling and diverse. Thecommitment and enthusiasm of local

authority staff to delivering an increased andimproved programme of accessible, high-quality, outdoor events in the lead-up to 2012and the Cultural Olympiad is similarlyimpressive.

The map is extremely ‘patchy’, however.Residents, workers and students andcommunities in some boroughs are definitelymissing out, not only in having enjoyable, safe,exciting, inspirational, well-managed, outdoorevents but also, most importantly, in access tothe spin-off benefits of these events.

The recommendations in this report aim toextend good practice and promote minimumstandards in the ways in which outdoor artsevents are organised and faciliated. Throughthe joint, determined efforts of London EventsForum, Arts Council England, Visit London, theGreater London Authority, London councils, theLondon boroughs themselves and other key

partners, we are confident that theserecommendations will be rigorously pursued.

Determined efforts alone, however, will notensure the success of the Cultural Olympiad orits desired legacy. Investment in resources andskills is an imperative although the likelihood ofthis in the current economic climate is slimunless the there is a widespread and thoroughunderstanding among decisionmakers of theimportance of outdoor events and the benefitsthey bring in increased opportunities forengagement in the arts, positive activities foryoung people, volunteering and improvedcommunity cohesion, health, education, well-being and positive economic impacts.

To achieve the desired increase andimprovement in the provision of outdoor artsevents and activity, the report’s most vitalrecommendation is for setting up an advocacygroup that will champion outdoor arts events asmajor contributors to the wider NationalIndicators as part of local authorities’ local areaagreements.

232009 research and mapping for London Events Forum (LEF) CONCLUSION

Conclusion

BARKING & DAGENHAMTwilight Classical Concert & Fireworks Finale BarkingAbbey RuinsDagenham Town Show Central Park, DagenhamAfrican Showcase Barking Town CentreSpooktacular Eastbrook End Country ParkFireworks Barking ParkSpirit of Christmas Barking Town CentreBig Green Borough Day Dance festival Molten Arts Festival Black History Month St George’s Day International Women’s Day The Big Draw BARNETLegacy of Hope Holocaust Memorial DayEast Finchley Festival Cherry Tree WoodPotters Bar CarnivalFinchley CarnivalFriern Barnet Summer Show Friern ParkVictorian DayHampstead & Highgate Literary FestivalLittle Wood Park Show BEXLEYThe Danson Festival Danson ParkTown centre celebrationsCultural Olympiad programmeSummer Sizzler Youth Football various locationsEpiphany celebrations Danson ParkEaster Egg Hunt various locationsWaterside Gardens Fun Day Oval Traders Summer Fete The OvalAnnual Bexley & Greenwich Procession Lesnes AbbeySlade Green Community Fun Day Whitehall RoadSpark in the Park Danson ParkLark in the Park Sidcup PlaceTriforum Youth Event various locationsDonkey Derby St Mary’sOakleigh Fair Danson ParkChristmas Experience Danson ParkWelling Round Table Fireworks Danson ParkShining Light Twilight Walk Danson ParkSt Mary’s Community Fun Day Shoulder of MuttonGreen

Erith Riverside Festival Riverside GardensZippo’s Circus Sidcup PlaceForrest Fun Fair various locationsKielder Challenge Danson ParkGerry Cottle’s Circus Danson ParkBexley Heritage Trust Events Danson Park & Hall PlaceBRENTSt Patrick’s Day Willesden Green Library CentreGladstonbury Festival Gladstonbury ParkRespect Festival Roundwood ParkQueens Park Festival Countryside Day Fryent ParkNavratri Festival various locationsWembley World Flavour various Wembley locationsPeace MarchDiwali parade & fireworks Ealing Road & Barham ParkEid Brent Town HallDiwali Neasden TempleBlack History Month various locationsGuy Fawkes fireworks Roundwood ParkKilburn Festival Kilburn Grange ParkFestival BrazilCAMDENCamden Crawl various Camden Town locationsMay festivals and Green festival boroughwideCharlotte St FestivalHatton Garden FestivalEquinox Festival Conway Hall & Camden CentreFair in Square Pond SquarePrimrose in Pink Chalcot SquareBangladeshi Mela Regents ParkQueen Square FairJester Festival Fortune Green Open SpaceInkerman Area Residents Association CelebrationSwiss Cottage FestivalFriends of St Martin’s Gardens FestivalIngestre Road Summer FestivalCamden New Town Community FestivalCamden Community Festivals boroughwideCamden Fringe Festival Theatre various locationsCastle Haven Community FestivalBBC Electric Proms various locationsGayton FestivalPerfect Day Swiss CottageLady Somerset Road Street Party

242009 research and mapping for London Events Forum (LEF) APPENDICES: EVENTS LIST

Appendices

Outdoor arts events and outdoor events that include the arts: a list of the events in the Londonboroughs and in the City of London identified through the research

Belsize Eco Week inc. Green Fair on Hampstead HillKings Cross FestivalCITY OF LONDONMoonwalk Hyde Park to WestminsterSmithfield NocturneCrisis Square Mile RunSpitalfields FestivalFree Summer Events seriesCity of London FestivalGreat River RaceThames FestivalLord Mayor’s Show throughout the boroughCROYDONTudor Times Clocktower and Queens GardensCroydon Summer Festival Lloyd ParkCroydon Country Show Selsdon WoodGlow various locationsCroydon Food Festival five themed marketsBlack History Month various locationsCharity fireworks Sanderstead RecBig Lunch Street EventCan You Dig ItEALINGHanwell Carnival Elthorne ParkActon Carnival Acton ParkGreenford Carnival Ravenor ParkComedy Festival Walpole ParkOpera Festival Walpole ParkJazz Festival Walpole ParkBlues Festival Walpole ParkGlobal Festival Walpole ParkLondon Mela Gunnersbury ParkSouthall Processions SouthallHindu Chariot Procession West EalingActon Green Days Acton Green CommonArmed Forces Day Ealing GreenEaling Beer Festival Walpole ParkPitshanger Party in the Park Pitshanger LanePitshanger Xmas Fayre Ealing BroadwayNational Play Day Rectory ParkENFIELDNew River FestivalThe Enfield Autumn ShowHalloween Lanterns Edmonton Green Shopping CentreFireworks displayEaster event Edmonton Green Shopping CentreEdmonton Green Summer Events Winter Festival Edmonton Green Shopping CentreTeddy Bears’ PicnicSights and Sounds of EdmontonPonder’s End Mela Various outdoor arts events Forty HallGLAMazlenitsa Russian Festival Potters FieldsChinese New Year Trafalgar SquareSt Patrick’s Day and Parade Piccadilly, Whitehall,Trafalgar SquareSt George’s Day Globe and Trafalgar SquareVaisakhi Trafalgar SquareArmed Forces Day Trafalgar Square

Canada Day Trafalgar SquareBig Dance various venuesPride Trafalgar Square and surroundsCarnaval del Puelbo Burgess ParkLondon Mela Gunnersbury ParkLiberty Trafalgar SquareEid Trafalgar SquareDiwali Trafalgar SquareBlack History Month City HallNew Year’s Eve London EyeGREENWICHCelebrate Woolwich town centreGreat Get Together Winns Common, PlumsteadFunday Maryon Wilson ParkGreat Get Together Blackheath Rugby Club, Well HallPlumstead Make Merry Plumstead CommonTudor Festival Old Royal Naval CollegeGreat Get Together Royal Arsenal BarracksGreenwich and Docklands International FestivalGreenwich Town Centre (4 days)Greenwich and Docklands International FestivalWoolwich Town Centre (1 day)Greenwich and Docklands International FestivalGreenwich Peninsula (1 day)Great Get Together Charlton ParkHorn Fayre Charlton House Asian Mela Plumstead CommonSummer Fayre Well Hall PleasaunceTrust Thamesmead FestivalGreat Get Together Birchmere ParkGreenwich Film Festival Well Hall Pleasaunce andMaryon ParkSega Festival (Mauritian community event)Comedy Festival Old Royal Naval College groundsBlack History MonthBlackheath fireworks Eltham Lights Up Eltham Town CentreEltham Christmas Community EventGreenwich Lights Up Greenwich Town CentreCharlton Christmas Cracker Charlton HouseWoolwich Winter Warmer Woolwich Town CentreAnnual circus BlackheathHACKNEYStokefest Clissold ParkEast End Film Festival various locationsDaymer Cultural Turkish Festival Clissold ParkThe World is Your Oyster Hackney MarshShoreditch Festival Shoreditch ParkHackney Cultural Olympiad CarnivalDiscover YoungSpicefest Hackney EmpireBlack History Month various locationsRooted in the Earth: Joshua SofaerDancing in the Square Gillett Square, DalstonFete for the Wicked Hackney WickCabin/et Hackney Road Recreation GroundHackney One Carnival Hackney Downs Park1-2-3-4 Shoreditch Now Music Festival Shoreditch ParkMay Festival Well Street CommonOpen Air Open Studios Clissold Park


StarLit Children’s Literature Festival Hoxton SquareHAMMERSMITH & FULHAMAutumn Days various locationsFireworks display Ravenscourt ParkFireworks display Bishop’s ParkSpring Into various locationsJapanese Garden Party Hammersmith ParkCelebrate Fulham various locationsDance Umbrella Parsons GreenLyric Summer Party Lyric SquarePlayDay Ravenscourt ParkOpen air theatre Fulham PalaceFulham Christmas Lights Jerdan PlaceGreenfest Furnivall GardensBig Lunch Ravenscourt ParkOpera in the Park Ravenscourt ParkShakespeare in the Square St Peter’s SquareCeroc town hallsCeilidh Club town hallsHARINGEYGreen FairTottenham CarnivalCar Free Day Wood Green High Street7 Area AssembliesArea Assembly in the ParksPeace WeekBlack History Month various locationsFireworks Alexandra PalaceBruce Castle Arts DaysGreen Fair Duckets CommonSchools Green Fair Duckets CommonPeace Rock concert Finsbury ParkHARROWRoxeth FestivalHA2CANDO carnivalSt George’s Day ParadeMay Day CelebrationUnder One Sky Zoom Leisure GroundKite FestivalSummer concerts Pinner Memorial ParkHAVERINGPlay FestHavering ShowPlanet HaveringCarnivalHILLINGDONBig FestBarra Hill Park CarnivalEvents in the grounds Southlands Arts CentreEvents Hillingdon House FarmHOUNSLOWEaster Egg Hunt Bedfont Lakes Country ParkFunfairs across the boroughVaisaki Mela Lampton ParkPhilippine Independance Day Lampton ParkBario Event Lampton ParkLondon Mela Gunnersbury ParkFireworks Display Thornbury ParkBrentford Festival Boston Manor ParkTW4 Carnival Beaversfield Park

Various sponsored walks various locationsVarious community & charity events various locationsISLINGTONHeatwaveLove Parks Week parks across the boroughFireworks Regents CanalFireworks Royal Northern GardensHalloween in HollowayThe Big LunchPeter Bedford Housing Association Summer FeteThe Feelgood FestivalMake Time! Highbury FieldsJazz on the Green Newington GreenOutdoor theatre performances Barnsbury WoodsGillespie Park FestivalHolloway Arts FestivalSuspense (International Puppetry Festival)Sadlers Wells Connect FestivalKENSINGTON & CHELSEAMoonwalk Hyde Park to WestminsterAcross the street, around the worldIn TransitOpera Holland ParkJubilee fireworks & displaysNotting Hill CarnivalChelsea FestivalEarls Court FestivalGolbourne FestivalExhibition Road Cultural Group Music DayKINGSTONThink in KingstonAspire, Sakoba Youth Dance FestivalMuybridge FestivalKingston Readers’ FestivalFestival of the VoiceInternational Youth Arts FestivalKingston Summer Arts SeasonKingston Carnival May MerrieThe River FestivalChristmas lights switch onOld London Road Easter Egg-stravaganzaThumbs Up It’s ThursdayChinese New YearPaint the Town GreenThe Korean FestivalNew Malden Arts FestivalSeething FestivalDiwaliNavratri FestivalLAMBETHFireworks displaysLambeth Country ShowColourscape Music Festival Stockwell FestivalThames FestivalStreatham Arts FestivalBandstand Ruskin ParkBandstand Clapham CommonBandstand Myatt Fields Park


Day of Madeira Clapham CommonToast Clapham CommonBrixton SplashLEWISHAMPhoenix Launch Forster ParkLadywell Fun Day Ladywell FieldsCelebration Day Telegraph HillBike and Kite Festival BlackheathBirthday party Manor House GardensHillyfields Annual Fayre HillyfieldsUnder 5’s Fun Day Mountsfield ParkBlythe Hill Fun Day Blythe Hill FieldsMHG Fun Day Manor House GardensPicnic Manor House GardensHillabaloo Telegraph HillPeople’s Day Mountsfield ParkBirthday party HillyfieldsArt in the Park Telegraph HillUser Group Fun Day Manor House GardensCountry Fair Cornmill GardensLondon Bubble Theatre Sydenham Wells ParkLondon Bubble Theatre Cornmill GardensAdizone Evelyn GreenAdizone Broadway FieldsHalloween party Manor House GardensBlackheath Fireworks BlackheathTree dressing event Mayow ParkMERTONMitcham CarnivalPhilippino Festival MordenCannizaro Festival WimbledonLions Summer Show MordenMerton Horticultural Show MordenHindu Festival MitchamWimbledon Festival of Culture & SportPeace Week various locationsFirework nights Morden & WimbledonWinter Wonderland Parade WimbledonThe Big DrawBlack History MonthLGBT History MonthTeenagers Music Festival South Park GardensEaster Egg Hunt John Innes ParkNEWHAMThe Mayor’s Newham Show East Ham Central ParkUnder the Stars East Ham Central ParkSunday Fun Day Stratford Park/Stratford town centreNewham London Run Stratford Park/Stratford towncentreFireworks display Wanstead FlatsNewham Carnival East Ham town centreREDBRIDGEGreen FairTaste of AsiaUnity FestivalRedbridge CarnivalWanstead FestivalOffset Festival Arts in the Park summer season

Public art programmeBook and Media FestivalDance FestivalInspiration FestivalEid in the ParkAl Noor FestivalArea 5 FestivalChildrens art programmeTeddy Bears PicnicBarnados FireworksMusic in Wanstead ParkParty in the ParkLuo Cultural EventRedbridge Community FairCity Gates FundaySunkissed WeekendMidsummer Music FestivalRICHMONDHoli Festival of Colours Orleans House Gallery &GardensSpringtime Safari Orleans House Gallery & GardensRichmond May Fair Richmond GreenHampton Hill Carnival Hampton HillHam Annual Village Fair Ham CommonTwickenham Carnival Orleans House Gallery & GardensTwickenham Green Fete and Family Day TwickenhamGreenRichmond Amateur Regatta Buccleuch GardensShakespeare Performance York House GardensCommunity Fair Twickenham GreenCommunity Fair Udney Park GardensBarnes Fair Barnes GreenDance Richmond Strawberry Hill House Gardens andother venuesLarks in the Parks (youth theatre) various locationsIn Town Without My Car Richmond Green/BarnesGreenSt Margaret’s Fair Moormead Recreation GroundTraylens Fun Fair Old Deer ParkZippos Circus Twickenham GreenMoscow State Circus Old Deer ParkKew Fete Kew GreenHANDS Charity Fair Twickenham GreenKew Horticultural Show Kew PondOn The Edge – festival of world musicBonds Victorian Fair Barn Elms/Kew Green/HeathfieldRecreation/Ham CommonROYAL PARKSTrooping the Colour, Queen’s Birthday ParadeSt James’ ParkHard Rock Calling Hyde ParkWireless Festival Hyde ParkTaste of London Regent’s ParkPanorama Hyde ParkBBC Proms in the Parks Hyde ParkFrieze Art Fair Regent’s ParkHyde Park Winter Wonderland Hyde ParkHaughton Art Fair Kensington GardensArts Village Kensington Gardens


John Nash Exhibition Regent’s ParkSOUTHWARKBandstand Concerts Southwark ParkBarnardos Big Toddle Dulwich ParkBermondsey Carnival Southwark Park and surroundsBlack History Month various locationsBonkersfest! Camberwell GreenBrimmington Mid-Summer Festival Brimmington ParkCamberwell Arts Festival various locationsCarnaval del Pueblo Burgess ParkCarters Steam Fair Belair ParkCarve in the Community Peckham SquareCelebrating Women Month throughout the boroughCrusaid Walk for LifeDulwich Fair Dulwich ParkDulwich Festival Fair Goose GreenElefest various venues around Elephant & CastleFireworks Night Southwark ParkGoose Green School Summer Fair Goose GreenI Love Peckham various locations John Donne School Carnival Peckham SquareLGBT History Month throughout the boroughLondon Bubble Southwark ParkLondon MarathonMaslenitsa Potter’s Fields ParkMidsummer Celebration Southwark ParkNorwegian National Day Southwark ParkNunhead Arts Week Nunhead Green and otherlocationsNunhead Business Association Summer EventNunhead GreenPancake Day Race Hibernia WharfPavillion Café Christmas Market Dulwich ParkPeckham Rye Fete Peckham Rye CommonRockingham Youth Festival Newington GardensRotherhithe Festival King George’s FieldSilver (Older Peoples’ Festival) boroughwide, TateModern, Menier Gallery, Dulwich ParkSouthwark Irish Festival Peckham Rye CommonSouthwark Youth Carnival St George’s Day various locationsSt Martin’s Lantern March Sunray GardensThames Festival Bankside, Tate Modern, Potter’s FieldsParkThe Mix Burgess ParkThe Screen on the Green Dulwich ParkWest Square Summer Fete West Square GardensZippo’s Circus Peckham Rye CommonSUTTONImagine Festival Sutton High StreetTake Part, Take Pride boroughwideHackbridge Carnival HackbridgeEnvironmental Fair CarshaltonMarie Curie Daffodil Fun Event Sutton High StreetCheam Fair Cheam ParkBelmont Festival BelmontWandle Festival Wandle ValleySt Helier Festival St Helier Open SpaceSFTRA Fun Open Days

Move at the Manor Manor Park, SuttonChristmas Light Switch On Sutton High Street

Suburbia of Arts Festival Sutton High StreetStanley Park Schools TC Carnival Sutton High StreetTOWER HAMLETSChinese New Year Museum in DocklandsBaishakhi Mela Weavers Fields and Allen GardensReggae by the River Victoria ParkMusic festival Victoria ParkJazz music festival Victoria ParkGreenwich + Docklands International FestivalWennington GreenParadise Gardens Victoria ParkLovebox Weekender Victoria ParkUnderage Festival Victoria ParkField Day Victoria ParkVyner Street Festival Vyner StreetSt Barnabas Fete Wennington GreenBrick Lane Brick LaneBlack History Month various locationsFireworks Victoria ParkWALTHAM FORESTThe Waltham Forest MelaThe Chingford DayGreen FayreYoung Peoples Caribbean CarnivalWalthamstow FestivalLeytonstone Car Free Day Fireworks WESTMINSTERNew Year’s Day ParadeRussian Winter FestivalChinese New YearBAFTA Film AwardsSt Patrick’s DaySt George’s DayRAC Supercar ParadeMoonwalk Hyde Park to WestminsterWestend LiveCanada DayMarylebone Summer FairPride LondonNotting Hill CarnivalSoho PrideRegent Street FestivalMid-Autumn FestivalBattle of BritainThames FestivalDiwaliEid New Year’s Eve


The London Borough of Barking and Dagenham

is in north east London and forms part of outer

London. The borough has a population of

168,900. The 3,611 hectares within its

boundaries includes over 25 urban parks,

gardens and open spaces offering a variety of

different landscape types.

The River Thames forms the southern edge of

the borough. In many places there is a Thames

Path following the river, although views are

problematic due to t he high flood defences and

industrial premises on the waterfront. The

borough has four parks with Green Flag Award

status.

1 Staffing

There used to be five staff in the arts team.There is currently one events manager and onearts development manager and one assistantarts officer (part-time). The borough isrecruiting for another full-time events officerand an apprentice events officer. A new groupmanager for arts and events is also due to startwork very soon.

The events service was restructured a year ago;arts development and the events section arenow the arts and events service.

This year and last year the borough employed afestival organiser on a temporary contractspecifically to organise the Molten Arts; themain council events are organised by the eventssection.

2 Event programme/activity

There is a combination of directly delivered

events, events organised in partnership, andevents managed by external groups. Members strongly influence the programme butthere are also strategic developments (seemonitoring and evaluation). Many events arealso historic but this is not to say they cannot bechanged.

2.1 Outdoor events organised by the council

Main council events (all free) organised by theevents manager:

• Dagenham Town Show (60,000 peopleover two days)

• classical concert• Spooktacular for Halloween• Spirit of Christmas – a series of events both

indoor and outdoor

The events manager also supports eventsorganised by colleagues in the arts, such as:

• dance festival – one month of events,some outdoor, organised by the artsservice

• Molten Arts Festival – organised by thetemporary festival organiser and inpartnership working with LIFT. This wascommissioned through London Councils’Gateway Boroughs funding

• a film festival organised by the arts service(indoors)

• Black History Month – the programme hassome outdoor events and celebratesdiversity through quality arts

• St George’s Day event was organised thisyear

The events officer and arts officer often alsofeed into working groups for events such asInternational Women’s Day or the Big Draw.

2.2 Events organised by other parts of the council

Other council services organise outdoor eventsin consultation with the events section; theseinclude:

292009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF BARKING AND DAGENHAM

London Borough of Barking and DagenhamOutdoor arts events and activity

• Big Green Borough Day – organised by theenvironment team’s climate changeofficers

• African Showcase – organised inpartnership with the town centre manager

2.3 Events organised externally by artsorganisations/community groups

There is a community carnival that links into theDagenham Town Show. This is managed by acommittee, supported by the events manager,who also liaises with the police on behalf of thecarnival.

The council works in partnership with providersof two paid events:

• the East London Mela• annual fireworks (with the Round Table)

The council has also on occasion worked withQuantum to deliver outdoor arts events and hascommissioned Arc theatre to devise pieces forsome of the borough’s parks.

There are a number of non-council eventsstaged in the borough’s parks and green spaces.The council supports them via the eventsmanager and the park officers; hire fees arewaived for all partnership projects; events maybe included in the borough’s events publicity.Often small events are incorporated into theborough’s larger events, and the larger eventsalso put out calls for expressions of interestfrom arts organisations and community groupswho may wish to stage outdoor events – forexample, under the umbrella of Molten ArtsFestival.

2.4 Commercial arts events

There have been commercial events such as acraft and country fair, along with other ad hocevents, such as a charity concert and youthconcert. The location of the borough meansthey have few enquiries from commercialorganisations.

2.5 Events programme (arts events or inclusive ofarts activity)

• Big Green Borough Day• Dagenham Town Show• Dagenham Carnival• Spooktacular for Halloween• Spirit of Christmas• African Showcase• classical concert

• Dance Festival• Molten Arts Festival• East London Mela• annual fireworks• St George’s Day• Black History Month events• The Big Draw• International Women’s Day

3 Policies/strategies/monitoring/aspirations

3.1 Policies and strategies

Events contribute to the parks and green spacesstrategy and particularly fit with the aim toencourage use of parks. They also contribute tothe borough’s cultural agenda; events are agood way to encourage and facilitateengagement with the arts and also to showcasediversity.

Events also contribute to the borough’ssustainability agenda. There are guidelines forevent sustainability, aiming to make events‘green’; these are followed when organising thecouncil events, are included in the borough’stendering documents and are made available toexternal event organisers.

3.2 Benefits and problems of outdoor arts eventsand activity

There were no problems that were notsurmountable and there were numerousbenefits.

3.3 Advantages and disadvantages as a provider orhost of outdoor arts events and activities

Advantages:• they have a number of large parks with

good on-site parking facilities• the large parks have premises licences

Disadvantages:• location: Barking and Dagenham is

perceived as being a long way fromcentral London. Barking is in zone 4 andDagenham is in zone 5 despite being onthe District line of the LondonUnderground.

• the borough is usually easily accessiblefrom central and other parts of Londonbut underground line repair works at theweekend can effectively cut them off. Thenumber of attenders from outside theborough has been considerably affectedby this.


3.4 Monitoring, evaluation, quality control: whichaspects of these events are monitored, howand by whom, and how the results are used

The borough has event evaluation forms forcouncil-led or partnership events, and in 2009commissioned a vox-box evaluation, which is forinternal use only and will be distributed aroundthe council to demonstrate the value of events.

All events in the council programme areassessed for Disability Discrimination Actcompliance.

Officers are in the process of establishingperformance indicators for outdoor arts eventsand activities so that this can influence theirdevelopment and planning processes and wouldbe interested in finding out how other Londonboroughs do this. The main performanceindicator reported against is National Indicator11, which addresses engagement in arts andcultural activities.

Reports and figures/statistics are looked atannually and areas are identified fordevelopment. For example, the boroughnoticed that while dance is a popular artform,provision was not ‘joined up’ and this leddirectly to the creation of the dance festival.Now in its second year, the dance festivalincludes a dance procession and dance sessionsin the town square as well as a few days in theparks and a number of events that showcasethe work of local dance groups and schools.

Currently there is a good level of activity intheatre and the performing arts but are lookingto develop visual arts and photography.

3.5 Aspirations: desired improvements to theexisting events programme and what mightmake these improvements possible

Officers feel their events are of good qualityand that they have a good, robust, inclusive andreasonably varied programme but they wouldlove to have more! For this they need moreresources in terms of funding and staffing.

4 Funding for festivals and events

4.1 Income-generation targets/charges for use ofparks/licences

Council income from commercial park hires is

minimal. There are no set income targets forevents; there are targets, however, for incomefrom funfairs.

4.2 Funding for council events

Budgets vary according to the programme.

4.3 Funding available for non-council events

There is no grants scheme for outdoor artsevents and activities but the arts developmentofficer does have a commissioning budget of£25,000 and the borough invites proposals fromnon-council arts organisations, whetherprofessional or amateur.

Interested parties whose events getincorporated into the borough’s own largerevents can also be funded through thosespecific events budgets.

4.4 Fundraising and sponsorship

There is a sponsorship officer in the corporatecommunications team so, for example,sponsorship may be obtained for puttingposters on lampposts, etc. Sponsorship addsvalue to the event programme rather thanfunding it. The arts service regularly brings inexternal funding for services, projects andevents.

5 Support for festivals and events

5.1 Advocates for outdoor arts events and activities

Members have a strong influence on whichevents the borough stages.

5.2 Event-related training/seminars for community-based organisations

5.3 Guidelines and information available for eventorganisers pre-application (for example,fact/advice sheets/event toolkit)

There is information on the website butgenerally the event manager will advise applicants according to their event.

5.4 Equipment resources

For council events the events manager has conesand a small supply of barriers, which the parksgrounds staff put out where required.


5.5 Maps and site plans

The event manager supplies event organiserswith blank maps of the parks for site plans.

6 The process: how an outdoor arts eventorganiser goes about staging an event

6.1 Pre-application information

There is information on the website butgenerally the event manager through liaisingwith the applicants will advise them accordingto their event.

6.2 First points of contact

The events manager is the one-stop shop forevents organised by non-council organisationsand individuals. Parks/arts staff pass enquiries tohim/her.

6.3 Requirements from organisations on firstcontact

The information required from event organiserson first contact with the borough applicants willvary according to the event and the timing ofthat first contact.

6.4 Timelines advised/required for non-councilevent organisers

Applications for events (to parks and licensing)can come in a little as two weeks before anevent.

6.5 Once an application is received

The events manager discusses with applicantswhat they want to do, sends them the formsfor a temporary event notice if needed, (thesecan also be downloaded from the councilwebsite). If the event is larger and morecomplex he/she will refer them to the licensingsection. The events manager then supportsnon-council event organisers through thelicence and park hire application process,liaising with other council departments andofficers.

The event manager liaises closely with thepolice and traffic management and alerts themto any events that may require a trafficmanagement order (TMO). The police requireTMOs for some events to prevent parking (for

example, for the Mela). They do not require aTMO for the carnival’s rolling road closures butthey work very closely with the council on this.

Non-council or partner events such as the Melaemploy a parking company to place cones andthe council provides the parking enforcementwardens. The Mela pays for their staff costs.

6.6 Guidelines, advice, support available after firstcontact

There are guidelines for making events ‘green’and these are followed when organising thecouncil events, included in the borough’stendering documents and made available toexternal event organisers.

Other organisations may initially interface withthe arts development manager (particularly ifthey are being commissioned to deliver anoutdoor arts event) and he/she will either liaisewith the event manager or pass them ontohim/her.

The event manager supplies event organiserswith blank maps of the parks for site plans,templates for the event management plan andwith a selection of templates for risk-assessments so that organisers can choose whichformat they follow. The event managersupports organisations through this processwhere needed.

The event organisers are not required to supplyemergency plans as the event manager doesthis so that event emergency plans fit in withthe wider borough document. Events organiserswill however then be advised of the plans.

The events manager supplies the organiserswith a list of required food safety informationand a template for food traders to complete.

Permissions for erection of banners and buntingorganisers are referred to highways where theseare on the roadside. Permission for putting upposters and banners around the park are via theevents manager who will write the permittedlocations into the park hire contract.

The event manager advises organisers aboutPerforming Rights Society (PRS) and otherpermissions such as Civil Aviation Authority(CAA) and provides contacts. The responsibilityto get these permissions rests with theorganisers.


6.7 Existing premises licences in the borough

The absolute minimum period for a temporaryevent notice is 10 days and for a premiseslicence two and a half months, to allow for the28-days notice period.

Applicants are required to send theirapplications (hard copies) to all those who willassess the applications – fire service, police, childprotection, licensing, building control, healthand safety and emergency planning.

There is consultation and if there are objectionsthen the application goes to the licensingboard, which meets regularly and consists ofcouncillors and advisory officers.

7 Communications/marketing/partnerships

7.1 Communications with other councildepartments

The health and safety advisory group meetsmonthly and is administered by the eventsmanager. It consists of health and safety,licensing, environmental health, buildingcontrol, trading standards, emergency planningand the events manager. Other advisory officersmay be invited if there are agenda items thatrequire their input (for example, trafficmanagement, police, Transport for London).

How event organisers interface with this groupdepends on the size and complexity of theevent. They will either:

• supply a written summary of their eventand contact details

• supply a written briefing note• meet the group to present and discuss

their event

Health and safety in the borough is divided into‘enforcement’ – via environmental health for allbusinesses and non-council events, andcorporate advisory for all services across thecouncil (and therefore covering the council-managed events. Both teams keep the healthand safety advisory group informed of Healthand Safety Executive updates.

7.2 Marketing events in the borough

There is currently no designated officer in thecorporate communications team for the arts

and events. Corporate communications areresponsible for the design of publicity, and forthe marketing and press work in relation to artsand events, although money was spent this yeardirectly from the festivals’ budget onadvertisements on radio and on buses (effectivebut expensive) particularly for Dagenham TownShow (officers from neighbouring boroughs hadseen these adverts on buses in their borough),which was a way of raising awareness of eventsfor those residents living near to but not in theborough, alongside the distribution of leafletsand posters in Redbridge (via their arts officers).

Marketing and publicity can be difficult as artsand events are not a high priority for thecorporate communications team compared totheir other areas of work.

The borough’s website has details of events on arolling basis. The festivals manager and artsofficer are looking to have a comprehensiveevents calendar including as many as possible ofthe boroughs events, regardless of whoorganises or funds them. The difficulty inincluding non-council events is that these areoften not known about until quite late. TheCultural Olympiad publicity includes thecouncil’s key events.

Most council officers are barred from socialnetworking sites but as a pilot project Facebookwas used to market the Molten Arts Festival thisyear and a report is due on its impact.

7.3 Cross-borough communications and projects

The arts development manager works withNewham, Redbridge, Tower Hamlets, Hackneyand Waltham Forest on two film partnerships(indoors). The events manager is a member ofthe London Events Forum (LEF) and of LocalAuthority Events Organisers Group (LAEOG) andfor the latter is currently leading onbenchmarking on how staff budgets relate tothe number of events organised. The borough isalso a Gateway borough.

7.4 Communications and collaborations with non-council organisations

The events manager works closely withcommunity event organisers and they alsoorganise some events in partnership.


Barnet is an outer London borough with a

population of over 331,552 in 8,700 hectares.

There are 206 local authority parks and green

spaces (including seven nature reserves) and 20

town centres.

Seven parks managed by the council have

Green Flag Award status and 16 parks are

promoted as ‘premier parks’. Over a third of the

London Borough of Barnet is made up of

greenbelt land and Metropolitan Open Land.

The extension to Hampstead Heath, which is

owned by City of London, is in Barnet and

outdoor spaces at Middlesex University are also

occasionally used for events.

1 Staffing

There is one events officer who acts as a conduitfor all events that take place in the borough’sparks and open spaces and a culture and artsdevelopment officer. There is also a civic eventsofficer.


Although Barnet does not organise any outdoorarts events specifically, all community eventsheld in the parks and open spaces can feed intothe events listed on the council’s website. Eventsare also listed on www.theseer.info.


None.


The civic events officer arranges some events,

such as Legacy of Hope, which is a HolocaustMemorial event and has an art element.


There are at least 25 days of events organisedby community groups, as detailed below in 2.5


The only commercial hires are funfairs, butsome friends groups have opposed these.Enquiries for private hires, including weddingsetc, are directed to Avenue House, which hasprivate grounds.


East Barnet Community Group arrangesperformances for five consecutive Sundays inthe summer in Oakhill Park, which has a naturalamphitheatre ideal for events andperformances.

Barnet Arts Council also arranges theatreperformances in this space over a period ofseveral weeks, leading up to a main event at theend of summer, which features a battle of thebands and has an audience of 5,000–10,000.Littlewood Park has a week-long show in thesummer that features performances in a naturalamphitheatre.

Cherry Tree Wood in East Finchley hosts anannual weekend festival that features localdance and arts groups and an old-fashionedfunfair. This park also hosts a charity fundraiserfor cerebral palsy in September. It is sponsoredby a local estate agent and features a battle ofthe bands.

Friern Barnet Summer Show is held annually inFriary Park. It is a paid entry traditional styleshow and has minimal art content but is lookingto develop new elements that will attract awider audience.

342009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF BARNET

London Borough of BarnetOutdoor arts events and activity

• I Love N2• Iranian New Year celebrations• Finchley Carnival• Victorian Day (organised by a local

councillor)



There is currently a service review in progressfor parks. Currently there is no events strategythough events do feature in some of theindividual parks management plans.


Events in parks encourage residents to takeownership of their local park and to use themmore. Surveys in Barnet showed that 92 per centresidents use their local park. Many of theresidents on council estates do not have gardensso parks are important to them.

Parking for the larger events in some parks cancause disruption.


Barnet has a large range of parks and openspaces. There are many active communitygroups who arrange their own events.


There is no formal system of monitoring orevaluating the community events in theborough’s parks and open spaces.


The borough would like to have more events inthe parks and to develop more friends groups.Staff numbers at present make it difficult todevelop this, though there is a service review inprogress at the moment. Staff are keen toensure an even spread of events in theborough’s parks, ensuring that the less affluentareas have access to events.



There were no income targets set for 2009.Councillors set the daily parks hire rates at £54for charities, £137 for community groups and£537 for funfairs and circuses.

Deposits for ground damage may be requiredfor events; £500 for small events and £1,000 forlarger events and £10,000 for fairgrounds. A£100 deposit is required for those putting upbanners and posters in and around a park. Inorder to reclaim the deposit the organiser musttake down all publicity within a set period.

Licences where required are acquired from thelicensing team.


The civic events team has a budget for its eventsbut there is no central council budget forfestivals or outdoor arts activity.


Information not currently available.


The community festivals are responsible fortheir own fundraising.



No specific advocates were identified.


There is no event related training for eventorganisers.


For the 16 parks identified as ‘premier’ parksthere are individual fact sheets, which include a


park map, details of facilities and plannedimprovements, transport information and parkcontacts. Some fact sheets need updating.Similar information is on the website.

There is also a general leaflet with a map of theborough’s parks. The leaflet gives details offacilities and contact numbers for transportinformation, park bookings, sports facilities, etc.Information on the 16 premier parks is also onthe website.

The events officer sends event organisersinformation that includes:

• terms and conditions for use of the parksand open spaces

• an event guidance note – what eventorgansiers will need to do in four stages:pre-planning, organising the event, finalpreparations and after the event and givessome useful contacts

• a checklist to go with the above guidancenote

• safety instructions for outdoor events withcontacts for the security industry authority,the fire service, the police and St JohnAmbulance

• a safety inspection checklist• an event application form, which also

directs applicants to the licensing team,the traffic management team and toplanning for permissions to use banners,posters and flyers

• advice on parking and driving in the parksat events

• a notice to put up about drivingrestrictions and regulations

• an event risk-assessment guidance note• a template for a risk-assessment and an

example of a completed risk-assessment(which is very basic)

• a form for making an accident or incidentreport that event organisers canphotocopy and use

• information on how to book standpipesfor the local water authority

• a template for listing event participantsand their insurance details


The council does not have any equipmentresources.


The Barnet website allows visual access to the

borough’s Geographic Information Systemmaps. Maps are also printed on leaflets for eachof the borough’s 16 ‘premier’ parks. Maps formaking site plans are available from the eventsofficer.



See 5.3.


All initial enquiries go to the events officer whosends out the application pack with all theinformation listed above in 5.3.


The organisers need to submit a completedapplication form and attach a proposed site-plan, vehicle route plan, risk-assessment andevidence of public liability insurance.


Completed applications are requested eightweeks in advance of an event. Larger eventsmay require a longer lead-in if a premiseslicence is needed. Traffic management ordersneed a minimum eight weeks’ notice.


The events officer checks through and entersonto the Torex Leisure Management Systemwhich makes the bookings, makes doublebookings impossible, raises booking forms andinvoices and prints the necessary maps andguidance notes.


The events officer supports event organiserswith guidance but redirects them to licensing, traffic and environmental health for advice onthose issues.


The events officer holds premises licences forfive parks. None of these are alcohol licences.




There is minimal contact with the arts officerwho works in the children and young personsdirectorate. There is no safety advisory groupand contact with the licensing, traffic, andenvironmental health teams is as required.


The communications team promotes someevents in its regular publication and may alsosupport events with press work if it is a slownews week. The events officer has a calendar ofevents which is entered on the website.


The events officer has contact with parks eventofficers in neighbouring boroughs and, forexample, worked with Enfield on the IranianNew Year celebrations.


The events officer has good communicationswith the organisations that hire the borough’sparks for events.


The London Borough of Bexley is on the eastern

periphery of greater London. Ethnic minorities

make up 8.5 per cent of its 223,300 population.

The borough has relatively large areas of open

space, with 255 of its 6057 hectares said to be

small gardens, river and woodland areas and

large parks with many sporting and other

facilities.

Several borough parks and open spaces hold

Green Flag Awards.

1 Staffing

The arts team has two dedicated officers, onemanager and one principal officer. These staffoversee the management and delivery ofBexley’s flagship cultural event, The DansonFestival. The team also delivers smaller artsevents and activities throughout the year.

Parks and open spaces manage the open spacesbookings system, which encompasses the hire ofall borough parks and open spaces for events.There is a dedicated officer in parks, who dealswith the bookings, and parks personnel whosupport and guide event hirers.

The safer neighbourhoods teams in communityservices also organises a whole range ofoutdoor fun days and events for communitiesacross the borough. This is a key part of the areacoordinators’ function.

The sports team and the staff in outdoorrecreation programmes most of the borough’ssports-related events and offers activities forfamilies at the two borough ‘splash-parks’ –Danson and Belvedere. Both teams have eventswritten into their work-plans.


2.1 Events organised by the council arts team

These include the Danson Festival, town centrecelebrations, a Cultural Olympiad programme, awhole range of community-focused outdoorevents, ranging from fun days and familylearning events through to arts workshops andactivities.


The library service delivers small indoor eventsand a regular programme of cultural activitiesincluding Bexley Manga Festival. Other eventsinclude Summer Sizzler and the neighbourhoodservice youth football.


• Epiphany celebrations• Flyball dog training• boot camp circuit training• donkey procession• Easter egg hunt• Kielder Challenge• International Canoe Polo Tournament• orienteering• tag rugby• Myra Garrett Run• Perception Wavehopper• Water Fun Day• sponsored dog walk• Waterside Gardens Fun Day• Oval Traders Summer Fete• annual Bexley and Greenwich procession• St Mary’s Community Fun Day• school sports days• Slade Green Community Fun Day• Spark in the Park• Lark in the Park• Triforum Youth Event• donkey derby• Twilight Walk

382009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF BEXLEY

London Borough of BexleyOutdoor arts events and activity

• cross country run• London League Cyclo Cross


• Oakleigh Fair• circus• Christmas Experience• funfair• Welling Round Table fireworks• Bexley Heritage Trust events


• Beats ‘n’ Rhymes• Bexley – My City Too!• launches of major public art schemes for

example, Erith, Crayford WatersideGardens and Belvedere Public Art



The London Borough of Bexley has adopted anopen space strategy and supporting open spacestrategy technical paper. The cultural strategyfor the borough was agreed in 2002 and maderecommendations for five years, the completiondate being 2007. An arts strategy document isavailable on the website 2008–2013.

3.2 Benefits and problems of outdoor arts events and activity

The benefits, particularly of running Danson,generally outweigh the problems, as theoutsourced events compensate for the lack ofcultural infrastructure in the borough andprovide opportunities to experience orparticipate.


Advantages (Danson Festival): • community cohesion• celebration and showcase for local talent• a receiving event for national and

international artistic and cultural products,putting Bexley on the map and providingexposure to cultural forms not usually seenin the borough

• an opportunity to raise Bexley’s profile andoffer a broad cultural experience whichattracts new audiences.

Disadvantages: • risk to hold events• negative perception of Bexley as not being

a cultural borough


Danson Festival: by project streaming(BeXfactor), the artistic quality can be monitored.

The arts manager works in partnership with theLondon Borough of Richmond eventsmanagement team, which delivers DansonFestival.

All systems in place are scrutinised. De-briefsand evaluations take place with the rest of thesafety action group. All contractors take part ina debrief. Customer satisfaction surveys takeplace and there are informal interviews with thepublic to give a snapshot of the event.


The branding and profile of the Danson Festivalhas been successfully refreshed, including thedevelopment of a standalone websitewww.dansonfestival.co.uk and new logo.Further work is planned to improve thepromotion of the arts service. The arts service isworking to continuously improve the qualityand calibre of the arts offer at the events,through securing external funding to supportprojects and partnerships.

Several large projects are complete and moreare underway, informed by the borough artsstrategy, the cultural strategy, Erith arts strategy,Crayford strategy and action plan. There arealso references to the arts in the unitarydevelopment plan.


4.1 Income-generation targets/charges for use ofparks

The income-generation target figure is £30,000.


Danson Festival receives a modest subsidy of£36,000, uplifted annually linked to the rate of


inflation and the council also covers themanagement costs of the event. However, theremainder of the budget is raised through thesale of concessions, sponsorship, car parkincome and pitch sale. Other departments haveto pay for the use of the parks.


Arts Council of Bexley has a small grantsfunding stream that can support the delivery ofarts-based events and activities. Throughpartnership funding applications the arts servicecan also support the planning and delivery ofarts-based events.

The council has a corporate small grants fundfor community and voluntary sector groups,which can also be accessed to support thedevelopment of events.


Danson Festival has an annual sponsorshiptarget and runs an active annual sponsorshipcampaign, including the production ofsponsorship packs.



The parks and open spaces team and licensingstaff do much to support and guide hirers andevent organisers with the planning andimplementation of their events.


An event toolkit was published by the artsservice in 2006 and guidance on organisingevents can be obtained from parks and openspaces or the arts service.


The open spaces booking guidance pack andapplication form is very informative and couldact as a very efficient toolkit resource.


There are none at present.


Maps and plans are required for each eventplanned. The council has access to a GeographicInformation System.



Event organisers can access the website forinformation.

All applicants to use the parks are sent an openspace bookings form.


The first point of contact is Parks and OpenSpaces, Room 123, Civic Offices, Broadway,Bexleyheath, DA6 7LB.


A completed open space booking form isrequired.


Open space bookings need to be completed amonth in advance of the event for small events,and three months in advance for large events.The following relevant documents also have tobe supplied along with the open space booking:risk-assessment, fire risk-assessment, stewardsbriefing pack, Performing Rights Society (PRS)Phonographic Performance Ltd (PPL), publicliability insurance, test certificates forfairground rides and inflatables, public liabilityinsurance and risk-assessments fromparticipants; food hygiene certificates, Criminal Record Bureau (CRB) checks, first aid certificates,and qualifications may be required.


The open space booking is sent for consultationto council staff, emergency services etc. Theconsultation period takes approximately 10working days. After consultation, terms and conditions are sent to the organiser, whichinclude details gained from consultation and the cost of the event. The organisers are


required to sign the terms and conditionsstating that they will comply with theconditions. The organisers are also required topay for the event before final permission can begiven to go ahead. After signed terms andconditions are sent back and payment isreceived permission is given. The organisers areusually requested to hold a pre- and post-event meeting with a grounds maintenance officer tocheck ground conditions. There may be a feelevied if ground conditions are affected andwork is required.


The open space booking pack providesguidelines and advice. Meetings can bearranged with the event organiser and advice isgiven on matters such as logistics, writing risk-assessments, steward briefing packs, emergencyprocedures, etc. Further meetings can bearranged if required.


Danson Park, Sidcup Place, Riverside Gardens,Lesnes Abbey, and St Mary’s have an existingpremises licence for entertainment.


The organisers market their own event. Theycan advertise the event on the council websitefree of charge.


The event is sent via email to other councildepartments for consultation. The eventorganisers may be requested to contact thefollowing council departments: licensing, trafficmanagement, and grounds maintenance.


Danson Festival is extensively marketed and hasa standalone website www.dansonfestival.co.uk.The festival is promoted using adverts on digitalscreens in the main Bexleyheath ShoppingCentre, through a widespread poster campaignincluding the use of J C Decaux poster sites andthrough local print and broadcast media. Theborough website can be used to promoteevents and there are designated banner sites atfive locations across Bexley. Libraries, contactcentres, community and children’s centres andschools are also used as distribution centres.


• Neighbourhood youth service• Summer Sizzler


Bexleyheath Heritage Trust is funded by BexleyCouncil and delivers full events programmes atboth Hall Place and Gardens and Danson House.The National Trust Red House also has smallerevents running during the season.

Arts Council of Bexley is also funded by theborough and is the voluntary sector artsumbrella organisation. Its membershipcomprises 38 member organisations and 64individual artists, including the GeoffreyWhitworth Theatre, the Edward AldertonTheatre, Erith Playhouse, Centrepieces Arts andCommunity Health Group (80 artist members),local clubs, schools and community groups. TheArts Council of Bexley provides eventcoordination, funding opportunities andinformation to members and engages itsmembers with Bexley’s cultural events andactivities.


Brent is an outer London borough with a

population of over 270,600 in 4320 hectares.

Venues that can be used for outdoor arts events

include 80 local authority parks and green

spaces and town centres. Five parks managed

by the council have Green Flag Award status.

There are also five outdoor spaces around

Wembley Arena and Wembley Stadium that can

be used for events.

1 Staffing

In the environment and culture directorate,under the head of libraries, arts and heritage,there is a festival manager, an arts and festivalssupport officer, an arts development officer, acultural development manager and an assistantarts administrator. There is also an eventsmanager in parks.


Brent has a diverse programme of over 10 coreoutdoor arts events delivered by the councilevents team, plus at least 10 large eventsdelivered by external partners and communitygroups.


The festivals team manages four large outdoorevents, six smaller events and a selection of one-off events. Most of these events are managed inpartnership with community-basedorganisations and advisory forums.


The parks service organises Bonfire Night andCountryside Day. The libraries team coordinateand manage Black History Month, but most of

these events are indoors. Town centre managersorganise outdoor events such as the Christmaslights switch-ons and for Kilburn High Roadthere is a town centre partnership withCamden.


There are four large outdoor arts eventsorganised independently of the council:

• Gladstonbury• Queens Park Day• TriUnity


Details of outdoor commercial arts events in theborough are not known.


• Brent Diwali• Brent St Patricks Day• Brent Respect Festival• Brent Eid (indoor)• Navrati – organised by a community

organisation with funding from Brent • Brent Christmas (programme of events,

some indoor and some outdoor)• Gladstonbury Festival and Funday –

Queens Park• Roundwood Fireworks• TriUnity• Countryside Day• Brent Dance Month (with some outdoor

events)• Notting Hill Carnival comes into the south

of the borough.• Fairground events with George Irving• Circus events• The French Market at High Road Wembley

includes music and entertainment• Kilburn Festival in Kilburn Grange Park• Wembley World Flavour – food and music

festival in town centre

422009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF BRENT

London Borough of BrentOutdoor arts events and activity

• Festival Brazil – market in Willesden Greenwith carnival music (cancelled in 2009 butpossibly to be revived).



The draft events strategy was incorporated intoa borough cultural strategy and this is currentlyin a consultation process. The cultural strategy isbeing finalised.

Events in Brent link into many council policiesand strategies, such as the zero waste andsustainability strategy.


The main benefits are community cohesion andopportunities to celebrate the borough’sdiversity, opportunities for local people todevelop a sense of belonging and to make newfriends and opportunities to promote theborough and the local authority. Events alsopromote the cultural economy in Brent throughcreating opportunities within events andincreasing the capacity of artists, performersand organisations to run events.

Noise was identified as a potential problem,particularly for events licensed by a temporaryevent notice rather than by a premises licence.


There are a few very good parks and greenspaces in the borough, although some of the 80parks are very small. Brent’s diverse communityis an advantage and allows for a broad range ofcultural input into the boroughs events.

The capacity of the police to support events is aconsideration as they already provide so muchsupport to events at Wembley.


The festivals team monitors its own events withaudience and participant questionnaires. Theteam is looking to develop the questionnairesto include evidence for the economic benefits of

events. This has been done and implemented atDiwali, Eid, Chanukah, Christmas and HolocaustMemorial Day. The questionnaire results get fedinto the events reports and influence planningfor the future.


The festivals team is keen to open up all of itsevents to more diverse audiences, with theBrent Diwali as a role model. This event has 55per cent attendance from those who celebrateDiwali as a religious event but the remaining 45per cent of its audience reflects the borough’sdiverse population.

There is also awareness that most of the eventsprogramme takes place in the south of theborough and although people in the north ofthe borough do travel to the events in thesouth, the festivals team is keen to encourageevents in the north.

In 2010 Brent is developing a festivals strategythat will define the events the borough holdsand why they are held. It may result in a majorchange in the current event programme.



There are charges for parks hires but these arein review following a benchmarking process.Costs for traffic management orders depend onthe event and what is required.

The police currently support some longstandingevents free of charge but are starting to chargefor new events.


There is a core budget to support the authority’smain events. The festivals team also raises£53,000 from a range of sources includingsponsorship, trade stands and funfairs.


There are arts grants available to supportfestivals and events with a strong arts element. There are also grants available to community


organisations wanting to have a float in BrentDiwali.

The authority also has service level agreementswith some of the larger organisations whocontribute to the festivals and eventsprogramme.


Brent raises £30,000 sponsorship for its eventsprogramme.



The mayor attends all of Brent’s main events. Allmajor events have a community advisory forum.Members advise on the event and act asambassadors for it in their communities.


Emergency planning officers from Brent rantraining for event organisers in 2009. There willbe training for health certification for food stallsat events, aimed at encouraging a showcase forethnic diversity through food diversity.

Jointly with Western Wedge (seven localauthorities: Brent, Ealing, Hammersmith andFulham, Harrow, Hillingdon, Hounslow and theRoyal Borough of Kensington and Chelsea)there will be training in ‘how to run an event’and sustainability.


Guidance, advice and support is available at anytime. Brent has produced Brent’s advice pack toorganising events in the borough and this willbe available online with hard copies availablefor reference only in all local authority librariesand one-stop shops.

The comprehensive advice pack’s contents are:

• What is an ‘event?• Introduction• Your responsibility as an event organiser

• Elements of an event• Getting started• Define your event• You and your team• Event management plan• Site plan/site map• Costs and budgets• Emergency planning and risk-assessment• The Brent process• Brent council and your event• Safety advisory group• Permissions (licensing; permission to use

an event site; traffic management orders;permissions for caterers or specialtreatments; permissions for music andentertainment; Civil Aviation Authority;permissions to publicise or communicate)

• Notification to local residents and localbusinesses

• Council sustainability policies• Ready, set...go• After the event

The pack includes 12 fact sheets:

• References and resources for detailedinformation

• Brent departments (what they do andcontacts)

• The event plan (what it should include)• Timeline (advice on what needs to be

done and how far in advance)• Risk-assessment (including a brief

example)• Site maps (with an example)• Brent parks• Events in Wembley• Volunteers• Keep it Green• Traffic, road closures and parking

suspensions• Publicity


None is available.


Brent has a Geographic Information Systemdepartment that can send CAD (ComputerAided Design) maps to event organisers for useas site plans. The events team also has a bank ofmaps for use by event organisers working in theborough’s main parks or spaces.




See 5.3.


Brent is currently reviewing its event applicationprocess to allow for a one-stop system. The firstpoint of contact has yet to be confirmed.


The application to hold an event in Brent is forall events in the borough, regardless ofwhether in a park, street or public building.This application replaces the previous parksapplication. The application advises applicantsto read the Brent event guide beforecompleting the application form. Nosupporting documents are required on firstcontact. The event application form clearly setsout the Brent process.


Applicants are advised to put in their firstapplication (with basic details only) 9–12months before an event. Six to nine months’notice is requested for licence applications.

Traffic management orders need 12 weeks’notice and need to be agreed before this time.

Events management plans are required withintwo weeks of an event being approved.


The application, which is completed andsubmitted online, alerts the appropriate councilofficers about the event. Brent council’s healthand safety and licensing department willconfirm receipt of the application and willeither request clarification on some points,request that applicants attend an informalmeeting, or confirm that applicants maycontinue with their planning.

(Applicants are reminded to look at the timelinefact sheet and check times for permissions.)

If a safety advisory group (SAG) meeting isrequired, event organisers are contacted andasked to upload their event management planand risk-assessments including a site plan andemergency plan. Safety advisory groupmeetings are requested if the events require apremises licence, if alcohol is to be sold, if thereis a bonfire or fireworks proposed or if theevent requires a road closure. For the morecomplex events, more than one safety advisorygroup meeting may be required.

Agreements to hire parks are issued oncondition that the safety advisory groupapproves the event. Members of the safetyadvisory group may visit the event site duringthe build and during the event. A safetyadvisory group debrief is held after the event.


Guidance, advice and support is available at anytime and Brent officers have close workingrelationships with event stakeholders throughthe event-specific advisory forums.


There are four local authority parks and spacesin Brent that have premises licences. It is notknown if these licences cover alcohol. Thepremises licences are for Roundwood Park,Barham Park, Gladstone Park, South KilburnOpen Space.



There are very good communications betweenall of the different teams from arts and eventsthrough to all participants in the safetyadvisory group, which includes health, safetyand licensing department, environmentalhealth officers for food and noise and therelevant emergency services.

Other officers pulled into safety advisory groupmeetings on a needs basis include: trafficmanagement, town regeneration, parks,Wembley liaison, the event security and first aidproviders, Brent street care, the emergencyplanning officer and Brent’s festivals manager.


All of the above have worked together toproduce the Brent advice pack for organisingevents in the borough.


Events can receive all the support they requirefrom communications, provided they have thebudget to pay for it, as the communicationsteam is currently self-financing. Brent’s systemof internal charges is, however, under review.

Events marketing complies with corporateguidelines. Where events are organised inpartnership with community organisations andthe marketing does not totally follow thecorporate guidelines, the publicity materialshave to be signed off by the communicationsteam.

Brent has its own event Facebook and Twitterpages and an online ‘what’s on’ guide. TheBrent Brain, which is an independent website,lists all events in the borough. The Brentwebsite includes publicity for only the councilorganised or supported events. Brent part fundsthe Brent Brain.

Brent events and festivals are included in theWestern Wedge summer and winter eventsprogrammes that cover events and festivals inseven London boroughs.


Brent is actively involved in the London EventsForum. Brent is one of the seven local

authorities that form the Western Wedge(along with Ealing, Hammersmith and Fulham,Harrow, Hillingdon, Hounslow and the RoyalBorough of Kensington and Chelsea). TheWestern Wedge has its own festivals and eventswebsite, jointly publishes festivals and eventsprogrammes for summer and winter and hascollaborated on a bid to secure funding for thedevelopment of street arts in black and ethnicminority groups. Western Wedge also jointfinances some training.

Brent Dance Month forms part of the WestLondon Dance Festival.

There is a town centre partnership with Camdenfor Kilburn High Road.


The festivals team works closely withcommunity organisations and theirrepresentatives through the festival advisoryforums set up for each of the borough’s mainevents.

8 Additional information/examples of bestpractice

The Brent advice pack for organisers of eventsin the borough is a good toolkit and containsgood fact sheets.


Camden is an inner London borough with a




spaces. There are also three nature reserves.

Seven parks managed by the council have

Green Flag Award status: Bloomsbury Square,

Russell Square, Brunswick Square, St George’s

Gardens, St Martin’s Gardens, Talacre Gardens

and Waterlow Park. Hampstead Heath, which is

owned and managed by the City of London, is

in the borough, as is part of Regent’s Park, one

of London’s Royal Parks. (The other part of

Regent’s Park is in the City of Westminster).

Bedford Estates and the British Museum also

have open space that is occasionally used for

events and there are four main town centres.

1 Staffing

Under the head of arts and tourism there is aprincipal arts officer, a senior arts developmentofficer and an arts information officer. Theywork closely with the events and premisesofficer in parks and open spaces. There is also anevents officer in the Camden Centre team.


Camden has a large and diverse programme ofevents, mostly organised by community and artsorganisations, but often in partnership with thecouncil. All events are promoted as part of theborough’s overall events programme.


The council occasionally organises its own

events but predominantly works to support orwork in partnership with community organisers.


No events organised by other parts of thecouncil were identified.


There are a large number of communityorganisations and individuals who organisetheir own outdoor arts events. The grantsmanaged by the arts and tourism teamencourage this.


Commercial events are occasionally held in theborough’s parks and open spaces. The councildoes not generally host events in which it isnecessary to close off parks to the public.


June• Charlotte Street Festival• Hatton Garden Festival• Equinox Festival – Conway Hall and

Camden Centre• Fair in the Square – Pond Square• Primrose in the Pink – Chalcot Square

community festival• Friends of Brunswick Square – community

celebration• South End Green Association – community

festival• Wellcome Picnic – Cumberland Market• Estelle Road Street Party – community

festivalJuly• Queen Square Fair – 40 community stalls,

arts and crafts classes, musicalentertainment

• Jester Festival at Fortune Green OpenSpace

472009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF CAMDEN

London Borough of CamdenOutdoor arts events and activity

• Camden Bangladesh Mela at Regents Parkand British Museum

• Inkerman Area Residents Association –community celebration

• Swiss Cottage Festival community festivalwith participation of Hampstead Theatre,the Winch, etc

• Friends of St Martin’s Gardens Festival• Kilburn Festival, Kilburn Grange Park• Ingestre Road Summer Festival• Kings Cross Country Show, Coram’s Field• Camden New Town Community Festival –

Camden Square• Praise Chapel Community Festival• Queens Crescent Community FestivalAugust• The Camden Fringe – arts festival• Castle Haven Community Festival – large

community event September• Marchmont Street Party: bands on stage,

plus dance acts with audienceparticipation and children’s entertainers

• Gayton Festival 2009 – annual communitystreet party that has been running forover 30 years with a focus on children

• Perfect Day Swiss Cottage • Lady Somerset Road Street Party • Belsize Eco Week – a week long series of

events including a Green Fair onHaverstock Hill

October/ November• Return to Camden Town Festival



The cultural and events strategies are underreview. The arts and tourism team is presentlyrefreshing its plans in light of the economicrecession.


Benefits: • creating a sense of place and belonging,

facilitating social bonding inneighbourhoods

• improving quality of life• creating opportunities to engage with the

arts (especially for those residents whosefinancial situation may not allow themaccess to the range of arts venuesavailable nearby)

• providing work experience for volunteers.

Problems:• overcrowding – particularly around

Camden Market and during the CamdenCrawl

• issues with fouling and litter.


Advantages:• Camden has a very culturally active

community. • There are also very good professional

networks among people who work in theborough (at the British Museum andBritish Library, for example) which enablehigh-quality arts to be integrated intolocal community events.

Disadvantages:• Camden has some excellent open spaces

but they are mostly very small, whichmeans they cannot accommodate eventsfor over 5,000 people and these largerevents are restricted to a few parks. Thecouncil has to be sensitive to the impact ofthe larger events on residents.

• Not all friends of parks groups aresupportive of events and proposals can beblocked at the consultation stage.


All events that receive any grants from thecouncil are required to monitor and evaluatetheir event, including composition of theaudience. A feedback and review meeting isalso held annually in October with all theorganisers of festivals and events in Camden’sparks and open spaces. The October 2009debrief included a training session on how toevaluate events and develop audiences. Thisdebrief provides a useful opportunity for thecommunity event organisers to network and toshare experiences and expertise. A member ofthe arts team attends all funded events tomonitor quality. There are regular access auditsof the borough events.

Camden has a cultural map of the borough andis aware of the area where there is littleengagement with the arts. This map has beenoverlaid onto a map of the borough’s mentalhealth and it was evidenced that mental healthissues were more prevalent where there wasminimal engagement with the arts. The


programme of events being developed willreflect these findings.


Camden would like to reduce the bureaucracyfor events, to work more with the other centralLondon boroughs, to encourage morevolunteering opportunities and to developmore outdoor promenade performances. Itwould like to offer more training opportunitiesto community event organisers. It wantsdevelop events in the parts of the boroughwhere low engagement with the arts coincideswith a higher incidence of poor mental health.

The borough aims to develop and get onlinethe system that it has devised, which reactsautomatically to the event checklist thatapplicants submit with their applications tohold an event.

The checklist itemises all the elements of anoutdoor event and all safety issues. Applicantsmerely have to tick ‘yes’/‘no’ or ‘not sure’ boxes.

The system would identify, for example,whether an applicant requires a road closure; ifso, it would automatically send the applicantthe guidelines on road closures, an applicationform and the contact details of the relevantofficer. If the applicants are unsure whetherthey need a road closure, the system will sendthem guidance and advice to help them makethat decision and also put them in direct contactwith an officer who can offer support.Simultaneously the system would notify therelevant officer either that an application is tobe expected, from whom and for what, or tellthem that the applicant is in need of support.



Camden has an income-generation target forpark hires of £40,000. Community groups are notcharged for use of the parks and open spaces forfestivals and events, but may be charged forequipment loan (such as standpipes), oradditional services, such as waste clearance.

Commercial hire rates depend on the size and

duration of the event but rates for centralLondon venues start from £2,000 per day.Camden does not actively encouragecommercial hires, due to the impact onresidents.

All event organisers are liable for any damageto the parks and may be charged a deposit.Traffic management orders are generally free tocommunity organisations and the councilsupplies and erects the barriers and signagerequired.


The council occasionally organises its ownevents but mostly it supports communityinitiatives that demonstrate a quality experienceand high levels of engagement.


The Camden arts and tourism service managestwo grant schemes relevant to outdoor artsevents which are designed to reflect theborough’s strategic priorities especially in termsof local legacy as part of the Cultural Olympiadprogramme leading up to 2012.

The creative projects grant is for up to £1,000and is suitable for arts performances or projectsregardless of whether indoor or outdoor.

The Festival Fund is a programme to supportstreet events and festivals. Events for less than499 people can apply for up to £750 and eventsfor between 500 and 1500 people can apply forup to £2,000. Events for over 1500 people areadvised to talk to the arts team and grants forthe larger festivals can be between £10,000 and£20,000.

The Camden website also links into Grant Net,which will search for appropriate funding fororganisations in Camden. If organisationsidentify funds which they think may beappropriate to their event, they arerecommended to contact the communitydevelopment and regeneration team atCamden who will then provide furtherinformation and advice on how to take anapplication forward.


Camden does not undertake any fundraisingactivities for events.




Members involved with plans for the CulturalOlympiad are very supportive of the eventsprogramme.


In partnership with Wandsworth Camden isorganising a networking and training event forall community organisers from the Central ArtsPartnership (CAP) boroughs. It is keen todevelop more training opportunities.


Guidance, advice and support are available atany time from the arts team. There are usefulguidelines on the website on licensing, trafficmanagement orders, and environmental health.

Celebrate Camden (written in 2006), is alsoavailable online and is a guide for planningoutdoor community events. It is targeted atorganisers of small events (up to 100 people) andmedium-sized events (up to 499 people). Theguide covers: getting organised (includingtimelines); programming; money matters;permissions; health and safety planning; publicity;contacts; case studies. It also contains advicesheets on working with volunteers, site-planning(with an example site plan), funding applications,identifying hazards and risk assessments.

There is online information about some of theborough’s parks, including those that have aGreen Flag.


The council does not have event equipment forcommunity groups to borrow. The borough’straffic management team does however supplyand set out signage, barriers and cones free ofcharge to community groups, where a trafficmanagement order is in place.


Maps of the parks are available from the parksand open spaces team. These are presentlybeing updated and written especially for eventorganisers.



See 5.3.


The first points of contact are the parks office –to book a park – and usually the senior artsdevelop officer, who can advise on funding andevent development.


To book a park, event organisers need to submita proposal giving their details, dates, times, siterequired, and the infrastructure that will be used.Event organisers are advised to do this at thestart of their planning process. They will usuallyat the same time approach the arts teamregarding funding. In order to submit anapplication for funding the organiser has tocomplete an event checklist, which will then alertofficers to needs such as a licence, road closure,information on environmental health, etc.


Parks and open spaces request three months’notice for a small event, and six months at leastfor large events.

Ten days’ notice is required for a temporaryevent notice.

Three months’ notice is required for premiseslicences but this can be longer for larger, morecomplex events. Traffic management ordersneed eight weeks’ notice minimum.


Local ward councillors are consulted about theproposed event. Stakeholders, including friendsgroups are usually consulted, especially for newevents.

The senior arts development officer assesses theapplication and the ability of the organisers todeliver a good and safe event. He/she ensuresthat the relevant council officers are in touchwith the organisers and in some circumstancesmay act as a conduit between the eventorganisers and the relevant council officers.


Festivals and events cannot access fundingunless they have completed the event checklist,which ensures that the festivals have theappropriate licences, permissions, safetypaperwork etc.

There are guidelines on traffic management foroutdoor events attached to the applicationform for road closures. Organisers are laterrequired by parks to submit risk-assessments,insurance and licence details and site plans.Once an application to hire a park has beenapproved, a hire agreement is issued by parks.


Advice and support are available at any stage ofthe process and usually the organisers areinvited to meet the arts team. The arts teamtakes organisers through all the requirementsand elements from the event guide that isrelevant to their event, thus offering a bespokesupport service. Arts officers may also attendcommittee meetings for the larger events.


There are no local authority parks and spacesin Camden which have premises licences. Partof Regents Park does however have a premiseslicence.



There are close working relations between thetourism and arts team, parks and open spacesand colleagues from environmental health,licensing and traffic management. The council isalso looking at a joined-up provision of eventsthat integrates staff working on health,sustainability and community cohesion projects.There is a council-wide safety advisory group toreview large events.


Camden events organise all their own publicitymaterials, but all events in the boroughs parksare automatically put onto the What’s on andarts pages at Camden’s website, as well asLondon’s the Seer website, an overallprogramme is published.


Parks and arts officers from Camden belong tothe London Events Forum. Camden is part ofthe Central Arts Project and has worked on arange of projects jointly. It is also one of the‘Gateways to the Games’ boroughs (along withIslington, City of London, Westminster,Wandsworth, Southwark and the RoyalBorough of Kensington and Chelsea). One ofthe projects they are working on together is‘secret spaces’ – a series of events in unusualplaces.

Camden worked with City of London andIslington on a dance project on Hampstead Heath.

In 2009 Camden and Islington worked togetheron the Camden People’s Theatre Voyagesperformance along the canal. The performancetook place in both boroughs but it was agreedthat only one licence was required, andIslington accepted that Camden could licensethe whole event.


Camden has very close working relations withall of the organisers of outdoor arts events andcommunity festivals in the borough.


Camden keeps its annual list of communityfestivals on its website throughout the year sothat those who may wish to participate orperform know what opportunities there will bein the summer. The list of festivals gives allcontact details for the organisers as well as abrief description of the festival, written by thefestival organisers. This list is also useful to thosewho may wish to volunteer at events in theborough or become involved with theorganising committees. Camden appears to bethe only borough that does this.

Camden aims to develop an online system ofapplications that automatically providesorganisers with information and guidanceappropriate to their event. When working, thiswill enable applicants to receive all thenecessary information they require and toconnect directly to appropriate officers in theauthority. It is, in effect, an event-specifictoolkit.


The City of London is situated in inner London

with a residential population of approximately

8,000 in just over one square mile. Although the

resident population is small there are around

320,000 people who work in the city. It has over

150 parks, gardens, churchyards and plazas. The

majority within the City are small spaces. The

city’s streets are sometimes used for major

public events.

The City of London Corporation (which provides

local government services for the City) also

owns and manages a large selection of outdoor

spaces outside its boundaries – notable

examples being Hampstead Heath, Highgate

Wood, Epping Forest, Burnham Beeches, West

Ham Park and Queen’s Park as well as five

bridges across the Thames (Blackfriars,

Southwark, London, Tower and Millennium).

Private on-street spaces which have been used

for events include the Royal Exchange forecourt,

Broadgate Arena, and the area in front of the

steps of St Paul’s. The City of London has fifteen

Green Flag Awards and seven Green Heritage

Awards.

1 Staffing

The City Corporation does not employ dedicatedevents officers. When an event is due to takeplace on a street managed by the CityCorporation, events are coordinated by the CityCorporation’s highways team, to whom acompleted application for activity on thehighway must be submitted by the eventorganiser. Liaison is then managed with theemergency services, other City departments,

neighbouring highway authorities and otherstakeholders to ensure that the event is givenappropriate consideration, the necessaryapprovals are in place, and that Citystakeholders are fully informed.

Transport for London (TfL) is responsible forfour major routes through the Square Mile (redroutes), and where events primarily take placeon their road network (such as the LondonMarathon), then TfL takes the lead coordinationrole. In that instance, the City’s highways teamwill liaise closely with their TfL counterparts toensure a successfully managed event.

The City Corporation’s film office manages allapplications for filming within the City,assessing highway, cleansing, parking,environmental health and emergency serviceconsiderations, and co-ordinating the necessaryparties to suit the requirements of each filmshoot.

Major events of which the City Corporation ispart – for example, Tour de France, Beijing TorchRelay, Lord Mayor’s Show – are promoted by theCity Corporations public relations office whoalso manage the visitor experience at the event.

The City of London Festival is sponsored by theCity Corporation but has its own board ofdirectors and staff. The Barbican Centre isprovided by the City Corporation but allprogramming and event activity is managed byThe Barbican in-house.


Individual events within the City are promotedby the event organiser or venue (or, by the CityCorporation if it is the event organiser). Thepublic relations office of the City Corporationpublishes a quarterly events highlights leaflet forvisitors, residents and workers – this includes aselection of events that are taking place duringthe period (not all) and will feature a number ofevents that take place in neighbouring boroughs

522009 research and mapping for London Events Forum (LEF) CITY OF LONDON CORPORATION

City of London CorporationOutdoor arts events and activity

where the event is close to the City or easilyaccessible by its communities. The highways teamalso circulates details of planned events to keyCity stakeholders every month, and includesdetails on its weekly traffic management bulletinthat is sent to over 600 individuals, organisationsand City businesses by email every week.

2.1 Outdoor events organised by the City ofLondon

The only regular major outdoor eventpromoted by the City Corporation is its historicLord Mayor’s Show (second Saturday inNovember), which regularly attracts around6,000 participants and 400,000 spectators. One-off major events over recent years in which theCity Corporation has been involved include theTour de France, Beijing Torch Relay and Disney’sA Christmas Carol.

The City of London Festival is an arts festivalsponsored by the City of London Corporation. Itis held for three weeks in June/July. The festivalalso organises (on behalf of the CityCorporation) a summer programme of freeoutdoor (and undercover) events which runsJune to August and a free winter concertsprogramme in City churches (January to March).

2.2 Outdoor events organised by other parts of theCity of London Corporation

The Barbican Centre is owned by the City ofLondon Corporation and has its ownprogramme of events which has includedoutdoor events in the past.

There are a number of civic and ceremonialevents held in the City – these are not usuallyopen to the public, however there are someexceptions such as the annual Cart MarkingCeremony held in Guildhall Yard in July.

The open spaces teams / rangers occasionallyorganise their own smaller events – particularlyin the spaces outside the City boundaries.

2.3 Outdoor events organised externally by artsorganisations/community groups and towncentres

Outdoor events organised by externalpromoters include The Smithfield Nocturne, Cityof London Festival and concerts and otherentertainments in Broadgate Arena andPaternoster Square. Where possible, the CityCorporation promotes these events in its

quarterly events guide but this is at the editor’sdiscretion and can be dependent on space andother issues. Some events in neighbouringboroughs that are easily accessible by the City’scommunities are also promoted within thesepublications – these have included theShoreditch Festival, the Mayor’s Thames Festivaland Spitalfields Festival amongst others.


The City has hosted a number of events thataccess its streets, though most of these havebeen of a sporting nature (eg LondonMarathon, Tour de France etc). Corporate andcommercial events are accommodated subjectto assessment via the application for activity onthe highway as detailed in item 1.


Regular, major outdoor events taking place in(or passing through) the City include thefollowing (please note that these are subject tochange):

April – May• London Marathon• BUPA 10k Road Race• Race for Life June – August• Smithfield Nocturne• Crisis Square Mile Run• Spitalfields Festival • City of London Festival • Free summer events series • The Standard Chartered Great City Race September• Open House Weekend• Great River Race• Thames Festival• London Cycle Freewheel November• The Lord Mayor’s Show November – March• Ice rink at Broadgate Arena


3.1 Policies and strategiesThere is no individual strategy dedicated tooutdoor events. The City’s cultural strategy andits visitor strategy cover this topic to somedegree. The cultural strategy has recently beendrafted and approved and the visitor strategy isin the process of being updated.


There is a City arts and culture working partycomprised of elected members and a City artsand culture forum comprised of officers andchaired by Graham Sheffield, Artistic Director ofthe Barbican – this forum reports to theworking party.

Parks and open spaces feed into the overallstrategies – the City Together Strategy coversspaces within the City limits and the corporateplan covers spaces such as Hampstead Heathwhich are outside the City limits. The CityCorporation’s Street Scene initiative alsocontributes to overall City cultural strategy.


The main benefits of outdoor arts events areconsidered to be the enhancement of the visitorexperience, providing access to the arts for Cityworkers and residents and aiding regeneration.

The City of London is one of the largest fundersof the arts in the UK and it is consideredimportant that this is reflected in its eventprofile – however, outdoor event activity isrestricted by the availability of open spaceswhich are often too small for any large scaleactivity. These spaces can be “expanded”through road closures which are only viable atweekends or (on occasion) in the evening.Finally, the City’s bylaws prohibit advertising onthe public highway, which means that purelycommercial events intended to advertise aproduct or company are prohibited.


As discussed under the previous item – the Cityhas a wealth of small open spaces but these areoften too small for any major outdoor activityand would require road closures to extend theaudience area (only possible at weekends in themain). There are a few “privately-owned” spotsthat lend themselves to small to mid-scale activityincluding Paternoster Square, Broadgate Arenaand the pavement in front of St Paul’s Cathedral.

One advantage is that the City workers arelargely absent over the weekend which meansthere is more capacity for visitors; thedisadvantage is that – outside the areas aroundthe main visitor attractions – many of the cafesand bars and shops close due to this. Also,weekends being the quiet time, this is when themajor roadworks and the movement of large

plant (required to keep up with the City’s hecticconstruction schedules) takes place.

On the plus side, transport connections to theCity are excellent.


A working group of officers has been set up toinformally assess applications for events basedon quality/appropriateness. The CityCorporation monitors and evaluates the eventsof which it is a part but does not do this forevents promoted by external parties. That said,if an event is likely to cause a public order issueor generate complaints from the City’s variouscommunities a full assessment of the situationwill be undertaken.


The City Corporation is working towards a moreformalised approach to the event application,co-ordination and management process,including event assessment, approval and (ifnecessary) member involvement. Ideally, theCity would like to have dedicated staff tohandle the increasing number of applications,but this may depend on available resources.



The possibility of using a park or open space foran event depends on the size and nature of theevent and the type of organisation. Charges mayapply and initial enquiries should be passed tothe City gardens manager for sites in the SquareMile and to the appropriate superintendent foropen spaces outside of the City.


There is no centrally-held budget for City-organised events – the Barbican (part of the CityCorporation) and the City of London Festival (anexternal partner sponsored by the CityCorporation) have their own budgets. The CityCorporation’s involvement in one-off majorevents (eg Tour de France) is assessed on an individual basis and where a budget is required,


application is made by officers to the relevantcommittee.


Community event organisers can contact thepublic relations office for funding informationand can apply to the policy and resourcescommittee on a one-off basis, though at themoment there are limited funds available. TheCity’s finance sub committee also considers grantsfrom organisations with charitable purposes,including arts/cultural events organisations.


Private and commercial sponsorship of CityCorporation promoted events is sought on anevent by event basis where appropriate.



The City arts and culture working partycomprises a number of high profile memberswho support the arts. The ‘Vibrant andCulturally Rich City’ group – a partnership ofCity officers and representatives of retail/hotelsin the City – also includes a number ofadvocates of the arts.


There is no training available to communityevents organisers.


Currently, there is no toolkit available for eventorganisers, but the highways team and Citypublic relations office will soon be developingguidelines that will include contact details,FAQs, approximate timescales for approvals andrelevant fees and charges. Those wishing toorganise an outdoor event on-street in the cityshould contact, in the first instance, the TrafficManager, Department of EnvironmentalServices, City of London, PO Box 270, Guildhall,London EC2P 2EJ. Filming applications should bemade direct to the film office – information andapplication forms are available atwww.cityoflondon.gov.uk/film


There are no equipment resources.


Site specific plans and maps can be provided bythe City gardens manager (or the appropriatesuperintendents for spaces outside of the City).The City has its own Geographic InformationSystem (GIS).



Please see item 5.3


Please see item 5.3


A clear, written explanation of the proposedevent, proposed location, time and date are apre-requisite. A risk-assessment will be requiredin the early stages, as will an assessment of theapproximate impact on traffic if road closuresare required.


There is no advised timeline but eventsrequiring licences are bound by the deadlinesset by the Licensing Act. Events requiring roadclosures require a minimum of six weeks noticefor the creation and advertising of the necessarytraffic order, but due to the volume of otheractivities taking place on the City’s highwaynetwork (such as street works and building siteoperations), longer notice is strongly advised.Also, where TfL streets (red routes) are affected,additional notice will be required.


In general, the event will be assessed by officersand a decision in principle given. Under certaincircumstances, it may be necessary to obtainmember approval for an event via the City’scommittee structure. Relevant permissions withthe appropriate authorities (eg TfL, police, PLA


etc) will then need to be obtained by theorganiser – this includes the organisercompleting the City Corporation’s applicationfor activity on the highway.


See item 5.3.


Licences can be issued to caterers in some of thelarger open spaces outside of the city that haverefreshment facilities. Further details can beprovided by the appropriate superintendent.



Through the City Corporation’s SignificantExternal Events Group (SEEG) – an informalgroup of officers including the City of Londonpolice, highway management and the publicrelations office) – relevant staff affected by theproposed event will be identified andcontacted. The visitor strategy group and theCity arts and culture forum are also forums usedfor information sharing between departments.


The City Corporation is very strong onpromotion of the festivals and events that takeplace in its parks, open spaces and in its streets.It also includes independently organised eventsin its publicity where details are known and theevent is considered relevant and appropriate toits audiences. The communications all adhere tocorporate design guidelines and are marketedas one unit through a range of media. Thisincludes quarterly printed programmes, emailshots to 12,000 people who have signed up toreceive information and promotion on the City’svisitor website. No street advertising ispermitted in the City.


The City has many partners and liaisesfrequently with both neighbouring boroughsand also those boroughs whose boundariesinclude parks or open spaces owned andmanaged by the City. The City Corporation alsohas representation on the Central ArtsPartnership (CAP) and the London LocalAuthority Arts Network which are cross-borough communications groups.

The City Corporation promotes events outsidethe City in its publicity where appropriate –especially those taking place close to itsboundaries and that are easily accessible by theCity community.


The parks and open spaces with Green Flagawards have close community relations. Thepublic relations office works closely with Cityarts partners and visitor attractions andmaintains a calendar of what’s on – thisinformation it uses in the above mentionedpublications.

The Barbican and other City arts initiatives areinvolved in a number of collaborations eg EASTand CREATE.


The City Corporation co-ordinates a group ofvolunteers who are trained to work as stewardsat major events in the City. The group areknown as the ‘SquareMilers’ and are nurturedby the City as a valuable resource as they notonly have appropriate training to work asstewards but also have knowledge of localtransport, City history, directions and facilities.This means they are well equipped to deal withvisitors’ enquiries and to take a public relationsas well as practical role.


Croydon is an outer London borough with a

population of over 341,800 in 8650 hectares. It

has 120 parks, gardens and open spaces. Five

parks managed by the local authority have

Green Flag Award status.

1 Staffing

In the arts service, which is in the culturedirectorate, under the head of arts and heritage,there is an arts manager, a freelanceprogramming and freelance marketing officer(solely responsible for the Clocktower venue),two arts development officers, an artsparticipation officer and a part-time assistantarts participation officer. One of the artsdevelopment officers also works on the festival.

The conferences and hires team in theoperations department deals with applicationsfor park hires, regardless of the nature of theevent. This role is to be reassigned through asafer events group.

2 Outdoor event programme/activity


The Croydon Festival takes place over two daysand consists of World Party and the Mela. It isfunded mainly by the council, along with grantsfrom bodies such as Performing Right Societyand sponsorship. The production is contractedout to an event management company.

There were also eight other outdoor arts eventsled by the council, including the Big Lunchstreet event (with satellite events held acrossthe borough), Black History Month and Can YouDig It. Croydon also included outdoor events inits programme for their On the Map event.

2.2 Outdoor events organised by other parts of thecouncil

See events listed on Events Listing appendix.




No list available at present.



The events programme links into the council’soverall strategies (young people, sustainabilityand regeneration, for example) and to the ArtsCouncil England’s priorities.


Benefits:• bringing quality arts to the community

thereby improving access to the arts• promoting community cohesion• promoting healthy living and use of open

spaces• facilitating intergenerational contact

through joint activities and celebrations• effective launch pads for educational arts

activities


Advantages:• Croydon has a rich and multicultural

community and a wide range of artsactivities and organisations that reflectthis diversity

• access to infrastructure and a goodtechnical team to support outdoor eventswith staging and sound equipment etc.

• the arts team has good working relationswith the town centre managers andCroydon businesses

• the licensing and health and safety officers

572009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF CROYDON

London Borough of CroydonOutdoor arts events and activity

in the council are supportive of theoutdoor events.

Disadvantages:• despite its excellent transport links,

Croydon is wrongly perceived as a longway from central London

• the borough has many beautiful parks andopen spaces but few of them have goodparking facilities

• there have been decreasing budgets foroutdoor arts events and the CroydonSummer Festival is now reduced to oneweekend (the street arts festival and thefinale event having been cut four yearsago). The budget for the World Party andMela has also been reduced in the last fewyears and looks likely to be furtherreduced in 2010.

• there is no events team to managebookings or stimulate interest

• conference and hires are mainly venue-focused.


Feedback forms are gathered by the arts team atmost events and these inform the eventdevelopment. There is a steering group for thefestival and for Black History Month; these feedback at debrief meetings and their information isused to instigate change for the following year.


The outdoor event programme is beingexpanded to year-round activity and will beboosted by external funding. The council needsan events team to make the most of the wealthof parks and open spaces in the borough.



There is no set income-generation target. Thereis a daily park hire charge in three categories –commercial £615 per day, charitable events £116per day and minor events of up to 50 people £64.


The council provides a separate budget for the

Croydon Summer Festival, with smaller outdoorevents funded from the arts developmentbudget, budgets from other councildepartments (when there is partnershipworking) along with support from outsidefunding and sponsorship.


There were two levels of arts grant available toarts event organisers – £1,000 and £3,000 with atotal of £30,000. As well as the Croydon artsofficers, representatives from neighbouringboroughs were on the panel to assess theseapplications. This has been frozen since March2009 and has now been assimilated into onelarge grant (with other small grants from acrossthe council) which is the three-year strongercommunities fund.


The arts team fundraises for its main events andsponsorship packages are put together. Much ofthe sponsorship is ‘in-kind’.



The mayor, director of culture and the chiefexecutive are supportive and attend theoutdoor events.


There are currently no event-related trainingschemes or seminars.


The website has guidelines on licensing and aGuide to organising safe events. There is also anA-Z list of all the parks and open spaces thatgives location, area, facilities, history and a mapof the park.


The council has access to some technicalequipment such as backline, staging and publicaddress systems, via the Clocktower.

There is a stock of tables, chairs and smallbranded tents for outdoor events.



Basic maps are available online and moredetailed maps suitable for site plans areavailable via the parks department.



Information on the parks and health and safetyat events is available online but all otherinformation needs to be obtained from theconference and hires officer.


This varies, although most commonly enquirieswill be put through either to parks or to theevents officer.


There is a park event enquiry form which is verybasic. This directs the applicant to otherdepartments, such as licensing and trafficmanagement. There is no one-stop shop forevent organisers who, as well as the parksapplication, have to complete a ‘notice of apublic event’ form and send it to licensing –before then submitting applications for theappropriate licence.


The statutory notice periods are required forevent licences. Traffic management ordersrequire a minimum of 10 weeks’ notice.


The conference and hires officer processesapplications, decides whether the event goesahead and what other requirements are made ofthe applicants. Groups are required to producerisk-assessments and to have a minimum of £5million public liability insurance. The licensingofficers may request further documentation,depending on the size and nature of the event.


The arts and hires teams are available to offeradvice and support. The arts team is forming a

festivals forum – potentially providingnetworking, training/skills sharing, combinedmarketing, etc for arts events only.


Three parks in Croydon have premises licences.



There are good internal communicationsbetween arts, events, licensing, health andsafety, and community services.


Due to the volume of events covered by theClocktower and around the borough, the artsteam does its own marketing and is responsiblefor all promotions and most press and publicity.This is considered a major advantage asexcellent working relations have developedwith the local press and although the festivaland other events only occasionally pay toadvertise their events, they receive excellentcoverage.


The arts development officers are members ofthe London Events Forum and also the sub-regional arts officer group, the South LondonArts Partnership (SLAP) – along with Kingston,Merton, Richmond, Sutton, Bromley.


There are good working relations beingestablished with the community organisationswho access the borough’s parks and greenspaces for events. The borough is also workingto increase its relationships with organisers ofcommercial events.


It is very useful that the application to hire apark or open space gives clear informationabout how the application will be processed,what the next stages are and what furtherrequirements are likely to be made of the eventorganisers.


The London Borough of Ealing is classified as

one of the outer London boroughs, although it

is not on the periphery. The borough has a

population of 309,000 in 5,553 hectares and

includes over 100 parks and open spaces. These

include allotments, cemeteries, playgrounds,

and golf courses, in addition to the larger open

spaces, such as nature conservation areas. The

borough has three parks that have Green Flag

status.

1 Staffing

In 2009 Ealing appointed an external eventscontractor – Event Umbrella – to manage all itsoutdoor council events and to coordinate all theoutdoor community events that take place in itsparks and open spaces and in its streets. Thecontract will run for four to six years.

The contract manager of Event Umbrella works1-2 days per week and reports to the head ofparks and leisure. There are four full-time staff –an operations manager, two event coordinators,and a community event manager (these staff goto four days a week in the winter), a temporaryevents assistant for six months in the summerand a part-time coordinator, employedspecifically to manage the Greenford Carnivaland the Acton Carnival. Event Umbrella alsoemploys all crew and stewards who work on thecouncil’s outdoor events.

2 Outdoor events programme/activity

Ealing has a well-established programme ofevents.

2.1 Outdoor arts events organised by the council

The main council events managed by EventUmbrella are:

July• Acton Carnival: £1entry – taken over from

the community as it grew too large forthem to manage

• Greenford Carnival: £1 entry – taken overfrom community as above

• Comedy Festival, Walpole Park – 17 yearsold: ticketed festival, commercial rates

• Opera Festival, Walpole Park – three yearsold: ticketed festival, commercial rates

• Jazz Festival, Walpole Park – 25 years old:ticketed festival, £1 per ticket

• Blues Festival, Walpole Park – 10 years old:ticketed festival, £1 per ticket, free forchildren and families

• Global Festival, Walpole Park – five yearsold: ticketed festival, £1 per ticket, free forchildren and a free families area isprovided outside the main event site

Also:• Armed Forces Day – new• London Mela – Gunnersbury Park. Event

Umbrella does production only.Programme, marketing and sponsorshipare managed between RemarkableProductions and the Greater LondonAuthority (GLA). The GLA funding wasreduced in 2009.

For info: Gunnersbury Park is jointly owned byEaling and Hounslow. Ealing pays Hounslow forthe maintenance of the park. Hounslow holdsthe premises licence.




There are approximately 25 outdoor arts eventsin the borough that are organised by thecommunity. There are also five major streetevents, including the Southall processions inApril and October which attract up to 50,000people, the Hindu chariots procession, and theHanwell carnival. The council supports these

602009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF EALING

London Borough of EalingOutdoor arts events and activity

events with traffic management but this serviceis paid for by the organisers, except for Hanwell.


Information is not currently available.



Key points of the borough’s policies andstrategies are incorporated into the EventUmbrella contract with Ealing. The annualcabinet report made by Event Umbrellaprovides information that can inform policy andstrategy development.


The main benefits identified are communitycohesion, sense of place and pride in theborough and opportunities for engaging withthe arts. The borough gets good feedback fromresidents that indicates that the events –especially the music ones – are very good valuefor money.


Advantages: • Ealing has 100 parks and green spaces,

many small but some very large• very good support from members and

communications• the summer festival is very well-

established and well respected byresidents.


There are comments cards at the informationdesks at all of the events. The communicationsteam also devises surveys which it sends to itsevents email group and to friends on Facebookand Twitter. It then collates the information andproduces an overall report which feeds into theannual report to cabinet members. This reportincludes details of spend, achievements andproposals for the following year.

Additionally Event Umbrella has carried out itsown surveys, for example, at Global festival, itcarried out a survey in the family area and this

was how it found that the 15-17 age group wasnot engaging enough with the programme. It islooking at ways to redress this.


Event Umbrella is exploring the idea of anunderage style festival to redress 15-17-year-olds’ limited engagement with the currentprogramme. It also aims to move away fromcentral Ealing and to generate events in otherparts of the borough, creating more sustainableand diverse events. There overall aims are toincrease standards across all areas of eventmanagement, to develop the programme andto continue to professionalise.



Event Umbrella needs to generate £1 millionfrom park hires, stalls, sponsorship and ticketsales to produce the event programme.


Ealing pays Event Umbrella £186,000 for thestaffing of the event team and in addition paysfor and supplies office space within the townhall, as well as basic running costs for phones,stationery etc.

There is a £1m budget that is generated by parkhires, concessions, sponsorship and ticket saleswhich is earmarked for spend on the borough’soutdoor events programme, includingcommunity events. Ticket sales are outsourcedto See Tickets.

Although Event Umbrella manages theprogramme, all contracts for the events (forexample, for suppliers and artists) are withEaling Council; the council covers the publicliability insurance for the events, and the public(and often even council staff) perceive that theevents programme is delivered by the council.


Event Umbrella does not have any fundingavailable but is able to direct externalcommunity organisations to funding from thecouncil’s grants section. There are two mainsources of funding:


• ward forums: Ealing has 16 ward forums,each with three to four councillors as wellas members of the community. Each forumhas money for improvements, and apercentage of this is earmarked for events:£20,000 for revenue and £20,000 forcapital, spread over a number of events

• community chest: grants up to £5,000 forrunning costs and up to £5,000 one-offgrants to do something different – build anew carnival float, for example.


There is very good sponsorship support from anumber of councillors, the communicationsteam, and Ealing’s head of service. Mostly theyprovide lead contacts that Event Umbrella canfollow through. Event Umbrella is aiming to bemore proactive in gaining sponsorship for nextyear.



Event Umbrella has a very positive relationshipwith members and receives a lot of support forexample, with contacts for sponsorship. Itsprevious portfolio holder was very involved,would put forward ideas etc. Its current one isless involved, but still supportive. The leader ofthe council attends most of the events.Members receive free tickets to events.


Event Umbrella does not run any training orseminars.


Event Umbrella does not at present have fact oradvice sheets but the community eventmanager does help people get the informationthey require.


There is access to the community store inWalpole Park, which hires out event-relatedequipment.



There is currently no information pre-application form.


Initial enquiries are directed to the communityevent manager at Event Umbrella. Most firstenquiries are by phone. Small, low impactevents get assessed by the community eventsmanager, larger events that will have a biggerimpact on residents, for example, throughparking restrictions, will go to the event safetyand licensing group. Then the community eventmanager processes the applications for parkhire and sets the licensing processes in actionand aims to give as much help as possible.


The information required from event organiserson first contact with the borough applicants willvary according to the event and the timing ofthat first contact. A ’lead-in’ document is beingdevised to help organisers navigate the council.

6.4 Timelines advised/ required for non-councilevent organisers

Timelines are not currently set.


The community events officer processes allapplications.


Other support for community organisationsincludes:

• inclusion in the council’s event programmepublicity

• help with negotiating prices with suppliers(easier for Event Umbrella because it hassuch a large spend with some suppliersthrough Ealing but also through the otherfestivals that it produces in London.


The community event manager advisesorganisers who to contact in the council aboutfood safety, permissions for erection of bannersand bunting and other permissions.



These are generally good with all those on theevents licensing and safety group. There hasbeen some contact with the arts officers (forexample, the Literature Festival was apartnership project) and this is likely to increase.


£60,000 of the budget goes back to the councilcommunications team which is whollyresponsible for marketing the eventsprogramme from information supplied by EventUmbrella staff.

Events are marketed through advertisements attube stations, posters on lampposts around theborough, through the local press and radio,branding of the gates at Ealing Broadway tubestation, branding of mesh-fencing panels usedfor the events, through leaflets, summer pull-

out in the local newspaper, on the borough’swebsite and through social networking sitessuch as Facebook and Twitter. Also as ticketsales are outsourced to See Tickets, theprogramme of events goes in their marketing,which has a broad reach.

Ealing’s logo goes on all publicity and brandingand all design complies with the corporateguidelines at all times, though communicationsare conscious of giving the designs a festivalfeel.The dedicated officer for the events marketingworks to the communications manager.

All of the community events are included on theborough website and wherever possible inpublicity brochures (for example, if informationis available in time). Where there is a need forinterviewees, for example for radio, the artisticdirectors of the particular festival or eventwould usually be used.


Officers are on London Events Forum andthrough Event Umbrella have contact withfestivals in other boroughs. They also have beenable to network with other London boroughs atGLA events.


Enfield is an outer London borough with a


Local authority outdoor spaces, many of which

can be used for arts events, include 26 local

parks, 27 open spaces and up to 70 other green

spaces – gardens, recreations grounds and

sports fields. Three town centres also

programme and host events. Six parks managed

by the council have the Green Flag Award.

Non-council owned venues which occasionally

stage outdoor arts events include: Edmonton

Green Shopping Centre.

1 Staffing

In the education, children’s services and leisuredepartment there is a cultural manager, an artsand events development manager and an artsofficer. There is currently also a manager ofForty Hall, an indoor venue with a park; the hallhas its own programme of events. The culturalservices and Forty Hall are due to come togetherunder one manager. The parks department is inthe ‘place-shaping and enterprise department’and is about to take on a member of staff toorganise events in parks and open spaces.


The arts and events team has an annualprogramme of festivals and events. Festivals andevents are included in the ‘what’s on’ page ofthe council website and communities can feedtheir events into this.

2.1 Outdoor events organised by theculture/arts/events team

The main outdoor events organised by the artsand events officers are New River Festival andthe Enfield Autumn Show.

New River Festival – a free festival held annuallyin July, this was initially a community-led eventstarted to celebrate the regeneration of a newriver loop area. The event grew too large forthe community to manage so was taken in-house by the council arts team. The council artsteam has introduced a ‘green’ theme and ismoving it towards being part of Children’s ArtDay. The event is funded by the council and inthe past had financial support from ThamesWater. The event has been shortlisted in the BTVisit London Awards 2009 under the category ofConsumer Event of the Year.

The Autumn Show – a 57-year-old two-dayfestival held in a park in Enfield Town Centre,with entry charged at £3, £2 concessions andfree to under-15s. The show started whenEnfield was in the countryside and focuses onhorticulture, animals and vegetables. There is acrafts marquee, food and community stalls, amusic stage and a central arena for displays –horses, motorcycles, etc. The eventmanagement is contracted out, with thecultural team managing the contract andinfluencing the programming. The event isfunded by the council with a contribution fromthe police.

There is also the, Sights and Sounds ofEdmonton, a free, one-day, outdoor arts eventwhich has recently been funded by the council,property developer St Modwens and ArtsCouncil England. This event has a strongparticipatory programme. It also commissionedan aerial performance to encourage audiencesto look up and around and to take in newaspects of their environment. The police haveexpressed interest in supporting this festival.


There are events which include arts activity, suchas the Teddy Bears Picnic as part of National PlayDay, and the fireworks display. Enfield Homes,which manages the council properties,occasionally organise its own events and asksfor advice from the arts team about programmeand event management.

642009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF ENFIELD

London Borough of EnfieldOutdoor arts events and activity


There is no comprehensive list of eventsorganised by external arts organisations orcommunity groups, but the arts team workswith Edmonton Green Shopping Centre, leasedfrom the council to the property developers StModwen’s. The centre stages four main festivalsannually – an event at Easter, a summer eventwith street arts and workshops, a HalloweenLanterns event and a Winter Festival. Theseevents are core financed by St Modwen’s withsupport from event specific sponsors, such asASDA. The role of the arts and events team is tomanage, advise and to provide quality controlfor the events’ content.


Information not known.


• Edmonton Green Shopping Centre –Easter Event

• Teddy Bears’ Picnic• New River Festival• Edmonton Green summer events • three bandstand concerts in Hilly Fields• Sounds of Edmonton• Ponder’s End Mela• Enfield Autumn Show• Halloween Lanterns at Edmonton Green

Shopping Centre• fireworks display• Winter Festival at Edmonton Green

Shopping Centre• Various outdoor arts events at Forty Hall• events organised by Enfield Business Retail

Association .• events organised by Palmers Green Town

Centre • Enfield Homes’ work on neighbourhood

festivals.



The arts and culture strategy is currently in theconsultation process. The strategy will be jointlyowned by stakeholders and anticipates a widereadership. The strategy refers to ‘the wholeborough as an arts venue’, encouraging arts tobe experienced in different ways and places ‘as

part of the street-scene, in parks, at arts venues,in school life, in busy shopping centres, or quiethealth centres’. There is an arts and eventsmission statement:

The Enfield council arts and events teammission is to develop and nurture high-quality arts and increase participation increative activities and events across theborough by all sections of our diversecommunities.

The arts and events team initiates andpromotes high-quality engagement withthe arts through arts programmes whichinclude: festivals, exhibitions, installations,performances, outreach and professionaldevelopment for artists and artsorganisations. The arts and events teamcollaborates with and support artists andarts organisations within the borough andworks in partnership with the arts sectorregionally and beyond.

Events managed by the council are tailoredtowards meeting elements of the council’sstrategies and vision. The arts and events teamworks with other council directorates to meettheir objectives on the environment,sustainability and equality of access. Forexample the arts team often works with thefoster care team and joint council servicesproduces a dance project for disabled people.


The main two benefits identified are theopportunity to:

• broaden access to the arts by takingexciting performance and arts activity tonew audiences

• offer artists and performers the challengeof working outside their usual spaces,working with new and mixed audiences.

One challenge mentioned in association withoutdoor events was the slight difficulty ofgathering reliable audience data at outdoorevents, though this is not considered a majorproblem.


There are a number of very good parks andgreen spaces in the borough. There are strong


advocates in the borough for outdoor arts andevents. Residents and businesses and otherstakeholders in Enfield are very supportive ofoutdoor arts and events, which are perceived ascommunity celebrations.

One difficulty cited was that the A10 runsthrough the borough and audiences appear torarely cross the east/west divide that it creates.


All council-led events which the arts and eventsteam are involved in, are monitored. All artistsand arts providers have evaluation written intotheir contracts and work schedules. Themarketing officer supports the team with theanalysis of audience feedback. Monitoring andevaluation are used to create and maintain highstandards and to highlight areas that mayrequire development.

There are standard basic evaluation formsavailable for the artists and participants and forthe audience.


They would like to have an up-to-date eventtoolkit for the use of community eventorganisers in the borough. Fact sheets on theoutdoor spaces available would also be useful.They would like to encourage more visitors tothe borough.


There is no dedicated fund for festivals andevents in the borough, though the AutumnShow does have its own budget, and alsoreceives funding from event partners andsponsors. The council does not revenue fundany arts organisations in the borough, apartfrom the council-owned arts centres, such asForty Hall. Forty Hall does not have adesignated outdoor arts budget but providesoutdoor arts events as part of its overallprogramme.

The arts and events team has a small amount ofmoney available for arts commissions and thishas mainly, but not exclusively, been used for

innovative, site-specific works and outdoor artsthat enable the arts to reach new and mixedaudiences. The team is able to offerorganisations funding advice.


Income-generation targets for the parks arecurrently unknown. There is a £100administration fee for those applying to host anevent in one of the parks, though final costs areassessed individually. Council event organisersare charged for use of the parks. Depending onthe size and nature of the event (and regardlessof the event organiser), parks may also take a‘bond’ payment in advance, in case of damageto the park. The licensing section charges thestandard £21 for a temporary event notice butcharges for a premise licence are unavailable.


Funding varies for the events according topartnerships, ownership and so forth.


There is no council funding available for non-council events. Voluntary organisations canhowever sign up to receive funding news froman online website. The arts and events team hasa small budget for commissions.


The cultural manager manages and raises fundsfor the events and often brings in sponsorshipthrough networking and council contacts. Thearts and events officers also fundraise on an adhoc basis, particularly when there are newprojects they wish to get off the ground.



The cultural services team has a very goodrelationship with members and there is a coregroup of four to five councillors who are verysupportive of the borough’s festivals and events.The cultural services manager is a constantadvocate for outdoor arts events and is open toideas from the arts and events team. Councilofficers invite all members to all events andliaise with members freely.



There is no training available.


The arts and events team does not have oneavailable at present. It did have the millenniumtoolkit but this is now out of date. For thosewishing to hold an event in one of theborough’s parks, the parks team website givesaccess to an event safety guide and informationon fire risk-assessments and both are availableto download. There is also information on eventrisk-assessments – including a blank template.Those making bookings are advised to consultthese downloads before making an application.


There are no equipment resources available.


Blank site maps can be available from theplanning department.



The council website has:

• a list of all the main parks with variableinformation on each regarding history,features and facilities

• an application form that guides applicantsand gives pointers to other sources ofinformation within the council

• an event safety document, a fire risk-assessment document, information onrisk-assessments for events and a template


This varies. Possible first points of contactdepend on the desired venue. The first point ofcontact could be the parks department, thetown centre managers, or venue specificmanagers. Parks information on applications for

hires is available on the borough’s website.


The website implies that a full application form,complete with risk-assessments is required onfirst contact, along with such items as:

• details of any fairground rides andphotocopies of their documentation

• plan of the proposed site layout• first page of the hygiene inspection report

for any caterers• photocopy of public liability insurance

certificate

Applicants are advised that if their eventinvolves animals, pyrotechnics or filming,recording or broadcasting, a separateapplication may be required.


A minimum of eight weeks is advised for eventswith up to 2,000 people and a minimum ofthree months is required for larger events.


The process for non-council applicants isadministered through the parks team.

For the council-led events, or events where thecouncil is working with external partners, thearts and events team will initiate a safetyadvisory group and ensure that the appropriatecouncil offices (health and safety, emergencyplanning and liaison, licensing, environmentalhealth, etc) are brought in to advise andmonitor the planning and delivery of theevents.


Arts and events officers can provide supportwith monitoring and quality control.


A number of the large parks have premiseslicenses.




There is generally good communication withother council departments and the arts andevents team works to ensure the council’soverall strategies and vision are reflected in theevents programming. The safety action groupmeets as and when initiated by the arts andevents team for the council’s events.


The cultural services team, tourism, towntwinning and Forty Hall share their ownmarketing and press officer. There was a shortperiod when the post was vacant and it wasnoted that many opportunities to promoteevents locally and nationally were missed as aresult. The marketing and press officer hasdeveloped a good working relationship withthe local and national press and also deals withall the marketing for the boroughs culturalevents. The marketing is targeted not only atthe borough’s residents but at those livingbeyond the borough boundaries. London-wideand national press and audiences are consideredimportant targets in terms of raising the profileof the boroughs arts events and activities.

Marketing materials usually have to adhere tothe borough’s corporate style but there areexceptions for projects where the events haveexternal funding or partners and in thesecircumstances the project may commission anartist to design the marketing materials.


The arts and events team are very keen tomaximise the benefits of inter-borough

partnerships. As well as marketing their ownevents in neighbouring boroughs to increasetheir audience catchment area, they also receivemarketing materials from Barnet, Haringey,Broxbourne and the Royal Parks. They view thedisplay of neighbouring boroughs’ marketing asincreasing their own residents’ access to thearts.

The borough has a good working relationshipwith Haringey. Enfield is working with Haringeyand Barnet to develop the marketing of the artsand creative industries in North London. Thealready successful Enfield Film fund, set up in2003 has been improved and expanded byamalgamating into the North London FilmFund, working with Haringey, Camden andIslington.


Enfield has a number of external providers ofarts events, but at present little information isto hand about them.


Instances of good practice are:

• vision of the whole borough as a potentialarts venue

• commitment to access to the arts for alland track record of taking the arts tocommunities

• effort and achievements to integrate thearts into the delivery programmes of allcouncil strategies and the overall vision forthe borough.


Greenwich is an inner London borough with a

population of over 222,600 in 5,000 hectares.



spaces and three town centres. Six parks

managed by the council have the Green Flag

Award.

There are also a number of non-council owned

venues that stage outdoor arts events: Maritime

Museum, Greenwich Park (one of the Royal

Parks), Old Royal Naval College and the O2

Arena.

1 Staffing

In the culture and community servicesdirectorate there is one arts development officer(part of culture and arts) who programmes theartistic content of all the main outdoor councilevents. One parks officer takes all the initial parkbookings. Both have a close workingrelationship with the technical manager, who isbased in the communications and communityengagement directorate. The technical manageris responsible for all production on the council’sown outdoor events and also gets involved withcommunity events held in the borough’s parks.

Town centre managers in the borough alsoorganise events.


Greenwich has a large and varied ‘umbrella’programme of outdoor events, delivered by avaried range of council staff, key partners andcommunity groups. The programme is viewedand marketed and promoted as a whole,regardless of who organises or funds theindividual events. The marketed programmealso includes a number of events not held onlocal authority-owned property for example,

events held at the Maritime Museum or inGreenwich Park, which is one of the Royal parks.

2.1 Events organised by the council

As part of the community engagementprogramme, there are events which tie in tofour managed areas of the borough (Greenwichand Charlton; Eltham and Kidbrooke;Plumstead, Abbey Wood and Thamesmead;Woolwich. Each area has one winter and atleast one summer event – the Great GetTogether. The arts input is managed andprogrammed by the arts development officerand the technical manager oversees production.


Various officers throughout the council organisetheir own outdoor events (usually themedaround issues or campaigns but using the arts toconvey their message). They sometimes workwith the technical manager for productionsupport. These include events organised by thearts team, town centre managers, housing,health, etc.


Greenwich has a number of key partnershipevents that it works with and supports invarious ways, either through funding, access tothe support of the technical manager, etc. Theseinclude large events such as the ‘Run to theBeat’ half marathon, Greenwich and DocklandsInternational Festival, the annual fireworks onBlackheath with Lewisham Council – one of thelargest free public displays in London – and anumber of smaller festivals and events.

The technical manager works with manysporting events such as the London Marathon aswell as the arts and community engagementevents.


Commercial events are occasionally held in the

692009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF GREENWICH

London Borough of GreenwichOutdoor arts events and activity

borough’s parks and open spaces and in thestreets (for example, London Marathon) butthese are rarely arts-based. Commercial eventsare not actively encouraged and requests arejudged on an individual basis. Hire fees varygreatly.

2.5 2009 events programme (arts events orinclusive of arts activity)

January• Celebrate Woolwich – Town CentreMay• Great Get Together – Winns Common,

Plumstead• Funday – Maryon Wilson Park• Great Get Together – Blackheath Rugby

Club – Well HallJune• Plumstead Make Merry – Plumstead

Common• Tudor Festival Old – Royal Naval College• Great Get Together – Royal Arsenal Barracks• Greenwich and Docklands International

Festival – Greenwich Town Centre (fourdays)

• Greenwich and Docklands InternationalFestival – Woolwich Town Centre (one day)

• Greenwich and Docklands InternationalFestival – Greenwich Peninsula (one day)

• Great Get Together – Charlton Park• Horn Fayre – Charlton House • Asian Mela – Plumstead Common July• Summer Fayre – Well Hall Pleasaunce • Trust Thamesmead Festival • Great Get Together – Birchmere Park• Greenwich Film Festival including outdoor

film events in Well Hall Pleasaunce andMaryon Park and other places where filmsmade/connected to Greenwich

September• Sega Festival (Mauritian community event)• Greenwich Comedy Festival Greenwich –

Old Royal Naval College groundsOctober• Black History MonthNovember• Blackheath fireworks • Eltham Lights Up – Eltham town centre• Eltham Christmas Community Event • Greenwich Lights Up – Greenwich town

centreDecember• Charlton Christmas Cracker – Charlton

House• Woolwich Winter Warmer – Woolwich

town centre• annual circus – Blackheath



There is a community engagement strategy,which includes the provision of communityevents in the four areas of the borough. Thecommunity engagement team works with astrategic members group that decides on thefocus of the borough’s events programme andsets the parameters.

The community engagement team works closelywith the arts development officer toprogramme the artistic content of these events.


The main benefit cited was communityengagement and cohesion with events bringingmembers of a diverse community together.


There are a number of very good parks andgreen spaces in the borough, some council-owned, some independent. Greenwich has adiverse and creative community who supportthe borough’s programme.


Information not available.


The local authority would like to have an up-to-date event toolkit for the use of communityevent organisers in the borough.



No income-generation targets, etc, or chargesfor park hires. Council event organisers are notcharged for use of the parks. Community andvoluntary event organisers are not charged foruse of the parks if it is a public, open, freeevent.


Large events such as ‘Run to the Beat’,fairgrounds and commercial events are charged.

All event organisers are liable for any damageto the parks and are charged for any remedialworks required. Organisations may be requiredto make a deposit to cover this.


There is no centrally held budget for councilorganised events but various directorates havetheir own budgets and often work inpartnership, occasionally sharing costs withother directorates or external organisations,such as regeneration agencies/shopping centres.The community engagement team pays formost of the large community-focused events.


Changes in process mean that information is notcurrently available.


There is no specific officer to fundraise forevents, though officers do fundraise wherepossible.


5.1 Advocates for outdoor arts events and activitiesNo specific advocates were identified, thoughthe council has a history of valuing andsupporting outdoor arts events and thecommunity engagement team is responsible forconsulting with members.


None.5.3 Guidelines and information available for event

organisers pre-application (for example,fact/advice sheets/event toolkit)

None available at present. There was a‘millennium toolkit’, but this is now out of date.


The council technical officer can advise groupson where to get marquees, toilets and otherinfrastructure. For the larger events he/she canoccasionally book on behalf of the communitygroups, thereby accessing cheaper costs.


Event organisers booking the borough’s parkscan obtain blank site maps from the planningdepartment. The technical manager isresponsible for the site plans for all council-organised events.



The council website has:

• a list of all the parks for hire withdescriptions and features

• a simple online application form for parkhire

• basic information on licensing for events


Possible first points of contact are the artsdevelopment officer, the parks officer, licensing,or, if organisers are internal, they may go directto the technical manager. Most people areinclined to contact parks first so they can bookthe space and may do this via the internet. Allapplications go to a parks officer.


A very simple application form – one side of A4– asking contact details, name of event, type ofevent and a very brief description.


Those hiring parks must notify the technical manager of all their technical needs, and provide a site plan four weeks before their event.


The parks officer processes applications forsimple/small events that do not require anyinfrastructure or licences. (For instance, smallevents put on by the parks users groups as partof ‘Park Fest’). All applications that requireinfrastructure or licensing are passed to thetechnical manager who will then sendapplicants the relevant licence application packand a list of 10 people who must be sent a copyof the licence application.


If the event needs a straightforward temporaryevent notice (TEN) and there are no objections,the TEN is issued by licensing and the technicalmanager issues a park hire contract, which has anumber of conditions related to site and eventmanagement: for example, structures, marshals,noise, live animals, food stalls, waste clearance,etc.

Applicants for small events will thereaftermostly be required to liaise directly withenvironmental health, traffic management,health and safety officers, etc. For larger ormore complex events, applications will go to theevents licensing safety advisory group, which isadministered by the technical manager.

Where this happens, the technical managerliaises between the event organiser and thevarious council departments and to a limitedextent the other bodies such as the police, fireservice and ambulance service. Should there beany serious concerns raised by the safetyadvisory group or any public objections toapplications these are taken to the licensingpanel/board.


Apart from the conditions that go with the parkhire contract, and the information in the licenceapplication pack, there are no set guidelines,advice or support available to event organisers.However, on an ad hoc basis, it is clear thatcommunity groups as well as council organisersdo frequently call on the expertise of thetechnical manager, (who has been in post forsome time and is therefore a well-known‘resource’).


Larger events may be able to take advantage ofthe recently established premises licences thatthe council has acquired for three of its outdoorspaces (General Gordon Square in Woolwich, forthe screen that has been erected and where theBBC wishes to hold BT-sponsored events in thelead up to the Olympics; Winn Common, andPlumstead Common, where the licences willcover three events per year.



The safety advisory group meets regularly andensures that those involved in the practicalelements of event organisation are in closecontact. There is close liaison between the artsdevelopment manager, technical officer,community engagement and parks, despite allinvolved being situated in different directorates.


Communications and community engagementare the same department in Greenwich, whichmeans there is a very joined-up approach tomarketing both council and community events,as well as events hosted and organisedindependently of the council. The calendar ofevents in Greenwich is therefore very accessibleto the residents and tourists alike, particularlyvia the website.




Greenwich works with a number of externalproviders of arts events, with each relationshipbeing individual. For the Thamesmead Trustcommunity festival, for example, Greenwich‘hires out’ its technical manager, who then takeson the management of health and safety,production and the site management. For theGreenwich and Docklands International Festival,Greenwich makes a financial contribution andpromotes via its website, but has no directorganisational input.


For large outdoor events in Greenwich thepolice supply a ‘statement of intent’ which theysign up to in advance. This sets out what theywill and will not do, who is responsible forwhat, and includes an agreed decision-makingprocess.


Hackney is an inner London borough with a

population of over 209,656, comprising an area

of 1,898 hectares. It has the largest expanse of

green spaces of all the inner London boroughs,

with 62 parks, gardens and open spaces. Nine

parks managed by the local authority have


There are also two independent parks that have

the Green Flag Award: East Reservoir

Community Garden, managed by the London

Wildlife Trust, and Hackney Community Tree

Nursery and Edible Forest Garden, managed by

the Hackney Marsh User Group.

1 Staffing

There is currently an events coordinator and atemporary event assistant in the parks and openspaces team in the community servicedirectorate. Both of these are recently createdposts. These officers deal with all third-partyapplications, (approximately 80–100 per year).There is strong evidence that the number ofapplications will increase each year precedingthe 2012 Olympics. A sports booking officer isemployed in the parks department toadminister all sports bookings.

The head of museum and culture managesthree cultural programme officers: two full-timewith the other working three to four days aweek. This team is supported by a full-timeadministrator and the local authority currentlyemploys a freelancer to help deliver the youtharts programme, Discover Young Hackney.

The 2012 Unit employs a full-time culturalofficer who is responsible for the Hackney OneCarnival, one of council’s 24 core Olympic andParalympic projects. The 2012 Unit presents alimited amount of sporting events in parks

throughout the year; once again this is set toincrease in the lead up to 2012.

London Borough of Hackney also employs acorporate events manager, who oversees allinternal council events within indoor venues. Atown centre coordinator sits within thedirectorate of neighbourhoods andregeneration and coordinates a number ofevents in more urban outdoor spaces each year.


London Borough of Hackney hostsapproximately 100 events in its parks and openspaces each year. This is a mix of community-ledevents, council-facilitated events and third-partyevents. The programme is being built up eachyear and the current development of a strategyfor events in green spaces is helping to build thecultural offer in Hackney.

2.1 Outdoor events organised by the LondonBorough of Hackney

The main event organised by the council is theHackney One Carnival. The production elementof this event has been contracted out to anexternal events company, with the contractbeing managed by the borough’s 2012 unit inthe past year together with the culturaldevelopment team. The green spaces eventsteam works closely with a range of organisationsto facilitate a cultural programme in parksthroughout the year. Strong cooperation withthe council’s cultural development team has leadto a number of successful events in interestingand challenging locations.

The parks events team is presenting aprogramme of events in 2010 based aroundhealth and well-being. The programme is beingbranded, ‘Parks for Life’ and will present awhole range of activities, programmes andevents on the three key themes: physicalactivity, healthy eating and emotional well-being. Three of these events will be core council

732009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF HACKNEY

London Borough of HackneyOutdoor arts events and activity

events, that is, the events will be designed andmanaged by the parks events team. Theassistant role has just been extended allowingfor capacity to deliver this programme. Theparks events team will be managing the theseevents from design through to eventproduction, delivery and evaluation.


There are a small number of events organisedby other parts of the council but these mostlydo not have an arts content.

2.3 Outdoor events organised externally by artsorganisations/community groups and towncentre coordinator for Hackney

The list at 2.5 is some of the events staged in2009 in Hackney’s open spaces.

2.4 Commercial events

When the new events coordinator position wascreated in early 2009, a benchmarking exercisewas carried out to completely revise the hirefees for parks in relation to events. The new feestructure also created categories for commercialand corporate hires, which had previously notexisted. The number of events in this categoryhas increased due to a proactive approach and adesire to deliver excellence in customer service.Income has increased significantly.

2.5 Events programme (snapshot of arts events orinclusive of arts activity)

Outdoor events marketed jointly as Hackney’ssummer programme (along with indoor events):

• Rooted in the Earth: Joshua Sofaer• Dancing in the Square – Gillett Square,

Dalston (funded by Barbican BITE andGillett Squared)

• EXY2T at Dalston Mill in conjunction withthe Barbican and LBH (in situ for 3 weeks)part of the five host borough CREATEFestival

• Shoreditch Festival run by the ShoreditchTrust

• Wet Sounds at Clissold Pool• Fete for the Wicked Hackney Wick –

launch of Hackney Wicked Festival• Cabin/et Hackney Road Recreation Ground• Gillett Square Games Days• Hackney One Carnival – Hackney Downs

Park

Other events:

• 1-2-3-4 Shoreditch Now Music Festival inShoreditch Park

• Daymer Festival – a week-long festival runby the Turkish community

• May Festival – Well Street Common• National Youth Theatre – Fast Burn

Rehearsals – amphitheatre in ShoreditchPark

• Open Air Open Studios – artist-ledworkshops event in Clissold Park

• SNUG Annual Picnic – community event onStoke Newington Common

• StarLit Children’s Literature Festival inHoxton Square (a week of events)

• Just Dance Auditions – a series of events inShoreditch Park

• Christmas Market – Clissold Park



The existing parks and open spaces strategystates that the development of an events policywill ensure that a range of opportunities will beoffered to local community event organisersand larger event promoters. The eventscoordinator is currently drawing up an eventsstrategy and is revising the existing eventspolicy.

The activities and events objectives included inthe parks and open spaces strategy are:

• to ensure that events held in Hackneyparks contribute to community objectivesand the Cultural Olympiad

• to provide opportunities for people toparticipate in events and activities in parks

• to increase awareness of parks in Hackney• to contribute to community cohesion• to increase the range of people using

Hackney’s parks• to ensure equality of access for all• to ensure organisational communication is

improved to maximise cooperativeopportunities

• to ensure parks are used by a greaterdiversity of people for health and well-being activity

Hackney’s cultural framework has four mainstrands:


• inclusion and participation in the arts• sense of place• developing a sustainable infrastructure for

the cultural sector• developing and encouraging creativity

Sustainable community strategy (communitycohesion):

Our vision for a sustainable Hackney in2018:An aspirational, working borough, avibrant part of this world city, renownedfor its innovative and creative economy; aplace that values the diversity of itsneighbourhoods, and makes the most oftheir links across the globe to enrich theeconomic and social life of everyone wholives in the borough; a borough withgreater opportunity and prosperity foreveryone, whatever their background, andnarrowing economic, environmental andhealth inequality. We will have securedthe benefits arising from hosting the 2012Olympic and Paralympic Games; a green,cosmopolitan part of London with safe,strong and cohesive communities, and ashared sense of fairness, citizenship, andsocial responsibility.

Being published shortly and in partnership withHackney and City PrimaryCare Trust Making Hackney a great place to grow oldAchieving a healthy weight for all in Hackneyand the City 2010–18

3.2 Benefits and problems of outdoor events andactivity

Hackney acknowledges the many benefits thata well-designed events programme can bring tothe wider community. Social cohesion and asense of place can be achieved by events inopen spaces, which have communityinvolvement and participation at their core.

While events have the potential to causedifficulties within the borough, the processesand procedures which are now in place areminimising the risk of events causing issueswithin the community. The Hackney eventsadvisory team’s committee is the single mostimportant process to ensuring the risks to thecommunity are kept to an absolute minimum.

The three main culturally linked benefits ofevents identified by officers were:

• encouraging young people to access theparks and open spaces

• creating a sense of place for Hackney andits communities

• promoting a vibrant cultural sector

Hackney is part of CREATE – a culturalpartnership of the five Olympic and Paralympichost boroughs that is run by the five hostboroughs unit; Hackney is the lead of the fiveboroughs for culture. Research such as theCREATE 09 report also demonstrates economicbenefits. CREATE Festival events across the fiveOlympic host boroughs (Waltham Forest,Newham, Hackney, Tower Hamlets andGreenwich) shows a spend per head of around£16 in the local economy.


Positive impacts, but costs can be high,particularly when security is required. Can leadto complaints from local residents.

There are a number of large and beautifulvenues for outdoor events. The borough’s parksare being linked into the Olympic site via greencorridors. A close working relationship is beingestablished between the events officers and thecultural officers of the five host boroughs andthe results of this partnership approach arealready making positive changes. There isconsiderable development of the facilities in theborough’s open spaces in the lead up to theOlympics.

Due to local gang culture, certain venues have aparticularly negative image, often more inperception than actuality. The council is workingwith the police and community groups togradually change this perception and eventshave a significant part to play within this work.Programming is carefully considered and whenrelevant the police share information regardingpotential issues.

Hackney is one of the greenest inner Londonboroughs, although the open spaces are notevenly spread and some central wards have noparks.


Most events are run by external bodies, not the


council and there is no formal comprehensivemonitoring or evaluation of these events or oftheir impact on local communities. Monitoringof council-run events takes place whererequired, particularly when there are specifictargets set by either internal or external funders.Where cultural services has funded externallydelivered events from its budget, these eventsare monitored and the contract with theexternal supplier contains milestones andoutcomes which are measured and recorded.

All events that will be part of the ‘Parks for Life’programme will be monitored and evaluated toascertain the success of the programme. Genericsocial outcomes (from the MLA sector) areunder consideration across the council as a wayof measuring qualitative outcomes.


A complete revision of the following is almostcomplete and it is hoped this will make theevent application process more accessible anduser-friendly as well as improve the quality ofevents being presented in the borough:

• event application forms and guidance notes• terms and conditions• template event management plan for

community event organisers• events policy• standard evaluation template for internal

and external use• events strategy• continue to work more cooperatively

across council to increase the cultural offerin parks and open spaces

• improve the marketing and promotion ofthe annual programme of events

• produce an annual events calendar• ‘Parks for Life’ programme to establish a

sustainable programme that improves thegeneral health and well-being for theresidents of Hackney


4.1 Income generation targets/charges for use ofparks/licences

The parks events team has an income target of£30,000 in 2009/10 and this is anticipated to bereached. This is double what was achieved in

the previous year. Forecasts for 2010/11 areanticipated to be greater again and is directlyrelated to the new fees and charges, a moreproactive approach to marketing the borough’sopen spaces, and the increase in interest in eastLondon in the lead-up the Olympics.

There are nine different hire categories:community, charity, funfairs, circuses,commercial, corporate, private hire, park usersand public art installations and performance.Income in 2009/10 was used to fund an assistantevents coordinator position, it is hoped in thefuture that income will be reinvested back intodeveloping and seed funding community andcultural events. Park user groups are notcharged for use of the parks.

A bond may be required from those who bookthe parks for events in case of damage, but thisis at the discretion of the events coordinator anddepends on the size and nature of the event.

Further park charges may be incurred for water,electricity, waste clearance, skips, PRS fees etc.


There is no centrally held budget for councilorganised events. The events staff are lookingto raise funds through commercial hire of theirparks. However it is essential that a carefulbalance is met between commercial use,community use and the park being free ofevents for the best part of a year for use by localresidents. Hackney One Carnival was funded 65per cent by the council, with the remainder ofthe money as a grant from by Arts CouncilEngland.


The cultural development team budget comesfrom reserves. In 2009/10 this was roughly£100,000 for supporting cultural infrastructureof the borough. The cultural development teamdoes not grant fund but makes strategiccommissions that fulfil the aims of the culturalframework.

There are also some grants available fromHackney Community Voluntary Services, whichis part of ‘Team Hackney’ – a strategiccommunity partnership. Most events areexpected to self fund and advice is given onpotential funding sources and how to completeforms by the cultural development team.



The events team is looking at ways to fundraisefor a programme of events. There is no majorsponsorship of events at present.



There is broad support for developing furtherthe cultural offer in parks and open spaces. Thejoined-up approach by a number of councildepartments ensures that the programme, andits quality, is growing each year. Hackney is sucha rich borough in artistic resources and talentthat the role of facilitation is perhaps easierthan some other areas of London.


Event training for community groups has beenrun previously in Hackney and is being lookedat again. Discussions are underway between thecultural development team and the events teamon developing some workshops for communitygroups to increase skills and capacity.


There is a 2005 Hackney park toolkit available onthe council website. Officers are aware that thisneeds to be updated. The revised event guidancenotes are due to go live in the first quarter of2010. There is basic information on the websiteregarding the borough’s larger parks.

The events area of the website is to becompletely reviewed as it is not as user-friendlyas it could be. The revised events area of thewebsite is also due to go live in the first quarterof 2010.


The council does not have any significant eventequipment resources.


Maps of all parks and open spaces are availableon request, as event organisers are required tosubmit site plans this is essential. For largerevent organisers CAD files can be supplied.



An application to hire parks and open spaces isavailable online along with the terms andconditions for hosting events. Revised eventguidance notes, template risk-assessments andcommunity event plans will all be available fordownload early in 2010.


All event application for parks and open spacesare dealt with by the events coordinator or theassistant coordinator.


A completed five-page application form isrequired. Other documents requested are:

• signed terms and conditions of hire• a site plan and/or a route plan• copy of public liability insurance

(minimum £5m)• first draft risk-assessment


There is no set deadline for applications, but it isrequired that small events are usually requiredto submit all necessary paperwork at least 28days in advance of the event. For larger or morecomplex events, the organisers are invited toattend a Hackney event advisory team meeting,and the lead-in time will be longer, but there isno fixed timeline.

In practice, however, the events teamsometimes has to process applications for eventsat very short notice (as little as two weeksbefore an event is due to take place). This isparticularly the case for community eventsorganised by park user groups. This more rapidprocessing is undertaken to ensure that thecommunity gains maximum benefit from theparks and that events are not excessivelyhampered by the paperwork, particularly whenthe group undertaking the hire may not haveEnglish as a first language. Revision of thecurrent events policy and event guidelines willaddress minimum lead times for eventapplications.



The events officer will send an advice note,inviting any comments, to all internalstakeholders (for example licensing, culture,parks, environmental health, health and safety,communications), and to the ward councillorsand to the parks user group. Also, whererelevant, notice will be given to the borough’ssafer communities team and to the saferneighbourhoods police team. The events officerwill then assess whether it is necessary for theevent organisers to attend a Hackney eventadvisory team meeting.

When this decision is made, assuming the venueis available, a provisional approval letter is sentto the organiser detailing what furtherrequirements they need to meet. Whereappropriate they will also receive with this anenvironmental health questionnaire forcaterers, an event method statement template(for small events not requiring a full eventmanagement plan), and a risk-assessmenttemplate.

The event is entered on the corporate eventcalendar. The event organisers are required tocontact licensing and building control. The coreHackney event advice team consists of events,licensing, pollution, commercial waste, trafficmanagement, police events planning, healthand safety, emergency planning, the firebrigade station officer and the ambulanceservice. Other officers who may attend meetingswhere needed are trading standards, insurance,cultural development, community safety,parking control, green spaces manager andbuilding control.


The events team offer as much help as they areable in supporting groups to work through theapplication process. This approach is embodiedin the council’s corporate customer servicepolicy.

6.7 Existing premises licences in the boroughCurrently Hackney has eight parks with over-arching premises licenses, although none havealcohol licences and there is currently nointention to change this as it helps in themanagement of disruptive behaviour in publicspaces. This information will be on the webonce the revised website is live.



There are good internal communicationsbetween parts of the council and the recentlyestablished Hackney event advisory team is aconsiderable asset towards providing a seamlessservice.


The council’s communications team isresponsible for managing all press and publicity.There is a programme of summer events inHackney that includes events championed bycultural services division. The borough also usesits own fortnightly Hackney Today newspaperto promote its events and those of key partners.Organisers of non-council events can enter theirevent on the Hackney ‘What’s On’ pages, free ofcharge. They can also advertise in HackneyToday, although there is a charge for this.


The events officers are members of LondonEvents Forum and are optimistic that thisorganisation will facilitate good partnershipworking across London. There is cross-boroughworking in CREATE, the five-boroughpartnership linked to the Olympics.


There are good working relations beingestablished with the community organisationswho access the borough’s parks and greenspaces for events. The borough is also workingto increase its relationships with organisers ofcommercial events.


The application to hire a park or open space inHackney gives clear information about how theapplication will be processed, what the nextstages are and what further requirements arelikely to be made of the event organisers.


Hammersmith and Fulham is an inner London

borough with a population of over 176,800 in

1,640 hectares. It has 53 parks and open

spaces, of which 34 are parks.

Three parks managed by the local authority

have the Green Flag Award: Frank Banfield,

Margravine Cemetery and Ravenscourt Park.

1 Staffing

Established in April 2007, the arts, events andregistration service is located within the parksand culture division of the residents’ servicesdepartment. The events team includes abusiness development manager, who managesthe team, which consists of two event managerswho deal with all park and Hammersmith andFulham Town Hall venue hires and manageinternal catering, with support from twoassistant event managers, an event officer and ateam assistant. There is no specific arts officer.

The events team deals with all third-partyapplications, supports commercial andcommunity organisers and organises a numberof council-led events, both indoor (mostly civic)and outdoor events in borough parks and openspaces.

A facilities management review is in process toaddress internal hires for meetings.


Hammersmith and Fulham promote an outdoorevent programme and has a number of publicand private, free and paying arts events held inits parks and open spaces. There are twoprogrammes of events published –spring/summer and autumn/winter, whichinclude both indoor and outdoor events.


The events team directly organised 15 events in2009 and 12 of these were outdoor events.


Along with the events team, the borough’stown centre managers and sports team officersorganise outdoor council events.

Fulham Palace and Museum comes under theLondon Borough of Hammersmith and Fulham’sparks and culture division, but the venue and itsevents programme are run independently ofthe events team.


The town centre managers organise their ownprogrammes of free outdoor events in Fulham,Shepherds Bush and Lyric Square. Otherexternally organised events include Opera in thePark and Shakespeare in the Square.

Community groups and ‘friends of parks’ areencouraged to organise their own outdoorevents and the estates teams have active eventsprogrammes although the arts content of thesecan be minimal and the events team is aware ofthe need to build the capacity and knowledgeof these non-professional organisers in order toraise standards.


The events team hosts a range of outdoorcommercial events (sporting, arts and other, forexample, fairs, private weddings) but has to besensitive to residents and their needs.

There are three major football stadiums,Chelsea, Fulham, and Queens Park Rangers inclose proximity to the parks. As Earls Court and

792009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF HAMMERSMITH AND FULHAM

London Borough of Hammersmith and FulhamOutdoor arts events and activity

Olympia along with HMV Hammersmith Apolloand O2 Shepherds Bush Empire are within theborough boundaries, there are already manycommercial events that attract large audiences.


• Spring Into• Japanese Festival (in partnership with the

Japanese Society): this was a pilot projectin 2009 leading to the centenary of theAnglo-Japanese Exhibition in 2010

• Play Day• Fulham Festival• Autumn Days• two fireworks displays in Ravenscourt and

Bishop’s Parks• Cultural Triathlon (as part of 2012 Open

Weekend)• the Boat Race (which goes across four

boroughs) has a street arts element• Celebrate Fulham • Dance Umbrella on Parsons Green• library open events• Lyric Summer Party• Street Piano• Polo in the Park• Open Air Theatre at Fulham Palace• Fulham Christmas lights• Greenfest• Big Lunch• opera in Ravenscourt Park• Shakespeare in the Square• Ceroc • London Vintage Fashion Fair• Ceilidh club • Medium Rare – potential arts event in

Ravenscourt Park



Hammersmith and Fulham’s event strategy(published September 2009) provides thestrategic direction for events in the borough.

Extracts from the executive summary include:

VisionThe vision and strategic priorities forevents in Hammersmith and Fulham havebeen developed in consultation withinternal and external stakeholders: Todevelop and deliver an events programme

that creates a lively and vibrantplace tolive, work and visit, whileensuring the sustainable use of theborough’s venues.

Strategic prioritiesFollowing consultation withstakeholders and in conjunctionwith national, regional and localpolicy drivers, the followingstrategic priorities have beenidentified:Priority 1: celebrate Hammersmithand Fulham and engage itsresidents through diverse eventsPriority 2: facilitate neighbourhoodevents and the animation of localopen spacesPriority 3: ensure the sustainableuse of Hammersmith and Fulham’sparks, open spaces and indoorvenues for events.

Action planSome of the actions that will deliverthe priorities are:• conduct an annual review of

events based on informal andformal feedback andneighbourhood consultations

• establish the Hammersmith andFulham events advisory group tooversee and review large events

• put in place a policy and selectioncriteria for hiring out boroughvenues for events

• improve and extend the use ofcouncil media and othercommunication channels,including digital, to promoteborough events and venues

• signpost to guidelines andstandardised procedures for localresidents wanting to runsuccessful events

• ensure that where appropriateevents are discussed with friendsgroups and residents associations

Implementing the events strategySome of this work has alreadycommenced. This includes:• a diverse events programme is in

place.• feedback from attenders and

artists/contractors at events iscollected and analysed and used


to inform future event planning• a good working relationship is in

place with Hammersmith and FulhamVolunteer Centre to promotevolunteering opportunities at boroughevents

• consultation meetings have taken placewith stakeholders of Bishop’s Park andRavenscourt Park, Hurlingham ParkDistrict Residents’ Association, St Peter’sSquare Residents Association and thePeterborough Road and Area Residents’Association.

The parks and open spaces strategy produced in2008 differs from other boroughs in that itincorporates a strategy for private as well aspublic open spaces. The strategy acknowledgesthat the value of open spaces is steadilyincreasing as London becomes more crowded.

One of the priorities is to enable moreorganised entertainment and community eventsand the borough aims to achieve this throughdeveloping facilities (for example, bandstands)and by developing policy and advice forcommunity event organisations.

There is an arts strategy, which runs to 2010.


The main benefits are increased access to theparks, promoting healthy lifestyles andsupporting community cohesion in a diverseand constantly changing borough.

The problems relate mostly to the perception oflarge events held in the borough in venues andthe inconvenience this can present to residentsin terms of impact on spaces, limited access,increased traffic and noise.


The borough has begun a programme of parkrefurbishments and improvements and has acore group of outdoor venues that areaccessible, licensed and well spread through theborough.

Transport links in the borough are excellent. Alarge part of the borough boundary runs alongthe Thames and this is being developed as arecreational resource.

Shepherds Bush Green has plans forrefurbishment.

The borough has a number of excellent arts andtheatre venues (such as the Lyric Theatre,Riverside Studios, Bush Theatre, Bush Hall, TheBhavan Centre, Irish Cultural Centre and TheCentre for Polish Art and Culture), which oftenfeed into the outdoor arts events programme.

There is awareness of the need to strike abalance between conflicting commercial andcommunity uses of open spaces.


Audience feedback surveys are carried out at allevents. Volunteers are used to getting audiencefeedback at events but often there is a limitednumber of personnel available. This needs to beincreased and community organisers needincentives to organise their own monitoring andevaluation processes.

Feedback forms are shortly to go online so thatstakeholders will be able to make their views onindividual events known. The officers also meetresidents and stakeholder groups twice yearly atRavenscourt and Bishops Park in order to obtainfeedback about the borough parks’ premiseslicences.

Further consultation is carried out throughparks’ ‘friends groups’ and event specificconsultation for example, Polo event. Part ofthe event officer’s remit is to bring the arts intothe borough’s events, including communityevents, but there is at present no formal systemfor monitoring the arts content at events.


The events team is keen to develop morepartnership working, particularly as it does nothave a dedicated arts officer or budget foroutdoor arts events. The team is keen to have atoolkit that will assist event organisers in theborough and help raise standards of good eventmanagement practice across the communityevents. The team plans to have morecomprehensive information about individualparks and event organisation on the website.




The events team has a significant annual incometarget in 2009/10 but it is not anticipated thatthis will be reached. The team has set prices forcommercial hires but as the status of each eventhire is individually assessed depending on thesite, infrastructure and intended audience. The four basic categories are for commercial,private, charity and community rates. There isan administration charge of £120 and mostlythis is all the community groups will pay.

For example, a three-day polo event inHurlingham Park involved intense residentliaison and consultation with monthly meetingsand a regular residents’ newsletter. In order tofurther engage local residents with this paidevent, the council and the organisers workedclosely with schools and there was a free familyfun day for the community held on the Sundayof the event, which was negotiated as part ofthe contract. The polo event also used theWimbledon-style system of ballot for access totickets. The event was a pilot project in 2009and Hammersmith and Fulham has contractedwith the organiser for the event to take place in2010-2012. Many local residents now supportthe event and take pride in the fact that it isheld in their neighbourhood.

There are five parks and open spaces withpremises licences and further licences may beapplied for if needed.


There is a limited budget for council-organisedevents, although events like Play Day andChristmas Day lunch have a small core budget tocover infrastructure costs. The events staff arelooking to raise funds through income-generating activities and sponsorship.


The events team does not have a budget tosupport community events but organisers areencouraged to apply to the fast track smallgrants fund, which is in a separate directorate.


The events staff are looking at ways tofundraise but there is minimal sponsorship of

events at present. The events team aims todevelop sponsorship packages for some of theirevents.



The council’s cabinet member for culture andheritage and cabinet member for residents’services along with ward councillors areconsulted and involved with events. The eventsstrategy was a cabinet decision.


There are currently no event-related trainingschemes or seminars.


There are some existing community guidelinesavailable but they are in the process of beingreviewed together with an events toolkit. Thecouncil’s environment department haveproduced guidance for event organisers andtraders. The events team also provides one toone support to event organisers.


The council has some event equipment resources– for example, a small PA system and a fewsmall outdoor pop-up structures that are usedfor Hammersmith and Fulham-managed events.


Maps of key parks and open spaces are availableon the website.



Applicants need to contact the events team toget an enquiry form.


All event enquiries and applications for parksand open spaces are directed by the call centreto the events team. Organisers do sometimes


however go direct to licensing for a temporaryevent notice and are redirected to the eventsteam.


Event organisers are asked to fill in an initialenquiry form providing details about theproposed event activity.


There is a 21-day guideline for small communityevent applications and minimum of six weeksfor large commercial events; however theevents team will consider late event applicationson a case by case basis.


The event manager and/or assistants process theform and liaise with the organisers to getfurther information (such as an event plan, risk-assessment and insurance details), and onceequipped with the required information, caninform the event organiser of costs based onthe application details.

Depending on the size and nature of the event,when necessary, internal consultation is carriedout via council colleagues in parks, parksconstabulary, environmental health, licensingand highways who are members of an eventadvisory group. For larger events, police, fireand ambulance services are consulted and oncethe internal consultation is carried out, ifappropriate the events team may consultfurther with stakeholder groups and residents.

The events team work closely with parksconstabulary who have a combinedpolice/community warden role. One inspector,three sergeants and 20 police constables coverthe parks in shifts from dawn to dusk.


The business development manager, eventmanager and assistants are available to offerone to one advice and support and a dedicatedproject officer is allocated to the eventapplication. An initial site visit is arranged withthe event organiser, accompanied by additionalrelevant council officers if required.


There are four local authority parks that havepremises licences:

• Bishops Park• Ravenscourt Park• Furnivall Gardens• Normand Park

Lyric Square also has a premises licence.



There is good communication with othercouncil departments and there is a desire tocontinue to develop the close joint working toensure a smooth internal operations and anefficient customer experience for eventorganisers.


The council communications team is responsiblefor all aspects of corporate press and publicitybut the events team is responsible fordeveloping event specific marketing plans. Theevents team and communications team havemonthly planning meetings. The council’sfortnightly newspaper, Hammersmith andFulham News (distribution 84,000) providesevent-related editorial free of charge; howeveradvertisements do incur a charge.

The communications team has in-housedesigners who adhere to corporate guidelineswhen creating event-specific promotionalmaterial. The events team uses a widedistribution list of borough organisations topromote events via print and media, posters,banners and e-shots. There are two eventprogrammes produced annually, which includeoutdoor arts events in the borough and there isa monthly events calendar on the website. Thecouncil’s event-related web pages are currentlyunder review. The communications team liaiseswith members to give press and mediainterviews and quotations for events.


The events team belong to London EventsForum and have already reaped benefits from


the networking and best practice sharing thatthis has facilitated. They are also due to take onresponsibilities relating to the London-widementoring scheme for local authority eventsofficers. They are also members of the WestLondon Alliance and West London 2012partnership and worked in partnership with theWestern Wedge, Momentum and the SEER andare supporting Big Dance 2010.

The events team see cross-borough working asessential to meeting their residents’ needs andhave regular contact with borough counterpartcolleagues.


There are good working relations establishedwith the high-profile arts organisations and

venues in the borough and with communityorganisations who access the borough’s parksand green spaces for events. They consider theirkey partners to be Hammersmith and FulhamArts Forum, Hammersmith and FulhamVolunteer Centre, libraries, town centremanagers and their local businesses.


See references above regarding the communityrelations established with the commercial poloevent held in Hurlingham Park.


Haringey is an outer London borough with a

population of 225,700 in 2958 hectares. Venues

that can be used for outdoor arts events include

60 local authority parks and green spaces as

well as the independently managed Alexandra

Park and Lee Valley Regional Park. Highgate

Woods is managed by City of London. Eleven

parks managed by the council have the Green

Flag Award.


venues, which occasionally stage outdoor arts

events, such as Alexandra Palace and the Bernie

Grant Arts Centre.

1 Staffing

There is an events and operations manager whoworks to the head of neighbourhoodmanagement, in the policy and partnerships,performance and communications department,under the chief executive. This officer worksclosely with the seven neighbourhood teams,with the key staff in the parks customer careteam, and the regional manager for parks.


The council actively promotes all of the eventsin the borough’s parks and open spacesregardless of who the organisers are.


The council mostly organises events inpartnership with local communities, even ifthese events are initiated and part-funded bythe council (Green Fair, for example).


The events and operations manager works with

a range of council departments to provideevents that meet their strategic aims, and alsosources funding for events from other councildepartments.


The seven area assemblies have closecommunity contacts with organisations andgroups who organise their own events either inpartnership or with support from the council.

There are a large number of community artsevents and fun days, which include an artselement, held in the borough’s parks and openspaces. Use of the parks for community and artsevents is positively encouraged.


Information varies annually.


• Bernie Grant Arts Centre is new but hasopen spaces for events

• Bruce Castle Park – a programme of eventsincluding the Bruce Castle Carnival andTottenham Carnival as well as a number ofarts days

• Stationers Park has a programme of events• Green Fair on Duckets Common attracting

5,000 people. Partnership working withthe community

• Schools Green Fair held on the Friday onDuckets Common

• Peace Rock concert in Finsbury Park • Hornsey Winter Lantern Festival and Carol

Concert• Car Free Day• Haringey Green Lanes Food Festival has

staged entertainment• Downhills Park hosts a number of

community initiated arts events on an adhoc basis

• Priory Park hosts a number of fun-daysthat include arts activity

852009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF HARINGEY

London Borough of HaringeyOutdoor arts events and activity



The Haringey open spaces strategy identifiesfestivals and events as important means ofbeing communities together and for providingaccess to cultural experiences. It sets as astrategic objective, ‘to develop and promote anincreased number of opportunities for peopleto enjoy cultural experiences and activities’. Thestrategy is due for review in 2010–2011. Thecultural strategy is under review. There is a drivefrom councillors for more outdoor events in theborough.


The benefits include the income raised frompark hires. Events are recognised a means ofbringing communities together and creating alocalised sense of identity. There are economicbenefits as local traders benefit from events andin particular Haringey successfully worked inpartnership with traders on the Haringey FoodFestival.

Problems often relate to traffic congestion.


The borough has some good spaces for events,including Finsbury Park, where 20 of the 115acres are designated as an event area. (For paidevents a steel shield is erected). There are goodtransport links from central London.

Many events have good involvement from thefriends groups who have representatives on thefestivals and events committees. This engagementwith the local community means there is morecooperation and less complaints. The friendsgroup of Finsbury Park, however, is opposed to allbig concerts on the basis of increased noise andthe potential for increased litter.

Some events are required to be organised atvery short notice (for example, less than therecommended lead-in times)


The parks officers do site visits but this is morefor monitoring of practical issues.

Festivals which are funded through the ‘MakingA Difference’ grants have evaluation forms tocomplete.

The events and operations manager arrangesdebriefs and evaluations of the larger events,especially where they have been organised inpartnership with the community. The debriefsare considered an essential part of eventdevelopment.


The borough is working towards an increasedprogramme of outdoor events, although theexisting staff are already quite overstretched.



Not currently known if there are income targetsfor parks and open spaces and where theincome goes. Rates cards are available from theparks customer care team.


There is no central outdoor events budget butthe principal events and operations managerworks with a selection of partners in councildepartments and through them accessesfunding for the council events. Where thecouncil is working with community groups tomanage events, the latter are eligible to applyto the ‘Making A Difference’ fund (see 4.3)


Each of the seven area assemblies in theborough have £50,000 of council funds thatthey can spend as they choose. Note: this issubject to a voting system by the residents inthe affected area and funds are ‘making thedifference’ funds These funds are mostly usedfor community events and street festivals, at therequest of local communities.


Community festivals often arrange their ownfundraising and sponsorship, but the principalevents and operations manager often helpsevents access funds from a range of councildepartments.




No specific advocates are identified, butcouncillors as a whole in Haringey are keen formore outdoor arts events to take place.


There is no training currently available forcommunity event organisers.


The Haringey website has quite detailedinformation on the 11 parks that have beenawarded the Green Flag and it also suggests whatsort of events might work in the different parks.

The website has online information regardingbooking parks and organising events.Applicants are pointed in one of either twodirections depending on the size of the event.Organisers of events or performances withaudiences up to 100 people are directed to thesmall events guidelines which can bedownloaded. These give basic information,contacts for licensing and set out the process forapplying.

Organisers of larger events are directed to thedownloadable event guide. This has details ofthe main parks, explains Haringey’s approach toevents and refers to its strategic objective inrelation to open spaces, ‘to develop andpromote an increased range of opportunitiesfor people to enjoy cultural experiences’. Itexplains the process for booking a park for anevent, gives the assessment criteria that will beused and details all the documentation that willbe required. Applicants for events are requestedto contact the parks customer care service totalk to an officer and to get an application pack.


There is no equipment hire service available.


The Haringey website has a new service whereanyone can access maps of any part of theborough including maps of the parks.



See 5.3.


The parks customer care team is suggested asthe first point of contact. For organisers whohave already worked on events in the borough,they may go direct to the events and operationsmanager in the first instance. At any point inthe event application process the events andoperations manager is available to offer adviceand guidance and if necessary to meetcommunity event organisers and support themthrough the processes, from form filling to risk-assessments and drawing up the eventmanagement plan.


Organisers of small events for up to 100 peopleare required to submit an application, anoutline event management plan, a signed copyof the park hire terms and conditions and acompleted event safety checklist.

Organisers of events for over 100 people arerequired to send in a brief description of theevent, which park they want to use, dates,details of expected audience numbers and howthey will market the event plus details of whatstructures they will use.


For large events there should be 12 weeksbetween time of enquiry and the event. Forsmall events it is six weeks.

A minimum of six weeks is needed for eventsrequiring a premises licence and three weeks forevents needing a temporary event notice. Forbig concerts in Finsbury park there is 16-weektimescale.


Once an application for a small event is receivedit is assessed by parks and if approved the eventorganisers are then required to complete andreturn an indemnity form, give the event


coordinator’s details, send a developed event-management plan and risk-assessment, site plan,evidence of public liability insurance, and therequired fee with a deposit, if any is requested.There will then be a meeting at least three weeksbefore the event between the organiser of theevent and a parks representative. Parks will meetthe organiser on site after the event to check thepark grounds and have an informal debrief.

For events involving over 100 people, once thebrief description is received, parks will advise theorganiser whether the council is are happy toproceed and if so it sends an application pack.

The application pack includes an applicationform, the events guide, an event process guide,an event-management plan guide, a fees andcharges card, a safety checklist, the terms andconditions and a request for evidence of publicliability insurance.

The event organisers and parks need to meet atleast three weeks before the event and for largerevents representatives of the police, fire service,environmental health, traffic management, etc,will be invited according to need.


The event and operations manager is availableat any stage of the process to offer guidanceand advice and can help with risk-assessments,the event management plan and form filling asrequired. Specialist officers (from food safety forexample) are also available to offer advice andguidance. The events guide includes advice andcontacts for health and safety, licensing andfood safety.


Finsbury Park is the only park with a premiseslicence, including alcohol. In addition to funfairsit can host five large concerts per year, but in2009 there were none. This is partly due to thefact that Mean Fiddler is no longer involved inthe venue, but the council currently has a lot ofinterest from other promoters.



There are strong interdepartmental

communications and a number of events areorganised and funded in partnership bydifferent parts of the council. The principalevents and operations manager occasionallyworks with the arts and libraries officersalthough most of their events tend to beindoors.


All publicity that carries the Haringey logo hasto adhere to the corporate guidelines and ismanaged by the communications team.Communications support for festivals andevents varies according to the communicationteam workload. For press interviews thecommunications call in either the festivalpromoters if is an independent event (forpartnership with communities.

Email marketing and the use of social networksis not formally managed, though partnercommunity groups may use this to promoteevents they are linked to.


The event and operations manager often liaiseswith colleagues in neighbouring boroughs,especially on practical issues like road closuresand traffic implications. They also often liaisewith the boroughs that border Finsbury Park forexample, Islington and Hackney.


There are close working communications andcollaborations with a large number ofcommunity event organisers and committees.The fact that the events and operationsmanager works to the head of neighbourhoodmanagement enables excellent communitylinks.


The guidelines available on the website forevents in parks and open spaces include a list ofthe criteria which applications will be assessedagainst and the processes for putting on anevent are very clear.

Haringey has some excellent examples ofworking with local communities on events,particularly traders.


Harrow is an outer London borough with a


There are 35 local authority parks and six open

spaces plus 11 green belt open spaces, 24

sports and playing fields. There are no town

centres that are used for events. Three parks

managed by the council have the Green Flag

Award.


venues that stage outdoor arts events, such as

the Kodak Sports Ground (Zoom Leisure

Ground) and Harrow School Fields and Farm.

1 Staffing

At present in the community and environmentdirectorate, under libraries and cultural services,there is a service manager for Harrow ArtsCentre, Harrow’s only dedicated arts facility.Harrow Arts Centre has a team of three artsstaff (artistic programme manager, participationmanager, and an administrator). These officerswork solely on programming Harrow ArtsCentre.

There are no outdoor arts events staff. Thecentre’s programming staff are supported bybox office, business, marketing, facilities andsite staff in the operation of the venue.

Officers working in the communitydevelopment team, who deliver the council’sonly outdoor festival, are also in the communityand environment directorate, as are parks andsports (public realm), and licensing andhighways (community safety). Planning sits inthe ‘place-shaping’ directorate.

The grounds maintenance staff for parks reportdirectly to the service manager for public realm,who is responsible for paving, street cleaning,lighting, and parks, among other things.


Harrow has no overall outdoor eventsprogramme, and limited outdoor arts activity.

2.1 Events organised by the council libraries andcultural services

The Harrow Arts Centre has a forecourt,conservation green space and is adjacent to acouncil-managed sports field. The centre hasheld open weekend events using its outdoorspace. Harrow Museum is in a council-managedpark and has its own enclosed field as part of itscomplex. It holds several outdoor fete-styleevents through the year, the highlight beingThe May Day celebration; it also plays host to amonthly farmers’ market.


Under One Sky is the borough’s only outdoorfestival, delivered by the communitydevelopment team. The main aim of this festivalis community cohesion and it has a mixed familyand youth audience. There is no specific artsagenda but a number of arts performances andactivities are integral to the festival.

The festival is held in the private Zoom LeisureGround, which has a large number of parkingspaces available and is gated, which allows forgreater security and for entrance charges to betaken. Admission is £3 or £1 for children andconcessions, with under-10s being admitted freeof charge. The event attracts 12,000 people. Thefestival is not funded so needs to generate itsown income through sponsorship, concessionsand admission charges.

The community development team is looking todevelop two or three more small communityfestivals in other parts of the borough.


Roxeth Show is a free community fair that takes

892009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF HARROW

London Borough of HarrowOutdoor arts events and activity

place over a weekend in July and includes theHA2CANDO carnival in which Harrow’s schoolstake part. It is managed by the Harrow andPinner Lions and is funded through privatesponsorship.

The Pinner Association manages a few annualevents, some of which have an arts content. Itreceives no funding and has minimal contactwith the council. It liaises directly with thepolice for the parade and any streets activity.

In addition there is a:

• pantomime evening• St George’s Day parade and wheelbarrow

race • Summer Concerts in the Pinner Memorial

Park

The Harrow Users and Residents’ Associationorganises a Spring Day Festival and a KiteFestival on Harrow Recreation Ground. It worksin close contact with the public realm team onthis.


There are no known commercial outdoor artsevents in the borough.


• Spring Day Festival on Harrow RecreationGround

• St George’s Day parade• May Day Celebration• Under One Sky• Open Weekend• Kite Festival• Summer concerts in Pinner Memorial Park• Roxeth Festival and HA2CANDO carnival• Pinner Pantomime Evening



The last cultural strategy was for 2003–2008. Anupdated strategy is being produced. Theborough’s cultural strategy acknowledges thatfestivals ‘provide important opportunities formembers of the community to share andexperience each other’s cultures’ but, apartfrom Under One Sky, the council-led festivals arealmost exclusively celebrated in indoor venues

(Black History Month and Disability Arts Festival,for example).


The main benefit cited was communitycohesion.


Since the last census in 2001 the population ofHarrow has changed considerably. Thegovernment grant to Harrow is based on the2001 census but is now much less than thecouncil actually needs. Availability of funds istherefore a significant issue in Harrow.

There is no specific parks manager or persondesignated to encourage events in theborough’s parks. Arts officers have onlyrelatively recently taken on the management ofthe Harrow Arts Centre after its previousmanagement company ran into problems. Thereis a lot of building work and developmenthappening at the centre, which currently takesup most of the officers’ time.


Information not known.

3.5 Aspirations: desired improvements to theexisting events programme and what might make these improvements possible

The council would like an up-to-date eventtoolkit for the use of community eventorganisers in the borough. A procedure forapplying to run events in the borough’s parksand open spaces might encourage moreindependent organisers to produce events.



There are no income-generation targets set forpark hires. The council and other organisationsmight be charged for park hires but there is nota set amount. Event organisers may be liable forany damage to the parks and may be chargedfor any remedial works required. Organisations


may be required to make a deposit to cover thispossibility.


There is no centrally held budget for council-organised events and Under One Sky – theborough’s only outdoor arts event – has to coverits own costs apart from the staffing.


There is no council funding available from thearts team but it is able to advise artsorganisations to apply to the community grantsscheme which can make small awards and italso refers people on to a few locally activeprivate trust funds.


There is no member of staff tasked withfundraising or sponsorship for the arts, eventsor festivals.



No specific advocates identified.


None.


None are available at present. The arts andevents officer has on occasion provided eventorganisers with a copy of the plan of intent forUnder One Sky as a model.


None available.


The GIS team in the planning department cansupply maps to event organisers at a cost,depending on requirements. NB: councildepartments requesting this service would alsobe charged. The service is not yet advertisedhowever, so event organisers may not be awareof the facility.



There is a spreadsheet on the website of theparks and open spaces in Harrow and theirfacilities.

There is guidance on licensing on the website.The community development or the arts teammay be able to offer information but neither ispublicised as a service offered to eventorganisers due to the limited capacity of theseteams.


There is no fixed first point of contact. Peoplemay approach through public realm or throughcommunity development or may go direct tothe manager of a specific venue. It is theresponsibility of the event organiser to makecontact with the relevant council officers.


There is currently no formal process for hiring apark or open space in Harrow, although thereare systems for booking sports pitches andfacilities.


There are no advised timelines except for thestandard 10 day notice period for a temporaryevent notice.


There is no formalised application process forusing parks. Licensing applications are dealtwith by the borough licensing officers.


There is no fixed set of advice or guidelinesavailable to event organisers although officersfrom the arts and community development givesupport and advice on an ad hoc basis.


None of the borough’s parks or open spaceshave premises licences. The outdoor spaces


attached to Harrow Arts Centre and HarrowMuseum are licensed for public entertainment.



All of the council officers who have, or couldhave involvement with outdoor arts events(with the exception of the communicationsteam) are in the same council directorate –community and environment. Despite this thereis currently very little connectivity. A safetyadvisory group is pulled together for Under OneSky and this group may meet two or threetimes.


Corporate communications is a service that hasbeen contracted out to the City of Westminster.Corporate communications deals with all pressliaison. There is no communications officerdedicated to arts and events.

Harrow Arts Centre creates and manages itsown Facebook and Twitter presence but canonly produce its own publicity provided it getsapproval of its copy and designs. Designs haveto comply with the corporate style guidelines.Generally it has been pleased with what it hasbeen able to produce.


Although Harrow is part of the Western Wedge[seven local authorities: Brent, Ealing,Hammersmith and Fulham, Harrow, Hillingdon,Hounslow and the Royal Borough of

Kensington and Chelsea] and its event UnderOne Sky was featured in the joint marketing ofoutdoor events in west London, the councilfeels that being part of the Western Wedge is astruggle as in terms of outdoor events it issimply not in the same league as neighbouringboroughs, such as Ealing and Brent.

It was also commented that it is not typical forHarrow residents to access the outdoor festivalsin neighbouring boroughs as transport linkstend to be easier in and out of central Londonrather than across neighbouring boroughs.(One exception to this is Harrow-on-the-Hillwhere residents have good access to the eventsin Ealing).

The service manager, Harrow Arts Centre is anactive member of the London Events Forum.


Harrow Arts Centre is part of the Arts Council‘On the Map’ development programme forouter London venues, providing excellentnetworking and information sharing with otherouter London venues.


The borough has identified that it needs toestablish and publicise procedures for hiringparks.

Harrow takes part in networking meetings withcolleagues from other London boroughs withregard to the National Indicator 11 (NI11)support plan.


932009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF HILLINGDON

Hillingdon is an outer London borough with a

population of over 250,000 in 11,569 hectares,

with a large part of the borough in the south

occupied by Heathrow airport and a large part

being green belt. It is the second largest London

borough after Bromley.


include over 200 local authority parks and green

spaces (covering 730 hectares); Uxbridge town

centre is also used for events. Fourteen parks

managed by the council have Green Flag Award

status.


venues that stage outdoor events, such as the

Hillingdon House Farm, where commercial

events such as the Auto Show are held and

often incorporate arts activity. Brunel University

also occasionally has outdoor arts events.

1 Staffing

There is an arts and culture manager, an artsdevelopment officer, two site managers andthree technicians/operations assistants who arefully involved in events.


Hillingdon’s events are all posted on thewebsite, including the community-organisedevents.


There are three main outdoor events producedby the arts service: Bigfest, Medfest and HayesCarnival.


Adult education, green spaces, sports andeducation also curate outdoor events.


There are a number of community ‘parties’ heldin the parks, which often have an element ofarts activity.


Commercial events such as fairgrounds andcircuses are occasionally held in the borough’sparks and open spaces but are not specificallyencouraged. Carters Steam Fair annually visitsUxbridge Common and is well supported bylocal residents.


• Hayes Carnival• Bigfest• Medfest• Middlesex Show• Events in the grounds of Southlands Arts

Centre• Events in Hillingdon House Farm• Carters Steam Fair on Uxbridge Common• Christmas and other events in Uxbridge

town centre • War Heroes event at the local barracks• Party in the Park – event for small children

organised by the local Sunshine Magazine



There are no specific strategies or policies foroutdoor arts events. There is however a drive togain Green Flag Award status for as manyspaces as possible in the borough, and part ofthe criteria for a Green Flag Award is that local

London Borough of HillingdonOutdoor arts events and activity


residents have a high level of engagement withthe park or open space, and that often includesparticipation in community events in the parks.

The cultural strategy is in development. Theborough’s approach to an outdoor eventsprogramme is currently reactive rather thanstrategic. Saying this, the arts service events arespecifically tied in with the cultural strategy.


The main benefit cited was communityengagement with green spaces. The boroughhas noted the positive impact on residents ofthe policy to seek Green Flag Award status forits parks. Hillingdon has the largest number ofGreen Flag Awards of any London borough.

Events can cause discontent among localresidents. Residents are always consulted aboutnew events. Proposed events that are opposedby local residents and/or park users may beturned down.

Fireworks displays, particularly where it is afairground company who wants to organisethem, have proved contentious. High standardsof grounds maintenance are a priority inHillingdon’s green spaces, so events areoccasionally turned down if parks officers feelthe event is inappropriate to a space or ifvehicles may cause damage. This issue variesaccording to time of year and weather. Parksmaintenance is contracted out.


Advantages: • the large number of parks and open

spaces – especially those with Green FlagAward status.

• support from the cabinet member and thechief executive

Disadvantages:• parking in the borough can be difficult

but is an issue the borough is looking toresolve. For example, the car park atRockingham Recreation Ground is heavilyused by commuters and visitors as a ‘parkand ride’ venue for accessing centralLondon. With the proximity of Heathrowairport, there are also issues with car parksand areas around parks being used asairport parking.

• The borough supports events whereverpossible but does not have the staff toactively encourage community events.


The number of attenders at events is monitored.Community events may have monitoring andevaluation for their own events. Licensingofficers from the borough attend all events thatare issued with licences and arrange a post-event debrief. For events with 3,000 people ormore, this debrief feeds back to the safetyadvisory group.


The council would like to have a more evenspread of events throughout its very largeborough, with more happening in the lessaffluent areas.



Hillingdon does not have a specific income-generation target from park hires. Whereincome is generated from park hires it mayoccasionally be earmarked for improvements inthe park or open space used, but this is not ageneral policy.

Some green spaces used for commercial hirehave set rates dependent on the size andduration of the event.

Community and charitable organisations andcouncil departments are not charged for parkhire if their events are free of charge.

If they are charging, a hire rate is set accordingto the event and what it wants to achieve. A£5,000-£20,000 bond may be required fromorganisers of large events.

There is a cost for traffic management orders.

The licensing cost for a temporary event noticeis the standard £21 and varies for premiseslicences according to the event location.Services which are part of the parks contractor’s


contracts (which have events included) are notcharged for, so, for example, waste disposal isnot charged for unless the bins overflow.Standpipes need to be brought in by the eventorganisers. Hillingdon House Farm andFassnidge Bandstand have electric hook-ups anduse is included in the hire fee, if there is one.




Hillingdon Council website has details offunding sources including charitable trusts, localsupport, government funding and NationalLottery funding. There is an online facility tosearch for suitable funding. For example, theGannett Foundation Fund offers a Hillingdon-based grant to provide financial assistance tolocal and voluntary organisations for projectsthat benefit local residents.


Individual events seek their own sponsorship.Borough contractors, such as ConnaughtEnvironmental, occasionally pay for or supplythings needed for events (whether communityor council), such as staff or marquees, but this ison an ad hoc basis.



The chief executive and cabinet member areboth very supportive of developing the parksand open spaces in the borough and of usingevents to increase access.


There are no training schemes at present.


There is no event toolkit. There is no obviouscontact for external event organisers wishing touse a park or green space within the borough.


The council does not have event equipment for

community groups to borrow.

5.5 Maps and site plansParks or open spaces have maps available.



See 5.3.


The most common first point of contact is thegreen spaces team administrator.


People wishing to organise events in theborough must submit a booking applicationform to the green spaces administration team.The application is currently being reviewed andthere is a desire for the application to be online.


A minimum of four months’ notice for events isrequested, but in reality events often getbooked at much shorter notice.


This varies according to the event and itslocation.


This varies according to the event.


There are four local authority parks and spacesin Hillingdon that have premises licences.



There are very good communications betweencouncil departments as part of the ‘one council’drive to ensure that the borough’s departmentsare ‘joined up’.



The borough’s communications team isresponsible for print and press releases forevents. It manages a website that includesadding all events to the ‘what’s on’ pages,regardless of whether they are organised by thecouncil or community groups or commercialorganisations.

The parks section is also able if desired toproduce or commission its own marketingmaterials, which it checks with communications.Whether publicity materials are produced bythe communications staff or the borough eventorganisers depends on time constraints andtarget audiences.

Wherever possible, all events in Hillingdon,regardless of the organisers or funders, areincluded in the borough’s relevant marketingtools and put into links on the website.Hillingdon events are posted on Facebook.


The arts service works cross-borough via theWestern Wedge (seven local authorities: Brent,Ealing, Hammersmith and Fulham, Harrow,Hillingdon, Hounslow and the Royal Borough ofKensington and Chelsea). In 2008 the Wedgewas awarded over £100,000 to do a westLondon festival.

Green space managers have good contacts withother boroughs through the seminars arrangedby the Green Flag Award scheme and throughthe green spaces benchmarking group to whichthey belong. Green space officers fromHillingdon attend the Institute of Leisure andAmenities Management (ILAM) conference,which is another means of networking.


Each of the borough’s green space managershas close working relationships with communityorganisations and occasionally with commercialcompanies who are staging events within theirallocated areas.

972009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF HOUNSLOW

Hounslow is a peripheral borough in south-west

London. There is a population of 222,600, 40

per cent of whom are from ethnic minorities

within its 5,600 hectares.

The borough’s 120 parks and green spaces

together represent one of the highest

percentages of green areas of all London

boroughs. It contains one of London’s largest

nature reserves and part of London’s green belt.

Three parks have been awarded Green Flag

Award status, including one park in partnership

with Hillingdon council.

1 Staffing

John Laing Integrated Services manages theparks and open spaces in the borough. Thecontract is managed by the client manager forgrounds maintenance, events are managed bythe arts, museums and libraries client manager.


2.1 Events organised by the contractor

On behalf of Hounslow John Laing IntegratedServices organises: Bedfont Lake Country Fayre,fireworks displays, and Brentford Festival.


The council works in partnership with its grant-funded organisations, namely Watermans ArtsCentre and Feltham Arts Association, to produceand deliver a programme of outdoor artsactivity including Feltham Carnival, and specificevents in streets and parks addressing theNational indicator 11 target.


The London Mela is jointly organised withRemarkable Productions and Ealing Council.


• SKY ride• funfairs


See Events Listing appendix.



Delivering events is one of the objectives in theannual service plan. There is no arts or culturestrategy for the borough at present. An artsstrategy will be developed in 2010, of which anevents strategy will form an integral part. Anemerging museums and historic houses strategy(due to be completed March 2010) will addressevents in these spaces. Development of aprogramme of events is being considered forRedlees Studios in Isleworth. A business plan isbeing developed for the Paul Robeson Theatrein Hounslow.

To enable community groups and charities totake advantage of the parks and outdoor spacesan aspiration is to develop a grants and supportprogramme.

Further aspirations are the development ofcurrently disparate programme of outdoorevents into an annual arts festival for theborough, celebrating ‘Borough Pride’, raisingthe bar through quality programming andcommissioned professional work.

In relation to 2012 Hounslow is part of theWestern Wedge Arts Partnership (seven local

London Borough of HounslowOutdoor arts events and activity

authorities: Brent, Ealing, Hammersmith andFulham, Harrow, Hillingdon, Hounslow and theRoyal Borough of Kensington and Chelsea) andwill play an active and visible part in the ‘WestLondon Story’. There is also an aspiration for alarge public art project for 2012 along the GreatWest Road – London’s corridor to the games.


Benefits: an outdoor event, free by its very nature is ahighly visible statement of intent arounddeveloping quality-of-life indicators, increasingaccess and promoting social cohesion.


There are none recorded.


All the information about the proposed event islogged into a system run by John Laing .Thesystem is called EQ24/7. All events andevaluation are managed through this system asit self-monitors. At events organised by thecouncil monitoring is carried out throughaudience questionnaires, artist feedback andproduction de-briefs.


The council aspires to host several high-profileprofessional annual events throughout the yearthat add to the borough’s appeal as a visitorattraction.



John Laing declined to answer.


The client manager for arts, museums andlibraries has a small budget to commissionevents and development.


Community groups are referred to externalfunders and grants programmes, such as ArtsCouncil England’s Grants for the arts.


No information available.



Friends of the parks.

5.2 Event related training/seminars for community-based organisations

John Laing has recruited a parks anddevelopment community officer to developpark educational activities to addresscommunity needs.


An event pack is generated upon application.


There are none available in the borough.


The event manager will offer support throughevery procedure, including supplying maps andsite plans upon request.



The website is very clear about whom tocontact, with an email and phone number onthe events in parks and open space page. Theapplicant is encouraged to apply for a resourcepack.


The events manager at John Laing will talkthrough a questionnaire to register the event.


The monitoring system EQ 24/7 takes detailedinformation about the proposed event andonce logged gets sent to relevant departments,such as environment, licensing. who are basedwith the council


Only initial information about the event isrequired on first contact, no risk-assessments,plans, insurance details at this stage.


Six months for the initial form-filling.


The events manager will give support andadvice in all areas of production.


The event manager will organise site visits andoffer support and guidance through any healthand safety requirements.


Gunnersbury Park has a restricted licence.



John Laing manages all initial eventcommunication and will then communicatewith relevant departments. The client manageris responsible for ensuring that the high-levelstrategy for event management is maintained.


Dedicated websites list a range of events in theborough as well as events diaries andnewsletters.


London Mela is delivered jointly with theLondon Borough of Ealing. A range of events isdelivered by the council in partnership withWatermans and Feltham Arts Association.


Waterman’s Productions and RemarkableProductions manage events within the borough.


Islington is an inner London borough with a

population of over 190,900 in 1,485 hectares. It

has 127 local authority parks, open spaces and

playgrounds, including spaces next to canals

and rivers. Events are also held at the town

centres, including Angel, Nag’s Head, Holloway

and Archway and at community centres across

the borough.

Nine parks managed by the local authority have

the Green Flag Award. There are also three

independent parks that have the Green Pennant

Award. These are Thornhill Bridge Community

Gardens, which works in partnership with

Islington council; Culpepper Community

Garden, and King Henry’s Walk Garden, both

of which are leased from Islington by the

community.

1 Staffing

There are currently two events officers whowork in the community and events team. Theytake the applications for events in the parks andalso assist community groups with organisingevents. The team works closely with four areaparks managers, who link into four politicalareas, working with over 50 park user groups.The area park managers work with the eventsofficers, licensing, environmental health,communications and a range of communitygroups. From 2010 the festivals and eventsgrant fund will be managed by the council’s artsofficer.


Islington sees its events programme as includingall events in the borough, parks and open

spaces, regardless of who the organisers are. Inaddition other departments within the councilorganise events on their sites, town centres etc.


• Love Parks Week – events take place inparks across the borough



Outdoor events are organised by many councildepartments, including the cultural servicesdepartment, greenspace, highways,sustainability, children’s services, the road safetyteam and homes for Islington. Although noneof these are exclusively arts events, they all havean arts activity as part of their programme.Town centre managers also organise outdoorevents.




• Finsbury Square Farmers Market


• Heatwave – a summer programme ofactivities for young people in the boroughwhich includes outdoor events

• Love Parks Week • Fireworks at Regent’s Canal• Fireworks at Paradise Park• Halloween in Holloway• The Big Lunch• Peter Bedford Housing Association

Summer Fete• The Feelgood Festival

1002009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF ISLINGTON

London Borough of IslingtonOutdoor arts events and activity

• Make Time! (Highbury Fields)• Joseph Grimaldi Park Community Summer

Festival• Jazz on the Green – Newington Green• St Luke’s Summer Festival• The Rose Bowl Centre Fun Day• Outdoor theatre performances in

Barnsbury Woods• Gillespie Park Festival• Canonbury Community Fun Day• Autumn Family Fun Day – Fortune Street

Park• Angel Canal Festival• Homes for Islington Fun Day• Christmas at the Angel (Camden Passage)• Holloway Arts Festival• Suspense (International Puppetry Festival)• Sadlers Wells Connect Festival



The events officers are working on updatingtheir events policy and strategy. The parks have10 strategic priorities: events are mentioned inthe service plan as a direct means of increasinguse of the parks. There is a move away from thecouncil staff organising events and towards thecommunity taking ownership of the events.

The council has recently developed a culturalstrategy, Cultural matters. This is due to beratified by the council’s executive in February2010. It recognises the valuable contributionthat festivals and events make to the lives oflocal residents and recommends that thecouncil: ‘provide a coherent approach tofestivals and events within the council througha review of the current management anddevelopment arrangements’.

It is proposed that a corporate project groupconsisting of representatives from Greenspace,cultural services, strategic planning andregeneration and public protection be createdto examine the council’s approach to festivalsand events.


The main benefits cited were communityengagement and cohesion, the development ofcommunity neighbourhoods, well-being,ownership of public spaces and improvingaccess to cultural provision.


Advantages:• there are a number of beautiful venues

for outdoor events – canals and rivers aswell as parks and squares. Clissold Park inHackney, Waterloo Park in Camden andHampstead Heath are on the doorstepand have large events; although not in theborough, these events are accessible toIslington residents.

• many staff whose work is connected toevents are in the same office space, eventhough in different directorates.

Disadvantages:• the financial timetable for local authorities

is not always compatible with thetimetable of organising an outdoor eventsprogramme where most of the events willtake place in the summer. Decisions onwhether events will take place are oftentaken later than is desirable and this canimpact on the accessibility of the events.

• noise nuisance can be an issue in moredensely populated areas. It can be difficultto hold large events in their green spaceswhich are mostly quite small. This makeshealth and safety an issue for events suchas fireworks.


There is no formal comprehensive monitoringor evaluation of events by the communityevents team. Practical and health and safetyelements of the events are monitored by parksand licensing and parks does rough head-counts. The festival grants scheme does have amonitoring process although this is againfocused on numbers of attenders rather thanthe quality of the event and the public’sexperience of taking part.

Organisers are made aware of the monitoringand evaluation toolkit developed by AudiencesLondon, funded by Arts Council England.

3.5 Aspirations: desired improvements to the existing events programme and what mightmake these improvements possible

The council would like to have an up-to-dateevent toolkit for the use of community eventorganisers in the borough.




There is no set income-generation target butthere is a sliding scale of charges for the hire ofparks. The cost of hiring a park depends on thesize and nature of the event and the type oforganisation. Two parks (Finsbury Square andHighbury Fields) cost more to hire than theothers. The minimum park hire is £150 plusthere is an additional administration charge of£200 for any licensable event, but the boroughcurrently does not charge this. The maximumpark hire is £10,000 for a corporate orcommercial event, but for corporate events theamount is more likely to be £2-5,000.Councilevent organisers are not charged for use of theparks.

There is a standard £2,000 deposit from allthose who book the parks for events in case ofdamage. Any income generated by park hires isnot currently designated for spend on parks orgreen spaces. This is under consideration as partof the event policy review.


There is no centrally held budget for council-organised events, although individual sectionsdo have budgets.


There are various pots of funding forcommunity events such as the community chest,local area committees and the communityaccess fund. The council provides grant aid tosupport festivals and events in the borough.This small grant fund of £17,000 per annum isfrom 2010 to be managed by the council’s artsofficer.

Community groups are given guidance onwhere they can apply for funding andcommunity engagement is arranging training infundraising for community groups. A fundspecifically available to community groups toimprove accessibility of their events will beavailable for events in 2010.


The parks receive sponsorship for signs in theparks.



The community and events team ensures allmembers are kept informed of events takingplace in the parks. The executive member forequalities and leisure is the key advocate foroutdoor arts events and activities and has finalapproval on the distribution of the festivalgrants fund.


The community and events team has referredcommunity groups to the ‘Reach’ programme atLondon Metropolitan University, in whichstudents gain work experience by working asvolunteers with community groups in theborough. Islington has also provided trainingfor representatives of the ‘friends’ and ‘user’groups associated with the parks. For instance –via the community chest fund it was able tooffer training in first aid training, risk-assessment and fundraising.

The training provision links in with the policy toencourage the community events organisers tobe more independent. The arts service is alsoexploring the development of training for artsfestival and event organisers through theCentral Arts Partnership.


There is no toolkit available at present.

There are guidance notes about making eventsand advertising more accessible, and someadvice sheets that go out with the applicationpack. Officers are aware of the need to strike abalance between providing information that isneeded and not intimidating communityorganisers with too much paperwork.

There is limited parks information available onthe website. There are descriptions and basicfacility information on the largest parks. This isin the process of being improved.


It is not known whether the council hasequipment resources. The area parks managers


have a bank of access equipment thatcommunity groups can borrow to make theirevents more accessible, such as induction loopsand other equipment to include hard of hearingor deaf people in events, temporary hard-surfacing, and high-visibility jackets for ‘accessvolunteers’.


Blank site maps are sent to those wishing to usethe parks.



Along with the application pack, eventorganisers are sent guidance notes, includinginformation on licences (in need of updating), asite map, food advice and a risk-assessmenttemplate.


The first point of contact for an event organiserwill be the borough’s Greenspace event officersin the community and events team. Organiserswishing to host an event in one of theborough’s town centres would go directly tothat town centre manager.

6.3 Requirements from organisations on first contact

A completed application form, site map andrisk-assessment and a completed PerformingRights Society form.


For small events in the parks that do not requirea licence, 20 days are required to process anapplication to use a park. For events thatrequire either a temporary event notice or apremises licence for up to 1,000, a minimum of45 days’ notice is required. For events with morethan 1,000 people, a minimum of 90 days’notice is required. There is often pressure toshorten these timescales. Timescales may bechanged with review of event policy.

6.5 Once an application is receivedThe event officers receive the forms and thenthey or Greenspace staff check through the

received applications and where appropriatewill forward it to the newly established safetyadvisory group, which meets monthly andincludes the noise team, licensing, buildingcontrol and the food officers in environmentalhealth as well as representatives of externalorganisations such as the police. Eventorganisers who are required to present theirevent proposals to the safety advisory group areadvised to do so by the events coordinator.

The safety advisory group has the right to rejectany event application if it believes, throughconsensus, that the proposed event organiserscannot demonstrate that they have the planningand expertise to deliver a well designed, wellplanned and well managed event.

If the safety advisory group has concerns aboutthe use of the park under the council’s premiseslicence it can also recommend that the applicantapplies for a separate premises licence for theevent. A new premises application for the parkwill be required to be submitted under theLicensing Act. Details of how to makeapplication can be found at www.islington.gov.uk/Business/regulations/licences/licensing_act/. Anew premises application can take up to twomonths so all proposals for large events need tobe submitted to the events officer as early aspossible.

The community and event officers also seekpublic liability insurance policies fromorganisers, and where applicable, any thirdparties involved in the event. Methodstatements may also be requested if temporarystructures are to be erected. The applicationalso gets mailed to the relevant communityranger and area parks manager for information,comment and to find out if any specialconditions may be required.

When the all relevant officers have checkedthere are no issues with the application andwhen where necessary a temporary notice orpremises licence have been issued, theGreenspace officers will issue a memorandum ofagreement setting out all the conditions for hireof the site. A copy of this document is sent tothe area park managers and Parkguard (whoprovides parks security). A monthly schedule ofall events in green spaces is mailed to allcouncillors, friends groups, public protectionofficers, Parkguard and details are passed tocommunications for inclusion in the What’s ondiary.



The events officers as well as the area parksofficers offer support with organisation but areencouraging community groups to be moreindependent.


There are 15 local authority parks that havepremises licences and these are listed on thepark hire guidelines for applicants. The premiseslicences are held by the council and theconditions vary. Holloway Road Park is limitedto four events per year. Finsbury Square is theonly park licensed for alcohol.



There is very good liaison between communityengagement, licensing, parks, environmentalhealth and – when needed – with trafficmanagement and building control, but none ofthese have to date had any contact with theborough’s cultural services.

The community and events officers with thelicensing team are setting up a safety advisorygroup for events to provide expert advice, inputand decision making for larger events that posegreater potential risk for larger events. Thegroup comprises council staff and externalagency staff.

The proposed corporate festival developmentproject group will help improve communicationbetween the various departments and ‘providea coherent approach to festivals and eventswithin the council through a review of thecurrent management and developmentarrangements’.


The council communications team is responsiblefor all press and publicity for the eventsmanaged by council staff. It also has a What’s onpage on the website. Community events areincluded on the website, particularly where theyhave received funding from the council or takeplace in local authority venues. Keeping theWhat’s on website up to date is a challenge,

even though the different directorates are onlyresponsible for their own sections. Where theevents are jointly managed with community orfriends groups, the latter would not need to gothrough the communications team or meet thecorporate style guidelines.


The events officers are part of London EventsForum. Licensing officers often work withCamden. Parks work with City of London, whichowns Fortune Street Park in Islington. The artsofficer works with the central London boroughsthrough the Central Arts Partnership.


The parks officers work closely with over 50park ‘friends and users’ groups and many ofthese groups organise their own festivals andevents. The community and events team alsoworks with a range of community groups andprovides varying levels of assistance with eventorganisation.

The arts officer works with a range of artsproviders on an individual basis and throughthe third sector arts network organisation,Creative Islington.


The community engagement team has up todate guidelines available on how to makeevents more accessible – both in relation tocommunications and marketing and in practicalterms. The officers are happy to make theseavailable to other London boroughs. Thequestion was raised as to whether suchguidelines might usefully be included in theLondon-wide event toolkit that London EventsForum is working towards.

As well as making the guidelines available to allevent organisers in the borough, thecommunity engagement team is about tolaunch an access fund for event organiserswishing to improve access to their events.

Officers noted that accessibility to events wasoften a casualty of events organised at shortnotice.


Kensington and Chelsea is one of London’s two

royal boroughs. The borough has a high

population density of 180,300 in 1215 hectares

and contains many of the most exclusive

residential areas of London. Twenty-three per

cent of the population is from ethnic minorities.

The borough has less open space than any other

area in London (except for the City of London) but

has some large parks and open spaces, such as

Holland Park and parts of Kensington Gardens,

and many smaller areas, some which are open to

the public, and others which are for the private

use of residents. Three of the borough’s parks

have been awarded Green Flag status.

1 Staffing

The borough has one ‘external events’ officer –whose duties include filming, Notting HillCarnival and other outdoor events – one seniorofficer for arts and culture, and an artsdevelopment officer whose responsibilities areto deliver public art, art events and respond tothe public enquiries. Due to a restructure therenow is a head of culture. Arts falls undertransport, environment and leisure servicesdirectorate.



The council organises: • Across the Street, Around the World• In transit in summer• Jubilee fireworks and displays• Opera Holland Park, and various public

outdoor arts installations, includingExhibition Road and a seven-day festivalfor the Olympics


• Mayoral events• education/sports events• museums and public galleries• children’s carnival


• Notting Hill Carnival• Chelsea Festival• Earls Court Festival• Golborne Festival• numerous community events on the

streets and in the borough’s open spaces • Exhibition Rd – a vibrant centre, with a

rich history of encouraging innovation andcreativity Cultural Group-Music Day.


• Notting Hill and Portobello Film Festivals• events held at the Saatchi Gallery• Art London• London Design week


• Across the Street around the World• In transit• Opera Holland Park• Exhibition Road

These have their own programming but there isnot a specific events programme for theborough.



There was a 2004-2008 arts strategy, which is stillbeing adopted according to the service deliveryplan. A cultural strategy is planned for 2009.

1052009 research and mapping for London Events Forum (LEF) ROYAL BOROUGH OF KENSINGTON AND CHELSEA

Royal Borough of Kensington and ChelseaOutdoor arts events and activity


Benefits: • social inclusion• community cohesion

Problems: • Opera Holland Park regularly receives

noise complaints and has issues withparking

• the carnival receives some complaints(police helicopter during carnival, grafittidamage, banners left up over time andgeneral disruption)


Advantages: • community engagement and cohesion • educational benefits of providing

opportunities for people to experienceartforms new to them, such as opera

Disadvantages: • competing demand for limited outdoor

space and balancing that demand with theuse of a limited resource for thecommunity as a whole

• costs of maintaining outdoor space andthe increased costs associated withproviding and hosting events


• debrief event with organiser and membersof the safety advisory group

• officers also encourage vox pops• evaluation from film and photos and

feedback posted on website


• existing programme needs to be morecoordinated with a comprehensive eventscalendar to make events more accessible

• responsibility for coordinating filming andevents in the boroughs parks and openspaces have been transferred to thefilming and special events office, whichalready manages filming and events onthe borough’s streets.



Filming has an income target set at £50,000while the parks and events have no set targets,although they are expected to make £25,000.


Council events are funded from individualbusiness group budgets. There is no specificfunding for council events.


There are arts grants schemes available from thearts team for artists and organisations todevelop high-quality arts events within theborough. Individuals can apply for grants up toa maximum of £1,000. Organisations can applyfor grants up to a maximum of £3,000.

Professional bursaries are also available.


Opera Holland Park and the council’s museumsraise funds from sponsorship and donations.



Council members are very supportive. Withinthe borough there is a public arts advisorygroup, Turtle key arts are also based in theborough


The arts service hosts a festivals forum to allowevent organisers to benefit from each others’ experience and get advice from council officersand invited speakers.


Arts project planning is offered by artdevelopment officer. A toolkit is planned for2010. Website information is yet to bedeveloped; currently the special events officeissues guidance on organising street events.



None.


As part of the application, plans and maps areneeded. The council uses their own mappingsystem and OS based software.



There is no formal booking procedure for parks.Bookings go to the sports section, which refersany non-sports enquiries to the special eventsoffice. The borough would like to create abetter online booking system.


Applicants go first to the parks bookings officeor the filming and special events office.


Applicants must supply an event proposal andprovisional dates.

6.4 Timelines advised / required for non-councilevent organisers

Timelines are discussed on application.


The events team meets with the applicant.


The role of the filming and special events officeis to provide a single point of contact with theevent organiser – giving support, advice andguidance on obtaining the necessarypermissions and planning the event to ensure itis safe and successful with minimum disruptionto the surrounding areas.


There is no premises licence in any of theborough parks.



The filming and special events office liaises withother council departments as necessary toensure event organisers have the relevantpermissions.


All council events have to be flagged up to themarketing and communication department forborough branding. There is a template forposters, etc. Events are on Facebook andTwitter. All marketing for the Notting HillCarnival is managed by Westminster-media com.Libraries control the events diary on thewebsite. The arts service uses and promotes theSeer for event marketing.


Kensington and Chelsea belongs to CLAP andthe Western Wedge (seven local authorities:Brent, Ealing, Hammersmith and Fulham,Harrow, Hillingdon, Hounslow and the RoyalBorough of Kensington and Chelsea).


The borough belongs to the National OutdoorEvents Association.


The borough has sponsored crowdmanagement research by the Health and SafetyExecutive to look at crowd management atlarge outdoor events, which will be used in thereview of the event safety guide. The boroughwas also represented on the working groupreviewing the Chartered Institute ofEnvironmental Health’s guidance on outdoorcatering.


Kingston is a borough covering 3724 hectares

on the periphery of south-west London. Of the

160,100 population 15 per cent of the

population belongs to an ethnic minority.

Kingston has a wealth of open spaces including

parks, playgrounds, recreational sites, the

Hogsmill River, and local nature reserves.

1 Staffing

The borough closed down its eventsdepartment in 2008; from 1 January 2009 ittransferred the function for community outdoorevents in the town centre to Kingston First(Business Improvement District). Remainingevents in Kingston borough were thendistributed among the various neighbourhoodmanagers.

The arts officer comes under the ‘culture artssports libraries museum learning and childrenservices directorate’ and promotes all art-related initiatives. Responsibility for outdoorevents also falls within the remit of the greenspaces team in environmental services.

2 Events programme/activity

Council-run events:• Think in Kingston• Aspire, Sakoba Youth Dance Festival• Go Kingston Go (Sports and Art outdoor

event)• Muybridge Festival

Events organised in partnership with externalorganisations:• Kingston Readers’ Festival• Festival of the Voice• International Youth Arts Festival• Kingston Summer Arts Season• Carnival (see below)

2.1 Events organised by Kingston First

Kingston First delivers:• May Merrie• The River Festival• Christmas lights switch-on

The contractor also organises:• Old London Road Easter Egg-stravaganza• Thumbs Up It’s Thursday• Kingston Food Festival• Health and Beauty Event

The following are organised in partnership:• Chinese New Year• Kingston Carnival


• Paint the Town Green (environmentalservices)


• Korean festival • New Malden Arts Festival• Seething Festival• Diwali• Navrati Festival


Circuses are not regular as open spaces limited.The river fest is an annual event.


• Kingston Carnival• International Youth Arts Festival



There is a cultural strategy that states the need

1082009 research and mapping for London Events Forum (LEF) ROYAL BOROUGH OF KINGSTON

Royal Borough of KingstonOutdoor arts events and activity

to increase the participation of young people.There is no policy specifically for outdoorevents, although the International Youth ArtsFestival includes street-based events and hasaspirations to bring No Fit State Circus to anoutdoor site in Kingston.


Benefits:• increased footfall into Kingston town

centre so that visitors attracted to eventsstay and enjoy shops, restaurants, bars,and riverside

• increased the media profile of Kingston asa town with a great programme of artsand entertainment

• a diverse range of cultural facilities/eventsfor all residents to enjoy

Problems:• noise levels can annoy residents• the weather! • getting permission to hold outdoor events

from the council can sometimes take time• getting enough volunteers to run a large

event smoothly• cost of hiring space, suspension of parking

bays• health and safety procedures• risk assessments• appropriate public liability insurance• timescales


Advantages:• presenting potentially imaginative work

that will attract a good audience• presenting diverse arts to bring new

people to the town centre – communitycohesion

• presenting professionally produced workof a high quality

Disadvantages:• limited resources, especially in staff time

and scheduling – especially in the summermonths when the council/Kingston Firstand its partners are busy producing theirown events.


Feedback forms and postcards are provided toaudiences at most events. Suggestions, qualitycontrol is monitored through these. Someinformation is collated on demographics ofaudience and postcode mosaicing.

Debriefing takes place after events to monitorwhat worked well and what improvements arerequired. Town centre rangers monitor numberswith head counts and the occasional use of voxpops and clickers.


• a wider selection of events • introduction of new artforms, for

example, outdoor circus etc• additional donations from Kingston

businesses or sponsorship• projects that have secured their own

funding



Kingston First works for the businesses andtherefore there is no income target. The aim isto deliver the event within budget, savingmoney if possible, which will then carry over tothe next year.

There are discounted charges for communityevents, ranging from £45 to £200. Other largeevents are charged between £100-£800.Commercial businesses are charged £75-£1400per day.


Council funding is very limited. See the grantssection of the website. There are small pots ofmoney normally from a neighbourhood/smallproject grant.


See above.


Not applicable.




Kingston First promotes council and othergroup events via the website. It also helps outby providing admin support, on the dayoperational support, and lends resources such astables, chairs, tents, etc.


Risk-assessment training is available.


There is none available at present. The boroughwould value a toolkit.


There are no equipment resources held withinthe borough.


A map of the planned event is required. Mapsand site plans of open space in the borough areavailable .


The process is as follows:

• confirming budget• securing date by seeking permission from

the council to book space in the towncentre

• where needed booking road closures,suspending car bays, permission to put upstructures

• booking performers • securing volunteers• writing risk-assessment, site plan,

programme for the day (a copy to be sentto the council)

• where necessary informing police


The arts manager is on hand for meetings re pre-application information.


The applicant must contact the arts managerand events executive.


An event plan, budget is required.

6.4 Timelines advised/ required for non-councilevent organisers

One to three months is needed.


Planning meetings are arranged.


Green Spaces is responsible for providingpermission to stage outdoor events, butenquiries can come to the arts officer and thencan be forwarded them to the officer with thisresponsibility.


Information not available.



Information should be sent to the arts managerfor distribution.


There is an events diary on the websitemanaged by the town centre manager andorganisers are encouraged to post their events.


The borough is a member of South London ArtsPartnership (SLAP), along with Merton,Richmond, Sutton, Bromley, and Croydon.


There are links with Kingston Arts Council,Global Arts, Kingston University, and RoseTheatre.


Lambeth is an inner London borough with a




spaces. Six parks managed by the council have



venues that stage outdoor arts events, including

the Southbank Centre, Imperial War Museum

and Jubilee Gardens.

1 Staffing

The events team is part of the cultural strategyservice and works alongside the arts and 2012officers. The team is made up of a culturalactivity manager and cultural activity projectofficers.


The borough has a mixed programme ofcouncil, commercial and community events. Theevent strategy sets out what work the councilstaff will undertake on these events, frommanaging to supporting and facilitating.

Of the 230 events held in Lambeth’s parks andopen spaces, approximately 30 per cent havean arts and culture content. All events onceapproved are put onto the council’s onlineevent calendar.


Lambeth Country Show is a two-day event thatis 35 years old and attracts an audience of over100,000 people. It has been managed in-houseby the council for the last two years. InNovember the council manages threesimultaneous fireworks shows across theborough, which are free and have a totalaudience of approximately 120,000.

2.2 Events organised by other parts of the councilThe events service offers technical support toother council departments who organise theirown outdoor events.


The events service offers support to communityorganisers of events such as Day of Portugal, Dayof Madeira, Brixton Splash and events that takeplace on one of the three borough bandstands.


Lambeth is making a concerted effort toencourage commercial events in its parks, whileremaining aware of the impact on localresidents and the views of ‘friends’ groups.


A sample of the 220 events in the borough’sparks and open spaces:

• Lambeth Country Show• Fireworks displays (three) • Colourscape Music Festival • Stockwell Festival • Streatham Arts Festival• bandstands and summer programme of

events in Ruskin Park, Myatt Fields Parkand on Clapham Common

• Day of Madeira• Clapham Weekender• Toast – independent promoter’s event on

Clapham Common• Brixton Splash



The Lambeth events strategy 2007–12 is adetailed document about all outdoor eventsand festivals, with the exception of corporatepromotions and conferences. Although a stand-alone, events-specific document, it

1112009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF LAMBETH

London Borough of LambethOutdoor arts events and activity

acknowledges that, ‘events provide cultural,social and economic benefits that reflect thediverse and vibrant community’ in Lambeth,and it clearly sets out the contributions eventsmake to the borough’s overall strategic goals.

It also describes the events service’s aims ofdelivering different types of events, forexample, council-led, community, andcommercial. The strategy can be downloadedfrom the Lambeth website.


The Lambeth events strategy sets out thecultural, social and economic benefits of eventsto the borough and its residents. The provisionof events has to be balanced with the impactthey have on local residents. Striking the rightbalance is a challenge.

Problems can be caused by large eventsorganised with insufficient lead-in periods.


The borough has some excellent spaces foroutdoor events. A large part of the borough iscentral to London and it has good transportlinks. There is a very creative community inLambeth who want to make events happen. Nodisadvantages were identified.


There is an annual review of all the borough’sevents and festivals. Officers monitor all eventsthat take place in the borough and detailed de-briefs are held with all organisers.


The borough is working towards ensuring thatboth the events programme and individualevents are accessible and inclusive, appealing toculturally diverse audiences.

It aspires to have an environmentallysustainable event programme and to supportlocal community groups in organising their ownevents. It is also keen to work with the

Southbank Centre and to encourage the centreto extend the high-standard outdoor arts eventsthat it stages further towards the south of theborough.



There are set commercial hire rates dependingon the size and duration of the event. All eventorganisers are liable for any damage to theparks and are charged a deposit for anyremedial works required. Deposits varyaccording to the event. For deposits under £500credit/debit card details are held. For depositsover £500 payment must be made one month inadvance. The cost for traffic managementorders is not identified.


There is a core budget to support the authority’smain events organised in-house.


The Lambeth Community Fund is currentlyunder review. There are no specific arts orevents grants. The Lambeth website hasfunding advice and links to many non-councilsources of funding.


Lambeth does not currently have sponsorshipfor its events. The website directs communityevent organisers wishing to explore sponsorshipto Arts and Business.



No specific advocates for events were identified.5.2 Event-related training/seminars for community-

based organisations

The borough does not currently have a trainingprovision for community event organisers,although it is keen to encourage communityorganisations to organise their own events andthe event service is able to offer support andguidance.



The Lambeth event guide for organisers is awork-in-progress and will be available on thewebsite soon. The website displays basicinformation on organising an event in one ofLambeth’s parks or open spaces (through theFrequently asked questions document).Organisers of community events are directed tothe Voluntary Arts Network document, Healthand safety at outdoor events. Organisers oflarger events are directed to the Health andSafety Executive website and to the event safetyguide. There is also information on licences withapplications for temporary events notices andpremises licences and an information sheet onnoise control at outdoor events.

There are details of 60 parks on the website.Information on each includes the type ofactivities that take place, facilities, history,features, transport links, postal address andlinks to a location map, the friends group, and –for the three parks with bandstands – a link tothe application form.

The parks information on the website also linksto the websites for non-council managed parksand parks outside Lambeth that border theborough.


Organisers providing performances at thebandstand on Clapham Common can borrowdeckchairs and white picket fencing.


The website provides maps for all its parks.Maps for use as site plans are available throughthe event service.



See 5.3.


All initial enquiries are directed by the callcentre to the events service. A basic application

form for events in parks is available online,which once completed is returned to the eventservice. There is also an application online forthose wishing to stage events at any of theborough’s three bandstands. Applicantsrequiring a licence or a traffic managementorder are directed to the appropriate officers inthe authority.

While the events team can offer advice onorganising street parties, it does not bookthem. Organisers are required to seekpermissions directly from the police, the trafficmanagement officers and where appropriatethe licensing team.


A basic application is required. If organisershave queries or need support with completingthe application, officers can help. Organisers oflarger events may be invited to submit aproposal and to arrange a meeting with theevents service.


Applications for: • small events (up to 1,000 people) require

two months notice• medium events (up to 5,000 people)

require three months notice• large events (over 5,000 people) require

four months notice

The notice periods for licences are the statutory10 days for a temporary event notice and 28days for a premises licence, although in practicethe likelihood of issues arising from applicationsmeans that organisers are advised to follow theabove timelines. A notice period specifically fortraffic management orders is not currentlyidentified.

Applicants wishing to stage events on theborough’s bandstands are required to apply by26 February 2010 for events for the summerseason.


Applications are assessed by the events service.Where necessary, organisers are requested tomeet with the events service. The events servicealso offers guidance and support in developingevents.



Guidance, advice and support are available atany time.


None of the local authority parks and spaces inLambeth has premises licences.



The events service and the arts team are joinedunder cultural strategy and are based in thesame offices. There are very goodcommunications between the events service andthe parks team. The event safety groupincorporating licensing, environmental health,health and safety and traffic managementmeets twice a year. The events service is able toprovide technical support to other councilorganisers of events but this relationship is indevelopment.


The marketing of Lambeth’s events is acorporate priority. It produces its own

marketing for its in-house events and followscorporate guidelines. In 2009 there was amarketing officer specifically allocated toLambeth Country Show and this was extremelysuccessful.

All events taking place in the borough’s parksare entered by the events team onto the onlineevents diary in the festivals and events category.Community groups can approach thecommunications team to have their eventsincluded in this in-house magazine, which ispublished every two weeks. Any required pressinterviews relating to Lambeth events areallocated to councillors.


Lambeth events team belongs to the LondonEvents Forum and has contacts withneighbouring Southwark.


The Southbank Centre is a key cultural partner.The council works closely with manycommunity-led events, such as Day of Portugal,Day of Madeira, Brixton Splash and a number ofother community events.


The borough of Lewisham is an inner London

borough in south-east London. It has a

population of 261,600. The borough covers

3526 hectares, 474 of which are defined as sites

of nature conservation importance.

The management of the 45 borough-owned

parks and facilities is contracted out to Glendale

Grounds Management. Lewisham has nine parks

that have been awarded the Green Flag status.

1 Staffing

The events team comprises an events managerand an events assistant. The team sits incommunity and neighbourhood development inthe community services directorate. It offersadvice and guidance on running events andfestivals in the borough. The team also hosts amulti-agency events safety advisory group,which considers and advises on all proposals formajor events. The events team producesLewisham People’s Day, Blackheath Fireworks,the Pride Awards and leads Lewisham’sparticipation in a range of initiatives, includingThe Big Lunch, The Big Dance, Next Stop 2012.

2 Event programme /activity

The borough plays host to a huge number ofevents each year.

Lewisham events are included in the boroughevent list appended to the report.


• Lewisham People’s Day• Blackheath fireworks• Lewisham Country Fayre• Bike and Kite• Christmas lights switch-on


Glendale Grounds Management is contracted bythe council to manage the council’s parks and tohire out parks and open spaces for use by eventorganisers. Glendale works in partnership withthe council to deliver an outdoor eventsprogramm. Full details on booking proceduresare on the Lewisham website.


Lewisham has a large number of events asprovided in the borough events list and alsothere are other external events:

• at Horniman Museum• Blythe Hill Festival• Brockley Max• Forest Fest (Forest Hill School)• Sydenham Arts Festival• Sydenham International Music Festival • Deptford X


There are only fairgrounds only at present.

1152009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF LEWISHAM

London Borough of LewishamOutdoor arts events and activity

Instruments in air at Lewisham People's Day 2009Photo: James Parkinson



The events team is guided by the communityand neighbourhood developmentdepartmental plan and more broadly by thesustainable community strategy. It supportsfestivals and events that contribute to citizens’sense of place and celebrate local areas andidentities. The council’s strategic documentsare available on the website.

Events contribute to promoting and deliveringa wide range of Lewisham’s strategic prioritiesacross all directorates. In addition to thesustainable community strategy, the Lewishamcultural strategy is also very relevant. Theopen spaces strategy also refers to events.


See the sustainable community strategy forstrategic priorities, expectations and aspirations.


Advantages: • Glendale Grounds Management, as

external contractors, manage the risks. • Lewisham has a highly creative community

that feeds into events. • there are a number of parks and open

spaces that are suitable for events ofdifferent sizes.

Disadvantages: • it can be a challenge to keep control of

the events proposed.


The multi-agency safety advisory group monitorsall events and meets quarterly to discussproposals for major events in the borough andto hold debriefs where appropriate.

All events have bespoke evaluation andmonitoring systems in place either for fundersor as part of legislative requirements.


Lewisham’s aspirations, in addition to those setout in their strategy documents are to:

• continue to develop partnership workingopportunities

• diversify their sponsorship portfolio fortheir main events

• consolidate the internal funding offer• continue to adhere to the sustainable

community strategy• maintain an open and constructive

dialogue with organisations andindividuals

• keep appraised of industry best practice • support event organisers to develop

innovative projects• develop accredited and informal training

opportunities• continue to communicate Health and

Safety Executive legislation and industryregulations locally



All lettings charges vary according to the scaleof the event. Information is available in theapplication form on the website. Allapplications go to Glendale GroundsManagement with a deposit.


Key events are partly funded by the council,and partly sponsored or commerciallysupported.


For funding guidelines see www.lewisham.gov.uk/NewsAndEvents/Events/ PlanningEvent/


The events team can offer advice to organisersseeking funding.




The events team and all officers working onevents act as advocates for events.


Occasional training is offered to communitygroups.


See www.lewisham.gov.uk/NewsAndEvents/Events/PlanningEvent/Glendale Grounds Management has acomprehensive guideline toolkit for eventorganisers.

5.4 Equipment resource

There is some equipment available for eventorganisers to borrow.

5.5 Maps and site-plans

Glendale requires a map and site plan of allevents. All council-run events have a detailedsite plan. All events presented at the eventssafety advisory group are required to supply adetailed site plan.


The process for organising an event is clearly setout on the borough’s website.


There is very clear information on the council’swebsite.


The first point of contact varies. Enquiries maycome to the events team, licensing, Glendale,the police, or health and safety. All of thesehave good communications with one another soenquiries are directed according to the natureof the event.


If applying to Glendale to book a park or openspace, event organisers are first required tosubmit a brief outline of the event, proof ofappropriate insurance cover, risk-assessmentsand method statements.


Glendale asks that the event application iscomplete and passed to it at least eight weeksbefore the event date.


Glendale informs the council events team andsafety advisory group.


Glendale does a lot of ‘hand-holding’ help withrisk assessments, method statements and licenceapplications. A multi-agency partnershipsupports event organisers in the borough. Thisincludes the events team, Glendale, licensingand the police.


Glendale currently holds five premises licences(for Mountsfield Park, Blackheath, Manor Park,Manor House Gardens and Telegraph Hill) and isin the process of applying for premises licencesfor Forster Park and Chinbrook Meadows.



Communications are good between all thoselinked in to the event safety advisory group.Additionally, there is an awareness of otherevents within the council, but not necessarily aformal working relationship.


All council events have to be marketed throughthe council’s communications team.



Cross-borough communications andpartnerships are event-specific.


The events team works with an extensive rangeof non-council organisations that includes:

• Visit London• Global Local• Safer Lewisham Partnership• the local primary care trust• Performance Rights Society• Laban• Albany Theatre• TGLP• London Events Forum• Local Authority Event Organisers Group• Lewisham Music Service• Arts Council England

plus over 100 community groups andcommercial sponsors.


The events team focuses on supporting andfacilitating community-led events:

• offering bespoke, consistent advice onrecognised industry best practice

• highlighting funding opportunities forevents

• undertaking robust consultation andevaluation

• promoting partnership working andnetworking opportunities

• maintaining a flexible approach allowingquick responses to the needs of residentsand stakeholders.


The south-west London borough of Merton has

a population of over 200,000 in its 3,758

hectares.

Merton is rich in green spaces with 67 parks and

green spaces available. Three parks have been

awarded Green Flag status.

1 Staffing

Merton has a dedicated ‘greenspaces’ eventsteam of two, which sits in the leisure and greenspaces section and is responsible for all of theevents that take place in the borough’s parksand open spaces. The two-person arts team sitswithin the leisure and culture section alongwith the lead officer for 2012. The licensingteam sits within the consumer and businessprotection section. All of these sections fallunder the environment and regenerationumbrella.



• Mitcham Carnival• two bonfire and fireworks displays• Merton in Bloom competition• Cultural Olympiad events• Merton Horticultural Show

Leisure and green spaces section facilitates: • Mitcham Status Fair• Cannizaro Festival• Filipino Festival• Zippo’s Circus

The arts team is responsible for organising: • The Big Draw• Black History Month


• Peace Week (several events take place inparks or open spaces)

• LGBT Month• Numerous other events are organised by

council departments to coincide with theirprogrammes and targets throughout theyear – recycling, Safer Merton, road safety,adult education etc.


The green spaces events team received over 100application forms from external groups,organisations and members of the publicrequesting to use the council’s parks and openspaces for various events this year.


• The National Trust offer a large selectionof outdoor events throughout the year

• Filming of The Bill episodes in Merton’sparks or open spaces is categorised as acommercial event – the applications tofilm would initially go through thededicated advertising, filming andsponsorship officer who sits within thecommunications team.


The parks and open spaces art events calendarfor 2009 is summarised below:

May• Cultural Olympiad event• art and sculpture displayJune• Philippino Festival• Mitcham Carnival• Wimbledon Village Fair

1192009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF MERTON

London Borough of MertonOutdoor arts events and activity

July• music festival• Abbey Fest• Cultural Olympiad open weekend• Cannizaro festival• children’s holiday activitiesAugust• community fun days• jazz lunch• Mitcham Festival• Livewire Theatre• horticultural show• Change4LifeSeptember• Peace WeekOctober• Wimbledon Bookfest• arts development eventDecember• carol singing



Merton has an open spaces policy which is to beimplemented by 2010, with a review of thestrategy every five years. The strategy wasdeveloped in consultation with residents andpark users in 2007. Merton also has an artspolicy, which fits within the cultural strategy,and refers to the strengthening and promotingof festival and events.


Benefits:• community cohesion and social inclusion• income-generation

Problems:• weather dependant – ground conditions

permitting• seasonal• noise pollution• cost and resources


Advantages: • autonomy of event• first-hand rewards (public perception) • direct feedback from participants (usually

positive)• full management of associated

costs/budget

• artist booking is an enjoyable procedure• can build on relationships already in place

to create successful partnerships.

Disadvantages (depending on specific event): • full responsibility bringing full liability• stress• potential lack of partnership cooperation• complaints• costs of outsourcing to providers

impacting on quality of service• lack of quality control• no credit.


Events are monitored as a whole with specificaspects of those events being subject to scrutinyto ensure equality, diversity and access to theevents. The team responsible for organising theevent usually monitors them. Obviously eachevent is different, and different methods areoccasionally employed. For example – the grant-monitoring feedback is different to themonitoring procedures put into place for, say,The Big Draw, which was monitored usingparticipant comments, photographs andpaintings. Though there are some similaritiesbetween the types of monitoring – it issometimes important to acknowledge howvaried projects require varied approaches.


Ideally, more money/greater resource wouldbenefit the outdoor arts programme; workingto a tight budget and strict plan with targets, isdifficult. Merton’s events are restricted. While itis understood that it is for the arts team to tryto source funds, the probability of thathappening within the current economic climateis unlikely.



The income target for events andentertainment in 2009 was £56,000.


There is an allocated green spaces budget for


council-run events such as fireworks, Merton inBloom, and the horticultural show. All externalevents fund themselves.


The arts development team provide advice andguidance to voluntary arts organisations. Thereare small grants available to enable voluntaryarts organisations to deliver high-quality artsprojects in the borough; the maximum grant is£1,500.


Fundraising and sponsorship is managed by thededicated advertising, filming and sponsorshipofficer within the communications team.



• Friends groups• residents’ associations• councillors• council officers• local businesses• community groups• local press


Not applicable.


The green space events team plays a supportive,administrative and advisory role.

An event web page is currently underconstruction, to include an online applicationform, advice, instruction, toolkit etc. All Merton’sinformation will be on the government websiteDepartment for Business, Innovation and Skills.


Not applicable.5.5 Maps and site plans

Merton Council has its own mapping system(Planweb).



This can be obtained via:• events web page currently under

construction• by phone• by email


An application pack including examples of risk-assessments will be sent out upon first contactwith the green spaces team. The firstcommunication usually establishes whether theapplication for an event is feasible. Theapplicant will also be directed to event webpages for further information.


An outline of the event is to be submitted, plusrisk-assessments and insurance details arerequired; also the contact details of theorganiser.


For larger events, at least 8-12 months’ notice isrequired. For smaller events requiring temporayevent notice, two months’ notice is needed.


The green space events team distributes theinformation to licensing, arts, highways, towncentre management, park managers andstakeholder groups where applicable.


The event team gives guidance, advice andsupport throughout the whole process. It willalso arrange a site visit.


Premises licences currently exist for three sites:• Figges Marsh• Morden Park (Bandstand)• Three King’s Piece




A dedicated communications officer sits in theleisure and cultural services department (formedof leisure and green spaces and leisure andculture). There are good relations built withvarious council teams and partners.


The dedicated communications department isresponsible for advertising and promotion ofgreenspace events. It also supports variousexternal and partner groups if appropriate. The

new events/diary web page will also have thefacility to advertise council-run and externallyorganised events.


The borough takes part in South London ArtsPartnership, (SLAP) along with Kingston,Richmond, Sutton, Bromley and Croydon.


Non-council events can be added to the webpage.


The London borough of Newham is an outer

borough in East London. 249,500 reside within

its 3623 hectares. Despite being one of the

more highly populated areas of London it has

over 20 parks, four of which have Green Flag

Award status.

1 Staffing

The events team comprises a head of events andsponsorship, senior events officer, two eventsofficers and two event assistants. From the parksservice, the parks team leader (engagement)works on events. The arts team comprises aservice group manager (community), an arts andheritage manager and an arts manager.



All large outdoor and indoor events areorganised by the events team in thecommunications service. Alongside this, theborough uses an external production companyto help deliver the largest summer events.

Big outdoors events:March/April• Newham London Run• Sunday Fun Day July• The Mayor’s Newham Show• Newham CarnivalAugust/September• Under the Stars November• Fireworks Display (Bonfire Night)

Other events:• flag-raising ceremonies celebrating various

communities on their national days.• Remembrance Sunday and Armistice

events• award ceremonies, for example, Children’s

Awards

• senior managers conferences• Newham Council’s Annual General

Meeting


• town centre manager organises Frenchmarket and farmers’ market

• community engagement team organisesseveral events a year themed around thecouncil priorities, eg, crimeprevention, the environment, gettingactive.

• parks hold events: Easter egg hunt, greengym, nest box building, land art eventswalking events plant for life hedgerowand bulb planting

• children and young people’s servicesorganise play days, award ceremonies forlooked after children, foster carers, etc

• human resources organises welcomeevents for new starters

• the young mayor team organise anelection campaign and election eveningevent annually

• the sports development team organisesruns, sporting tournaments, kick racismout of football events, etc, throughout theyear.


London City Airport Fun Day is an annual eventat which the borough has a presence.


BBC Breathing Spaces


March/April• Sunday Fun Day July• The Mayor’s Newham Show• Newham CarnivalAugust/September• Under the Stars November• Fireworks Display (Bonfire Night)

1232009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF NEWHAM

London Borough of NewhamOutdoor arts events and activity



The council follows an outdoor and open spacespolicy. An events strategy for the next few yearsleading up to 2012 and inclusive of events atthe time of the Olympic Games is in place.


Benefits: • giving people chances to get active and

inspired and to enjoy themselves together,allowing them to break down prejudice,prevent social exclusion and build astronger sense of community:

• encouraging community cohesion• bringing different communities together• promoting healthy living • promoting engagement with the arts• promoting green policies• promoting council initiatives and services• promoting volunteering among the

community by engaging the NewhamVolunteers (Newham is running one of thebiggest volunteering programmes in thecountry)

• raising the profile of the borough

Problems: • attracting a young audience with small

sections partaking in anti-social behaviourin surrounding areas

• noise• parking and traffic


See 3.2.


A safety advisory group meet regularly pre andpost large events. For large events theengagement manager attends. There is noformal direct monitoring. Evaluation forms aredistributed throughout the public.


Appealing to new/different communities:

The council needs to factor in different types orevents that appeal to Newham’s growingmiddle-class population.

Using new sites: following the success of theRoyal Docks fireworks event the borough wantsto discuss using new/different sites in theborough.

Tourism/showcasing the borough to visitors:traditionally council-organised events havefocused on attracting local residents. However,the borough is increasingly becoming a visitordestination and moving towards 2012 this willonly increase. It is vital that the boroughschedules events that appeal to non-Newhamresidents and showcase the borough as a touristdestination and a place where people choose tolive, work, etc.

Once Stratford City opens and the new OlympicPark is finished they will attract even morepeople from outside Newham. This willinevitably change the clientele of the borough’sevents and it is vital that to focus on meetingtheir needs.

Helping residents organise their own events:building towards 2012 its vital that to capitaliseon residents’ inspiration about the OlympicGames and ensure that they get involved andaccess new opportunities. The focus needs tochange towards supporting residents toorganise events for themselves.


4.1 Income–generation targets/charges for use ofparks

The borough charges on a sliding scale £50.00-£10,000 for use of parks. Commercial eventsstart at £10,000.


The communications service budget sets aproportion aside to fund the big four summerevents, plus the other events that come underthe responsibility of the communications team:Christmas lights switch-on, Remembrance.


There is a grant scheme “GO FOR IT” that funds£2012 per application. The grant has to berelated to an outdoor activity.



Not applicable.



Key members, the mayor and member of theexecutive board are very supportive of events.


The borough is aiming to start a pack to helpcommunity members organise their own events:supplying bunting, grants, information aboutroad closures, etc.


There is a 40-page booking form, which iscomplex and needs streamlining.


Not applicable.


Not applicable.

6 The process: how an outdoor arts eventorganiser goes about staging an event inthe borough


The booking form has 40 pages and is not user-friendly (parks information). The council rarelyhosts events organised by external companies(for example London Borough of Hackneyrenting Victoria Park for Lovebox). It issomething that the council wants to do more inthe future, especially leading up to 2012.


The events team is the first point of contact.6.3 Requirements from organisations on first

contact

A brief outline of the event needs to be emailedto the events team.


Eight weeks are required.


Please see 6.3


See 6.3

6.7 Existing premises licences in the boroughNot applicable.



The events team sits in the council’scommunications team, which means that all thebig events and most of the smaller ones arebeing promoted and publicised very well. Thereis promotion of other small events within thecouncil.

7.2. Marketing events in the borough

Press releases are generated by the media teamand there is a good relationship with localmedia. Newham Magazine, a councilpublication, gets delivered to every householdfortnightly. There are posters and leaflets in allpublic council buildings and the council’swebsite publicises events. Street banners arevery effective and rate highly in feedback.


No cross borough communication and projectsare known of.


The primary care trust and West Ham footballclub attend Newham Show. Local regenerationpartners, such as Westfield have a presence atthe Sunday Funday.


Redbridge is an outer London borough

encompassing over 5,600 hectares of north-east

London. Redbridge is known as the ‘leafy

suburb’. Approximately one-third of the

borough lies within green belt land and there

are 14 conservation areas. In total there are

1,200 acres of forest and 600 acres of green

space and parks.

There are nearly 240,000 residents in Redbridge

and the area continues to increase in population

size. Two open spaces have been awarded


1 Staffing

In the housing and community services clusterare culture, sport and community learning. The arts and events teams are grouped withmarketing, libraries and museums. Parks andopen spaces are managed by parksdevelopment and parks operations, also sittingwithin culture, sport and community learning.One functions unit manager and an eventsofficer manage the outdoor events programmeand take initial bookings.



Wanstead Festival, Area5 ‘Our Community’Festival and Inspiration are regular eventsorganised by the council.

The Inspiration festival is an annual sports andarts festival which forms part of Redbridge’sCultural Olympiad programme. The events teamsupports Wanstead Festival and Area 5 festival,which are funded through area committeefunds.


The Dance Festival launch and outdoor theatreare organised by the arts development team.


Redbridge has an active community programme.The events team supports the RedbridgeCommunity Forum, Redbridge CarnivalAssociation, local churches, temples, schools andcharities in facilitating their annual events.


Redbridge does not run any commercialoutdoor arts events.


• rock festival • various sponsored walks• arts in the park summer season• Redbridge Carnival• public art programme• youth arts programme• children’s holiday art programme • dance festival• book and media festival• Eastern Edge Film• Barnardo’s firework display



There is an arts and events strategy which is yetto be formally adopted.


The main benefit cited was communityengagement and social cohesion with eventsbringing members of a diverse community

1262009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF REDBRIDGE

London Borough of RedbridgeOutdoor arts events and activity

together and offering them new experiences.


No advantages and disadvantages where listed.


Head counts are done at events by the officer inattendance, stewards monitor attendance andfeedback forms are handed out. All informationfeeds into the performance indicators and areport is drafted and fed back to members in adebriefing session. Results are used to improvefuture events.


The events and parks managers would like toencourage organisers of events to use otherparks in the borough. The borough is wellserved with community events and is popularwith the community. Both managers would likethere to be more high-profile events and whilethey encourage ‘go see’ exercises to otherborough’s events, with a very small team it isdifficult to spare the time.



The income target is £25,000, which isachievable but not predictable.

Generally, council event organisers are notcharged for use of the parks. If the event is freeto the public it is at the discretion of the eventsmanager to charge community and voluntaryevent organisers. This often depends on the scaleof the event and the venue chosen. Large events,fairgrounds and commercial events are charged.All event organisers are liable for any damage tothe parks and are charged for any remedialworks required through a damage deposit.


There is no centrally held budget for council-organised events. Occasional interdepartmentalin-kind deals are set up for infrastructure.


Local groups and event organisers areencouraged to apply to Redbridge Arts Council.This is an umbrella organisation that receives agrant from the borough’s arts developmentteam in order to support grassroots arts andevents activity.


Not applicable.



Not applicable.


Community groups are encouraged to attendsafety team and emergency planning meetingswith borough staff before their event.


There is a park hirers’ pack, which can bedownloaded from the website and which isgiven out after receiving application forms.There is also a dedicated events and festivalssection on the council website with online formsand ‘frequently asked questions’ (FAQs).


There is no equipment held within the borough.The events team gives advice as to where tosource equipment.


Event organisers booking the borough’s parkscan obtain maps from the parks department.



The council website has a phone number to ringto discuss holding an event in a park, an onlineform, etc.



This varies, although the first point of contact isusually the events team, so it can book thespace. Customers can also send queries via theinternet.


This is a simple application form asking forcontact details, name and type of event,equipment specification and a brief descriptionof the event. Forms can be downloaded fromthe website.


For large events, six months.


The events officer processes applications anddistributes to the relevant members of theRedbridge emergency and safety team.


Support is available for community groupsalthough it is not the responsibility of theevents team to manage the events.


Five parks and open spaces within the boroughhave premises licences.



Redbridge emergency and safety team meets asand when to discuss applications received.

7.2 Marketing events in the boroughThere is an events diary on the website andorganisers are encouraged to post their events.The leisure marketing team in partnership withcorporate communications manages in-housemarketing and publicity. Corporatecommunications vet all the posters.


The arts team works in partnership with theLondon Borough of Barking and Dagenham andthe London Borough of Waltham Forest on theEastern Edge Film Partnership.

The arts and events team is part of the 2012gateway boroughs partnership (Redbridge,Barking and Dagenham, Bexley, Havering andLewisham); the partnership is working on alarge cross-borough festival collaboration incelebration of 2012.

The arts team is part of the Thames GatewayDance partnership involving the five Olympichost boroughs and five gateway boroughs. Thearts team is delivering a skills training project inpartnership with Barking and Dagenham inaerial arts and film-making, which has beenfunded by London Development Agency and ismanaged by Arts Council England.


Klick Youth Arts project is funded by ArtsCouncil England. The borough is in regularcontact with Thames Gateway LondonPartnership about programming CulturalOlympiad events in the ‘gateway boroughs’.


London Borough of Richmond is in south-west

London and forms part of outer London. It is

the only London borough to straddle the

Thames with districts on both sides of the river.

Altogether t London Borough of Richmond’s

parks section manages 140 parks and open

spaces and 21 miles (34 km) of river frontage –

five times more green and open space than any

other London borough. Parks not managed by

the local authority include Kew Gardens and

Hampton Court as well as two Royal Parks –

Richmond Park and Bushy Park, and Marble Hill,

which is managed by English Heritage.

1 Staffing

There is no dedicated events team staff inRichmond Council to manage events; the servicedevelopment office in parks facilitates thebookings of parks and open spaces for outdoorevents. Head of parks has overall authority. Thearts team also oversees arts elements of outdoorevents.



• Larks in the Parks • Holi Festival of Colours • On the Edge – free festival of world music• Twickenham carnival


Town centre managers and ‘’ tourism sectionorganise and assist in hosting events in theborough.


Most of the events programme is made up ofcommunity/charity events, for example:

• May Fair• Barnes Fair• Ham Fair• Hampton Hill Carnival• Twickenham Green Fete and Family Day• St Margaret’s Fair

There are also several family fun days, dogshows, sports days, charity walks and runs thattake place throughout the year.

1292009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF RICHMOND

London Borough of RichmondOutdoor arts events and activity

Twickenham Carnival©London Borough of Richmond Arts Service


There are numerous commercial events incouncil managed parks including circuses,funfairs, 5 & 10k runs plus rugby, baseball /softball and cricket events run by commercialorganisations.

There are several charity fundraising events suchas Race for Life, London to Windsor Bike Ride,Leukaemia & Lymphoma Research LondonBikeathon, Cancer Research Charity dog walk, Pink Power Walk, & Help the Heroes.Other non charity and non commercial eventsinclude the Great River Race, TwickenhamRegatta, Richmond Regatta, Devizes toWestminster & various running club races.


Parks does not have a programme of events; alist of all events is filed with parks. The annual outdoor arts programme is described as charityand community-based.



The parks and open spaces events policy wasupdated in 2009 but is under constant review. The central vision of the parks service is to workin partnership with local communities and eventproviders to enable enjoyable and appropriateevents in the borough’s parks and open spaces.


Benefits: • providing inclusive community-focused

events for local residents and visitors alike.

Problems: • disturbance to local residents’ parking and

on occasions noise as well as potentialgrass damage (this is covered under thedeposit).


Advantages: • increased visitors to parks therefore

enjoying the open space and return visits• income from events pays for improvements

in those parks via revenue budget

• a programme of accessible events is alwaysa positive

Disadvantages: • can cause tension with local residents at

times• can damage parks


Parks and open spaces monitors complaints /comments from residents and councillors. Parksstaff carry out a site visit after the event andmay use the deposit to pay for anyreinstatement ground works.


The parks section are reviewing their policy,considering licensing some sites, and looking toincrease income by hosting large scalecommercial events.



The authority will set an annual scale of feesand charges for parks events:

• Small event up to 500£1,000 or £150 day fee (15 per cent)

• Medium event up to 2,000£4,000 or £600 day fee (15 per cent)

• Large event more than 2,000£8,000 or £1,200 day fee (15 per cent)

The fees will depend on the type of event, thenumbers attending and the duration of theevent. £11,000 income was made in 2009(excluding catering annual income) from openspaces.

Circus & Funfairs pay £500 per operational day.£100 per day is paid for sporting events. There isa £2,000 deposit taken for large events to coverany reinstatement works required.

Currently there is no charge for charity orcommunity events.

There is a £2,000 deposit taken for large eventsto cover any reinstatement works required.



The arts team funds a limited number of events,with the parks team & other environmentdirectorate sections also contributing whenbudgets permit. Larks in the Parks andTwickenham Carnival are examples of supportedevents.


Small grants systems are available for the voluntary sector with information on theborough’s website at www.richmond.gov.uk.


None at present.



The ‘Arts Advisory Forum’ and ‘Richmond ArtsForum’ advocate for outdoor arts events andactivities.


The arts advisory forum can advise where to gettraining but none is known of at present.


The policy is very clear and acts as a guideline. Itis available from the events page on theirwebsitewww.richmond.gov.uk/parks_and_open_spaces.Officers are also always happy to meet and talkthrough applications.


None is available.


These are available from the parks and openspaces Geographical Information System (GIS)officer.



An event application form is available fromparks and open spaces [email protected] from the borough’s website.


The service development office in parks is thefirst point of contact.


• as much detail as possible about eventthat is being proposed

• a map of the site, showing a detailedinternal layout including all temporarystructures and support services, powersupplies, toilets, first aid, organiser’scontrol base, etc

• Supporting documentation:• an emergency plan• a risk assessment• evidence of contact with relevant

Metropolitan Police officer • public liability insurance cover to the

value of £5million• proof of application for a TEN


Organisers of festivals or concerts, who requirea premises licence, should contact the licensingauthority at least six months in advance. Theborough recommend that the temporary eventnotice be given to the licensing authority andthe police at least 20 working days in advance.


The procedure for applying to use a park for any event is as follows:

• organisers contact the council• organisers complete application as fully as

possible • the department consults with local

community groups and local councillors(three weeks)


• head of parks and cabinet member for theenvironment decide whether to allow theevent

• permission also depends on licensing;police and the environmental healthsection will need to be contacted; proof ofpublic liability, risk-assessments andemergency procedures are required

• for a community event, the council mightallow use of an area, free of charge

Historically there have been very few musicevents in the borough's parks as they tend toprovoke controversy; however this is somethingthat the parks section is developing as a viableincome generation option.

The council would not help with publicityalthough the arts section and the press officemight be able to display notices in communitynoticeboards or on the borough website.


Parks officer and/or arts officer available toadvise and support.


There are currently no premises licences in theLondon Borough of Richmond Upon Thamesparks.


7.1 Communications with other councildepartmentsThe parks department works closely with thearts service, highways, trading, sports bookings,parking and licensing.

7.2 Marketing events in the boroughThere is a corporate identity for all council-runevents. A3 community noticeboards around theborough are managed by the communicationsteam. The Visit Richmond website offers acomprehensive guide to upcoming events. Thecommunications team may be able to putinformation regarding non-council events ontheir website and in community notice boards.

7.3 Cross-borough communications and projects None known.

7.4 Communications and collaborations with non-council organisations None known.


Larks in the Parks©London Borough of Richmond Arts Service

Southwark is an inner London borough with a



include over 100 local authority parks and green

spaces, pedestrian areas along the riverside and

a town square in Peckham.

Seven parks managed by the council have the

Green Flag status. There are also several non-

council owned venues that stage outdoor arts

events.

1 Staffing

Under the head of service for culture there is anevents, film and 2012 manager, a senior eventsofficer, 2.2 events development officers, anevent locations officer – who works primarily onlocations hires – a corporate events officer and atemporary events assistant who offers generalsupport and keeps the website updated. Thisevents team works alongside an arts team andheritage service.


Southwark has a very large and diverseprogramme of over 170 outdoor eventsdelivered by the council events team, andexternal partners (such as the Thames Festival)and community groups. There is a very positiveattitude towards making events happen and allstaff in the authority pro-actively work toremove obstacles and create solutions.


The council funds and leads on a broadprogramme of events, which includes theequality-led festival Silver (a series of events,mostly indoor) The Mix and BermondseyCarnival, but its events are primarily grownfrom close working partnerships and

collaborations that the event developmentofficers nurture.


All council organisers of events in parks andopen spaces (including the town centres such asPeckham Square) go through Southwark’sevents team, with varying levels of input fromthe team. The Mix, for example, is a partnershipbetween the events team and the youth serviceand also with the young persons’ steeringgroup. Young people also shadow the councilofficers in each of the organisational roles.


Aside from the large non-council arts eventssuch as the Thames Festival, Carnaval del Puebloand the Coin Street Festival, there are a largenumber of community organisations andindividuals who organise their own events. Theevents team is seeking to let go of its biggerevents which are becoming self-sustaining, andis concentrating on supporting, encouragingand creating other events.


Commercial events are occasionally held in theborough’s parks and open spaces but are notencouraged. There is a high density of social

1332009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF SOUTHWARK

London Borough of SouthwarkOutdoor arts events and activity

Southwark Youth Carnival at Peckham Square, August 2009

Photo: Jody Kingzett

housing in the borough and for many residentsthe parks are their gardens so the council is notkeen to close off parks for commercial events,especially where residents perceive that theevents attract predominantly visiting audiencesand are therefore ‘not for local people’.

Due to its excellent location on the Thames nearCity Hall and Tower Bridge, Potters Fields Parkwas much in demand for private andcommercial hires but residents often opposedthem or, if they went ahead, complained aboutthe noise, litter and disruption – particularly toparking. This situation has since beencompletely turned around.

A trust, with local representatives, was set upfour years ago to manage the space that isleased to the trust by the council. The trustringfences income from commercial andcorporate hires and uses the money to fundcommunity events and to support localcommunity groups and activities. The residentstherefore feel much greater ownership of thespace and are more independent when makingdecisions.


There were over 170 events in Southwark in2009:

• Silver (older persons’ festival over twoweeks with 60 events organised bycommunity groups and 10 in-house)

• Black History Month• Celebrating Women• Lesbian, Gay, Bi-sexual and Transgender

History• Bermondsey Carnival• Carnaval del Pueblo in Burgess Park

(funded by Southwark and GreaterLondon Authority. Previously a partnerevent but becoming more independent).

• The Event – Southwark Park. Linked withBermondsey Carnival

• The Mix (youth led event which the eventteam produces in partnership with theyouth service). This is in Burgess Park atthe moment but the team are keen tomove the event around the borough.

• Southwark Youth Carnival (linked to TheMix)

• Southwark Irish Festival on Peckham Rye(funded by Southwark)

• Thames Festival (independent but partfunded by Southwark)



Southwark has a specific events policy. It wasproduced four years ago and the events team iscurrently updating it. As well as setting outpractical criteria for holding events, it identifiesthe benefits of events to the borough, linksthese benefits to Southwark’s overall priorities,and sets out the policy objectives against whichthe borough’s event programme can beassessed.

The cultural strategy is in development.


The main benefit cited was communityengagement and cohesion with events bringinga diverse community together. Events alsoencourage health and well-being as mostresidents in the borough do not have gardensand events encourage them to make the mostof the public outdoor spaces. Other benefitsidentified include the animation of publicspaces, chances to celebrate, the opportunity tocreate a positive reputation for the borough,with events providing a means of spreadingpositive messages, generating income andgenerally enhancing the borough’s culturalprogramme.

Problems with all large events are the potentialfor antisocial behaviour resulting from alcoholand the potential for events as a focus for guncrime. All major events in Southwark areassessed by the police on these two issues aswell as other standard issues, and furtherrelevant agencies are consulted depending onthe individual events. Other problems can resultfrom nuisance and damage to public areas andwhere local residents do not feel engaged withevents in their locality and feel that they aremore for visitors. Southwark has, however,developed some innovative ways to counteractthis (see Potters Fields Park, at 2.4).


There is a dynamic and committed team withstrong leadership and an overwhelming ‘can-do’attitude. There are several very good parks andgreen spaces in the borough. Although someare very centrally located and high-profile,


others are perceived to be a little too south ofthe river to be accessible from central London.This is generally the case in London for placeswhere there is no tube access.


The events development officers are workingwith Attitude is Everything [an agency set up toimprove Deaf and disabled people’s access tolive music] to undertake access audits of all themain venues in the borough used for events. Allcouncil events are monitored by an officer andthere are also debriefing meetings for thelarger events. Smaller community events arealso attended by a council officer whereverpossible, although with over 170 events this is achallenge. All events are required to completeevaluation forms (as part of a recentlyestablished evaluation process).

These evaluations contribute to an evaluationof the season’s events and are particularly usefulin identifying audiences and areas of theborough where development is required.Through this evaluation the borough identifiedthe need to simplify the information availableto organisations.


The borough events staff would like to have anup-to-date event toolkit for the use ofcommunity event organisers and to continue todevelop capacity-building for them. The team isdeveloping its online presence and particularlywants to iron out minor discrepancies betweeninformation on the website and the currentguidelines.

The traffic management team would like to haveguidelines for events; all traffic guidelines at themoment are written for utility or constructioncompanies; they are not relevant for events.



Southwark has an income-generation target of£20,000. There are set commercial hire ratesthat depend on the size and duration of the

event, and an administration fee of £100.Community and charitable organisations pay a£50 admin cost and are eligible for a potential50-100 per cent discount on the hire fees.

All event organisers are liable for any damage tothe parks and are charged a 20 per cent deposit(or minimum £500) for any remedial worksrequired. There is a cost of £700 for trafficmanagement orders (£300 of which is to coverthe cost of placing the required press notice).Street parties are exempt from this. Wherespecial parking arrangements are required thereis also a charge to cover the real costs, forexample, of the parking enforcement officers.


There is a core budget for events to support thelocal authority’s main events and micro-grantsare often available for programmes such asBlack History Month, Silver, and CelebratingWomen.


Southwark supports some non-council ledevents in the borough – such as Carnaval delPueblo and Thames Festival. For the latter theborough also pays for one member of staff toorganise the event.

For smaller events there are arts and culturegrants available, which aim to help develop newarts projects, especially in dance and theatreand some of these projects will incorporateoutdoor events. There are also funding grantsfrom the community council fund via theborough’s wards. Grants are up to £1,000.

Other arts organisations receive financialsupport for outdoor events through being partof one of the larger borough-themed eventssuch as Silver or Boundless. There is oftensupport given with marketing. The fundingpage on the website also links to nationalfunding opportunities and officers often referevent organisers to other parts of the councilfor support.


Although some Southwark events haveattracted sponsorship there are no sponsorshipofficers. The team has occasionally employedfreelance sponsorship officers but this can be acost rather than a source of income ifsponsorship is not forthcoming.




The executive member for culture is extremelysupportive of events in the borough and has agood understanding of their benefits.


A programme of training sessions forcommunity event organisers entitled Revealedwas held in 2007 following a needs analysis. Itwas part funded by the European Social Fund(with a creative enterprise focus) and consistedof several workshops covering fundraising,marketing, evaluation, health and safety,accessibility, licensing and processes.

The programme was delivered by professionalsfrom organisations such as the Media Trust andAttitude is Everything. It successfully supported80 organisers of community events. There is nofunding to repeat this training.

However, the adult learning team is able tofund a shorter version consisting of two daysof training in health and safety, riskassessments, event promotions, creativeprogramming, permissions and licensing and10 steps to event management, with thetraining primarily being delivered by councilstaff. The events team is particularly keen toraise awareness of steward training, projectplanning and timelines, which will directlybenefit Southwark in the provision of safe,creative events. This training will also beoffered to community wardens and to councilofficers in parks and leisure.


Guidance, advice and support are available atany time. There are useful guidelines on thewebsite on licensing, health and safetyprecautions, event promotion, accessible events,event evaluation and event funding.

There are also guidelines for organisers on thewebsite, which will help with the completion ofthe application form. The event developmentofficers can offer support with developingevents both before and after the application ismade and this may include guidance on the

creative content, the building of managementteams and working partnerships. Practicalsupport and advice comes from the locationsteam.

The food officer in environmental health hasguidance notes on outside catering and isavailable to offer advice and guidance.


The council does not have event equipment forcommunity groups to borrow. where a trafficmanagement order is in place the borough’straffic management contractor supplies signage,barriers and cones free of charge to communitygroups as a goodwill gesture.


Southwark has a Geographic InformationSystem (GIS) department that can send CAD(Computer Aided Design) maps to eventorganisers for use as site plans. Southwarkcovers the licence cost for this so it is free toorganisers. The events team also has a bank ofmaps for event organisers working in theborough’s main parks or spaces.



An event application form is available fromparks and open spaces [email protected] from the borough’s website.


All initial enquiries are directed by the callcentre to the events team (although callers mayalso be directed to the website). All applicationsgo to the locations team. If organisers havequeries or need support with completing theapplication, officers are available to offerguidance. For small events the locations teamsupplies a simple matrix to assist organisers withpreparing their risk assessment.

The events team used to have a risk-assessmenttemplate and examples for organisers to followbut found that this could be more of ahindrance as some organisers merelyreproduced it verbatim.The events team acts as a one-stop shop forevent organisers, so, for example, even the


website information available on licensing givesthe events team as the main point of contact forfurther information.


The application to hold an event in the boroughis quite detailed and there is a thoroughchecklist of supporting documents that arerequired. Although applicants are encouragedto attach all supporting documents with theoriginal application there is an understandingthat this may not always be possible and datesfor submission of documentation can benegotiated. The detail required of thesupporting documentation varies according tothe size and complexity of the event.

Supporting documents required are:

• site plan• risk assessment• proof of public liability insurance• crowd-management plan• emergency control plan• first aid provision• communications plan• production and event timetable• artists line-up• method statement• fire procedures• transport plan• lost children plan• waste management plan• environmental impact assessment• access and interpretation provision• marketing plan• equal opportunities statement.

These supporting documents not only help theevents team assess the events but also identifyareas where the organisers need guidance andsupport.


Completed applications for the smaller eventsmust be received at least six weeks in advance,although where support is required three monthsis suggested. Larger events require at least 14weeks’ notice but again a longer run-in of sixmonths is advised. Traffic management ordersneed six weeks’ notice or preferably two months.


The events team holds a weekly meeting toassess applications, and to decide whether it hassufficient information to put the event toconsultation. The level of consultation dependson the size and nature of the event andwhether there are any contentious issues (forinstance, when assessing applications forPeckham Square the team has to consider thatthis venue has a potential for over-use). A list ofthe events is sent to ward councillors, the police,parks managers and licensing.

Stakeholders, including friends groups, localcafes, businesses, and tenants and residentsassociations are all consulted. The eventorganisers are required to put up their ownnotices regarding the event. For large, complexor contentious events, an events safety advisorygroup meeting will be held with all relevantcouncil officers and external bodies invited.

Events are very rarely turned down. If they are,it is usually either because the informationsupplied is incomplete or because there arequestions regarding the competency of theorganisers to manage a safe event.

The application directs applicants todownloadable information on licences andlicence application packs. Applicants need tosend copies of their licence applications to thepolice and environmental health as well aslicensing. There are no guidelines on trafficmanagement for outdoor events and officersare aware that these need to be developed.Officers currently work with event organisers ona bespoke basis.


Guidance, advice and support are available atany time. There are useful guidelines on thewebsite on licensing, health and safetyprecautions, event promotion, accessible events,event evaluation and event funding.


There are nine local authority parks and spacesin Southwark that have premises licences butthese do not cover alcohol. The premiseslicences are for Burgess Park, Camberwell


Green, Dulwich Park, Geraldine MaryHarmsworth Park, Goose Green, Lucas Gardens,Peckham Rye Common, Peckham Square andSouthwark Park.



All council officers working on events are basedin the same building under the samedirectorate. There are very goodcommunications between them. There is also a‘fusion’ group, led by the events team, whichbrings together all those in the council whohave an involvement with events, from youth orhealth workers to town centre managers.


Southwark produces all its own marketing andfollows corporate guidelines. The local authorityhas 30 official marketing campaigns. There isnot a specific ‘campaign’ for events but theevents programme is promoted within the‘cultural tourism’ campaign. The events teamalso arranges direct marketing and promotionfor the main season of events. All events can beentered in the online Southwark Events Diary.Southwark manages its own event Facebookpages and the events team also updates its ownpages on the website.


Southwark initiated the London Events Forum(LEF) and facilitates the forum. Although onlyrecently established, the forum is rapidlyincreasing the opportunities for cross-boroughpartnerships, benchmarking and joint working.Southwark is also overseeing LEF’s CapitalAmbition programme of London-wideimprovements to local government eventsinfrastructure.

Cross-borough working on creative projects hasproved quite difficult, although there havebeen a few successes, such as the SouthernExposure film project with Lambeth andLewisham.


The Thames Festival says it has excellentworking communications with Southwark andappreciates the officers’ ‘can-do’ attitude andsignificant support, not only in funding but alsoin advocacy and facilitating high-levelpartnerships for the festival. Southwark worksclosely with the Southwark Arts Forum and oneof the events development officers has taken onthe contracting and managing role for the ILove Peckham Festival, SE15 Creative Network,and Boundless, Southwark’s disability artsnetwork.

Southwark has a strong, positive workingrelationship with the police events planningteam and the police licensing team. The policedo not charge Southwark for any of its ownevents, but do charge for commercial events.For smaller events, the safer neighbourhoodteams provide support.


The London Borough of Sutton forms part of in

outer London. It covers an area of 43 km2 (16.6

square miles) and is the 80th largest local

authority in England by population. It is one of

the southernmost boroughs of London. The

borough has three parks with Green Flag Award

status.

1 Staffing

There is no events team or anyone specificallyresponsible for events. There is no arts team. Afreelancer delivers an outdoor event each year.



• Mayor of Sutton’s charity events• IMAGINE festival• Take Part, Take PRIDE• Sutton Christmas lights switch-on • Shopping events• 24 farmers’ markets • markets• other high street events (around 12 per

year)• environmental fair event annually• Hackbridge Carnival supported by the

local schools and church of Hackbridge


There is no information about events organisedby the other parts of the council. The towncentre manager organises markets andChristmas lights, etc.


• Marie Curie Cancer Care event annually• Belmont Festival• Wandle Festival

Events organised by the Rotaries:

• Music in the Park, Beddington Park• Cheam Fair• Carshalton Carnival

St Helier Festival is organised and run by localresidents who belong to Sutton Federation ofTenant and Resident Associations’ (SFTRA) and issupported by Sutton Housing Partnership, localsafer neighbourhood teams and the borough.Sutton Housing Partnership (under the umbrellaof the borough) manages around 10 residents’association fun days per year through SFTRA.


There are circuses and funfairs. Smarter TravelSutton organises an annual sustainable travelevent, supported by Transport for London.There are ‘green events’, organised by EcoLocal.


There is an events calendar on the website.



The council uses the Health and SafetyExecutive’s Event safety guide for guidance.There is no one set of policies used throughout.


Benefits:• participation opportunities• seeing, taking part, questions and talking

to people • easier access to community• reaches more people• encouraging community to feel and work

together• opportunities to volunteer at the event

1392009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF SUTTON

London Borough of SuttonOutdoor arts events and activity

• inclusion• roads to employment• a way of engaging young people and

reducing the fear of crime• welcomes all ages• reaches a diverse audience• breaks down barriers and mistrust

between generations• outdoor events are great platforms for

launches• provides a platform for engagement in

the Cultural Olympiad• attracts new footfall• revitalises public spaces

Problems:• weather• annual events may have limitations


Advantages: • council connection• gives a higher profile for the creative

industries in regenerating the town centreand the use of the new stages


Not applicable.


• more events, a focused approach, ajoined-up thinking with otherdepartments

• easier access to council departmentsrelevant to organising community events

• arts partnerships – to work with localauthority officers and other partners, toproduce high-quality outdoor arts

• artists to work with local people in a rangeof ways

• to embed high-quality artistic practice inthe regular programming

• getting local business involved andengaged with festivals

• working with arts partners will helpprovide networks

• provide new public spaces • a tailored mentoring programme with an

arts partnership, for example, Zap Arts • funding – better signposting on funding

for community groups; easier access forfunding streams – shorter applicationforms



There are targets and without funding eventswill not run. £40 per annum for town centre.


There are very few arts events in the borough.Those that exist are frequently funded directlythrough the borough. Small grants are availablefor artists to take part in The IMAGE festival.Who decides on other events’ funding dependson what sort of event it is.


Not known.


Not known.


Lots of political support from all parties,including MP’s and support via localcommittees. Each area organises events.


The deputy leader takes the lead on Take Part,Take Pride. A community champion leads forthe local residents (Sutton Tenant FederationAssociation) St Helier Festival and the localcommunity outdoor events.


The Sutton Housing Partnership, themanagement company for the council’shousing, provides fundraising and eventtraining for all council tenants. The SuttonFederation of Tenant and Resident Associations(SFTRA) is a voluntary organisation for residentassociation and tenants in Sutton and workswith Sutton Housing partnership and theborough providing advice and training on asmaller scale.



None available but the licensing officer adviseson all safety and organising aspects of eventsand encourages use of the event manual.


None are available.


These are held by town centre manager.



There is no or little information on the website.


The key departments to contact, depending onthe venue, would be licensing, parks, highways.The main directorate would be environmentand leisure.


As there is no events team the requirementschange according to the first approach.

6.4 Timelines advised/required for non-councilevent organisersAs there is no events team the requirementschange according to the first approach.


As there is no events team the requirementschange according to the first approach.


All organised event enquiries should be directedthrough licensing department, but also theSafer Sutton Partnership, which includes thepolice, who are very keen to be involved andvery supportive with advice for organisers ofevents.


There are three premises licences in the openspace.



None known of.


The council has poster sites around the boroughwhich can be used by other people and there isa council magazine going to all households,which can be used to advertise.


• South London Arts Partnership


• South London Arts Partnership• Zap Art• local radio• Arena• police• Scout and Guide Movement• SCVS• Residents’ associations• Army• Friendly hands• Sutton Tenant Federation Association• Eco Local• London Transport


The council is working on a three-day arts-ledfestival to celebrate the renewal of Sutton HighStreet. It is working with Zap Art to embedhigh-quality artistic practice in the regularprogramming of the ‘arts-centre-without walls’,to demonstrate the newly-installed eventsinfrastructure working to its full potential.Through the work of Zap Arts, there will be aplatform for arts work that encourages localpeople to share experiences, knowledge andskills.


The London Borough of Tower Hamlets is an inner

London borough. It has a population of 215,300.

The 1,978 hectares within its boundaries include

many diverse parks, gardens and open spaces.

The borough has six parks with Green Flag Award

status: Bethnal Green Gardens, Island Gardens,

Mile End Park, Mudchute Park, St George’s

Gardens and Victoria Park.

1 Staffing

There are two festivals and events officersworking within Tower Hamlets arts and eventsservice, with a manager who has additionalareas of responsibility for the arts programmein the borough. The team is responsible for theborough’s programme of outdoor events.Tower Hamlets’ arts and events team workswith long-term freelance staff as core officepersonnel, plus a range of contractors,consultants and suppliers.



Approximately 90-100 events take place eachyear, with various levels of involvement fromthe events team. Approximately 10 of theseare directly organised or delivered by the teamincluding Paradise Gardens, fireworks,Baishakhi Mela, plus 2012-related events andother one-offs.


The sports development team also deliversevents.


There are a large number of community-ledevents.


In 2009-10 these include: Madstock, LoveboxWeekender, Tiesto concert, Field Day, andUnderage, as well as funfairs and corporateevents.


Please see 2.1.



• major event policy –- currently in draftform, due for Cabinet July 2010

• creative industries strategy (draft stage)• public art strategy (draft stage)

The arts and events service plan contributes andresponds to Tower Hamlets’ strategic plan andpartnership plan.


Support for community festivals and eventshelps to improve the quality of people’s lives,promotes community cohesion, brings visitors tothe borough and contributes to localeconomies. Tower Hamlets administers a grantsscheme for festivals and in the coming year willfund 25–30 events.

Work with the commercial event sector bringsevents such as the Radiohead concerts and theannual return of the Lovebox and Underagefestivals to Victoria Park. This raises the profileof the borough, contributes to the localeconomy, showcases local artists and providesfirst-class events for people in the borough.


Advantages:

1422009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF TOWER HAMLETS

London Borough of Tower HamletsOutdoor arts events and activity

• experienced dynamic team• good park-based venues• central/east London location• a strong pool of local artists and arts

organisations

Disadvantages: • not many ‘town square’ type spaces• all the disadvantages associated with an

inner London borough, from crime totraffic congestion


• feedback on events programmes• one to one ‘snapshot’ surveys at events• freepost feedback cards• event organisers’ surveys• online surveys• complaints• premises licence consultation periods

The arts and events service is responsible formanaging the systems and staffing toundertake monitoring and evaluation andliaising with third-party organisers to gainmonitoring information. It summarises thefindings of face to face and other surveys.


• additional imaginative corporate andcommercial events would produce extraincome to fund the free, participatoryevents programme in the borough andmeet the financial challenges in theimmediate future

• expansion into use of empty council-owned properties as events venues

• additional staffing resources and greaterconnections across London would help



The income generated by outdoor events isapprox £25,000 in 2009–10. Targets will risedramatically in years 2010–11 and 2011–12.


The commercial income is added to core

funding and helps the borough to fund its freeflagship events: Paradise Gardens and fireworks.This also facilitates levering-in considerableadditional funds from sponsorship, grants,commercial activity on site and other sources.The Baishakhi Mela has some core fundingcommitted for two years but needs additionalfundraising effort.

All of these events then have a mix of grantfunding, trading income, sponsorship, in-kindsupport.


Events not organised by the borough can besupported by the events fund – a £45,000 fund –supporting small community events with grantsof up to £3,000. The grants panel is made up ofthe borough arts and events staff. Additionalfunding for events also comes from theborough’s 2012 unit (most of this is focused onParadise Gardens). Tower Hamlets’ equalitiesteam supports specific event work on equalitiesthemes with approx £100,000. Decisions areagreed by arts and events staff and equalitiesand diversity staff.


Most responsibility for fundraising is withofficers though they may also use freelancespecialists.



None identified.


Tower Hamlets offers training and seminars fornon-council event organisers.


Guidelines are available. A toolkit is alsoavailable.


Some basic signage, tents and use of equipmentare held in the resource bank.



Site plans are required by the events team.



Information is available on the website.


All event enquiries are referred to the arts team,which initially sends the applicant the toolkit.


A description of the event plan of action for theevent and confirmation of insurance is required.


Three or six months’ notice depending on thescale of the event.


The applications are received by the arts teamwho set up a meeting with the applicant.


The arts and events service is responsible for thecontractual arrangements for the use of parksand open spaces, road ways (for street partiesand processional work) and provides the linkand signposting to internal council departmentsand external partners for example, the police.The arts and events team also coordinate theborough safety advisory group for major events.The arts team also have an events toolkit.


None.


7.1 Communications with other councildepartments• planning groups for specific events

(usually major events)

• quarterly safety advisory group meetings• direct contact on an ad hoc basis• arts and events website • individual event websites for the Baishakhi

Mela, East End Film festival and ParadiseGardens

• circulated event diary


The arts and events team has a three-days aweek marketing officer post with a remit tomarket in-house events and work withcommercial and third sector partners to marketthe event programme. This will use all the mainmarketing channels from viral and web-basedto posters and flyers. For some projects specialistexternal marketing and press staff arecontracted in.


There is occasional cross-borough work – forexample, East Film festival, which works acrossboroughs and via the CREATE festivalprogramme with the five Olympic hostboroughs.


In-house staff work with all of the majorcommercial events hosted in the borough andtheir marketing and public relations teams.


The team works with Attitude is Everything [anagency set up to improve Deaf and disabledpeople’s access to live music] on access at streetarts festivals – specifically Paradise Gardens2008, 2009, 2010. It also worked with Universityof East London to evaluate the impact offestivals on community cohesion – this reportedin autumn 2007.


Waltham Forest is an outer borough of east

London. It is a mix of built up residential

development, though one-fifth is made up of

forest, reservoirs, open spaces, parks and

playing fields. Of the 3878 hectares within its

borders, over 200 are managed by the borough

as open space. In addition to its two parks with

Green Flag Award status it is also one of five

London boroughs designated as a host borough

for 2012 Olympics. The population numbers

223,200, 35 per cent of whom are from ethnic

minorities.

Within the borough there are no purpose-built

performing arts venues or commercial cinema.

The two assembly halls play host to a range of

community-led concerts and theatre

productions. Continental Drifts and Masquerade

2000 are the only two Arts Council England

regularly funded organisations based in the

borough.

1 Staffing

Waltham Forest has a dedicated events teamwithin the arts events and halls service group.The service reports to the people policy andpartnerships directorate. There are two eventsofficers and all other services are contracted inas and when required.



The arts and events team delivers a culturallydiverse programme, including the key summerevents. Some of these events have been runningfor over 20 years and are very well established.

• Waltham Forest Mela• Chingford Day• Green Fayre• Young People’s Caribbean Carnival• Leytonstone Car-Free Day• Light Up Langthorne Park • fireworks

Within the borough there are fine examples ofpublic art initiatives, including the Hitchcockmonument in Jubilee Gardens, Leytonstone.


None known.


• Chingford Village Festival• Walthamstow Festival• E17 Art Trail• Leytonstone Festival• Leytonstone Art Trail• Waltham Forest Drama Festival• E17 Jazz• Walthamstow Folk Club


Commercial events include pub-based music andtheatre. Parks host commercial funfairs on anoccasional basis.


Events are listed on the website. Organisers areencouraged to submit their own events.www.walthamforest.gov.uk/index/whats-on.htmI



The council has recently launched its newcultural strategy.

1452009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF WALTHAM FOREST

London Borough of Waltham ForestOutdoor arts events and activity


Benefits: • more than 80 per cent public satisfaction

with local festivals offer• council members are very supportive of

the arts in the borough and this isevidenced by increased investment in thefestivals programme

Problems: • occasional neighbourhood issues about

parking• some events are at full capacity and there

is a need to limit growth in numbers


Advantages: • festival and events programme celebrates

and communicates diversity and socialcohesion within the borough

• attracting new audiences to differentparts of the borough including openspaces and town centres

• provides a platform for local creativeproduct

• improving engagement in arts

Disadvantages: • occasionally the outdoor events present

crowd management issues• risk to community cohesion where events

become a site for other conflicts


Quality control is exercised through thecollection of customer feedback by events andpromotions teams at events. Informationgathered is considered and informs in-houseimprovement planning across festivals delivery.Community-managed festivals are monitoredwith reference to the outputs defined in theirfunding contracts. The council also uses ‘residentpanel surveys’ to gather views of users and non-users. These show high public satisfaction.


• Increased funding is now available forlocal community-managed festivals andspecifically designated for Leytonstone,

Walthamstow, Leyton and Chingford• Waltham Forest is part of the five

boroughs’ CREATE Festival. The aim is todiversify and improve directly providedfestivals

• Relocation of Young People’s CaribbeanCarnival to Leyton to improve distributionof festivals around the borough



Charges are applied to festivals in parks andopen spaces. Charges are based on the volumeof expected attendance.


The council funds all directly provided festivals.A limited income is derived from hire of stalls.


The council provides £150,000 in funding tovoluntary sector organisations. Of this £50,000 isallocated specifically for community-managedfestivals, some of which are outdoors.


External funding and sponsorship has not beencentral to the sustainability of events.Sponsorship has in the main been in-kindadvertising support to particular events.


The council and residents value the festivalsprogramme highly and this is reflected in theincreased investment in directly provided andfunded festival activities.


• councillors are very supportive of thefestivals programme

• friends of the parks • attendances vary between 4,000 and

10,000 with in excess of 50,000 attendingdirectly provided outdoor events andfestivals

• the residents’ panel surveys conductedduring the summer 2005 of residents whohave attended council events showed 80per cent satisfaction


5.2 Event related training/seminars for community-based organisations

Arts and events training is delivered by WalthamForest Arts Council/Apex Arts. The events teamprovides advice and support as and when required.


The events team provides advice and support asrequired. Organisations commissioned to delivercommunity-managed events are required todemonstrate competence in event managementat the application stage.


The borough has its own events equipment store,including staging, safety equipment and signage.


Site plans are used for all festivals.



Applications to use open spaces are dealt withby the council’s greenspace group. The licensingsection issues temporary event notices.


The events team is available for all enquiries.


Details about the nature of event andanticipated numbers are required.


This depends on the nature of the activity. Anyevent attracting an audience more than 500should be discussed with greenspace officers inorder that licensing implications may beconsidered at least three months in advance.


The process is set out on the application.


Guidelines are attached to the application.


There are four premises licences in the borough.



Other departments are advised at confirmationof the event or festival arrangement.


All events are marketed through the corporatecommunications team. The key communicationstool is the Waltham Forest newspaper, distributedto every home and business in the borough.


Waltham Forest is working in partnership withthe five-borough cultural festival CREATE whichproduces joint marketing of the cultural andfestivals offer. CREATE is inspired by the 2012Olympic Games and takes place in late Juneand July.


Waltham Forest provides information to a rangeof web-based listings including Visit London,GLA campaigns initiatives, London councils aswell as commercial press.


‘Light Up Langthorne’: this new event wasdelivered as a one-off to launch the CulturalOlympiad. The park is in one of the borough’smost deprived and ethnically diverse areas andanti-social behaviour had created a perceptionof the park as unsafe. The light-up eventpresented circus performers working with fireand light, provided an exhibition of artistsworking with light and involved art installationsusing 2012 candles. The event attracted morepeople than were expected and attenders gavepositive responses. Customers’ return showedthat residents rated the event as excellent andsaid that they would come back again to eventsin the park. Light Up is now a regular event andofficers are exploring new ways in which thepark can be used for cultural activities.


The London Borough of Wandsworth is an inner

London borough. It has a population of over

284,000.

The 3,427 hectares within its boundaries include

many diverse parks, gardens and open spaces

which cover over 670 hectares.

Wimbledon Park, managed by the London

Borough of Merton and Richmond Park,

managed by the Royal Parks partially fall within

the borough boundaries.

1 Staffing

There is an events team that works with teamsfor filming, the arts and a local gallery. Theevents team has three people full-time and onepart-time.



Events: • fireworks• music at the bandstand• national events planned for 2012• civic, armed forces, and remembrance

events• Holocaust Memorial Day• elderly away days

Arts: • arts festival• artists’ open house• photo competition (with filming team)• young performer showcase• community outreach projects• activities organised by the Pump House

Gallery – talks, art education, fairs, etcFilming:• film awards and screenings


The economic development office organisesseveral festivals and carnivals, such as York RoadCarnival, Balham Music Festival, and LavenderHill Festival. The libraries organise Black HistoryMonth, Children’s Holiday Activities, SummerReading Challenge, and so on. The sportsdevelopment section also organises a widerange of outdoor events.


• Furzedown Festival• Battersea Arts Centre Theatre and Comedy

Festival • Wandle Valley Festival• Putney Jazz Festival• Putney Boat Race• Battersea Park Peace Pagoda Festival• Thai Festival• Praise in the Park• Rotarians Pensioners Christmas Day Party• Tooting Carnival • Old York Road Festival • Roehampton Music Festival


Wandsworth has a history of commercial events.In Battersea Park there is an open air venue thatis hired throughout the summer months.Commercial events include the Affordable ArtFair, Designer Wedding Show, DecorativeAntiques and Textiles Fair, and Wimbledon ArtsOpen Studios.


Throughout the year there are communityoutreach projects, outdoor art educationworkshops, talks, screenings, private views,launch parties and fairs. Also: January• Decorative Antiques and Textiles Fair February• Battersea Arts Comedy Festival • young persons schools filming project

1482009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF WANDSWORTH

London Borough of WandsworthOutdoor arts events and activity

• photo competition exhibition• Designer Wedding ShowMarch• Affordable Art Fair April • Putney Jazz Festival • Putney Boat Race• Decorative Antiques and Textiles Fair May• Wandsworth Arts Festival • Battersea Arts Theatre Festival • film seminar June• Wandle Valley Festival • Furzedown Festival • film awards • Battersea Park Peace Pagoda Festival July• Music at the Bandstand • national events planned for 2012 • Thai Festival • Tooting Carnival August• Roehampton Music Festival • Praise in the Park September• Old York Road Festival • Decorative Antiques and Textiles FairOctober• Affordable Art Fair • Designer Wedding Show • artists open house • photo competition launch November• Wimbledon Arts Open Studios • fireworks • BFI Fireworks Family Learning Project December• Rotarians Pensioners Christmas Day Party • Young Performer Showcase



Wandsworth has an open spaces strategy, acultural strategy, an events strategy and – indraft – an arts strategy.


Benefits: • local cultural programme

Problems: • impact of events on open spaces


Advantages: • a local cultural programme• income-generation• tourism and visitor attraction• economic development

Disadvantages: • potential for complaints• horticultural maintenance• impact of events on open spaces


External events are monitored throughmeetings and management plans. The eventoperations manager, events manager and parkspolice attend major events. The operationsmanager attends medium-sized events tomonitor and evaluate. Parks police are allocatedto major and medium-sized events and theyalso monitor small events.

The Metropolitan Police, licensing, noise team,fire brigade, emergency planning, publictransport, highways team and parks teams areinformed of events. Planning and debriefmeetings and notes are made for developingfuture events.


Extra staffing, funding and more sponsorship isneeded. A pan-London events toolkit andapplication form would be helpful.


Festivals and events are funded internally by thecouncil and externally through fundingapplications.


£1 million income is generated by events andfilm


Fireworks is funded internally and ticketed so its


cost is zero. Arts events are funded partly by thecouncil and partly by external funding sources,including Arts Council England.


The council offers grants to help local artists andorganisations deliver arts projects. Individualscan apply for up to £500 and groups can applyfor up to £4,000. The grant can cover up to 70per cent of a project’s total costs. The councilhas a community fund which provides one-offgrants up to £5,000.


There is a sponsorship and fundraising officer(in the parks team) who can help with adviceand information.



The arts, events and filming teams all supportfestival and event organisers to maximise thedevelopment of their events.


The team refers events organisers to foodhygiene courses and gives them one-to-onetraining where it is needed. The film team holdsseminars on subjects such as distribution,scriptwriting, and funding.

5.3 Guidelines and information available for eventorganisers pre-application (for example,fact/advice sheets/event toolkit

Guidelines about management and risk-assessment are provided to event organisers, aswell as layout plans and advice on design anddelivery of events. There is currently no toolkit,but the events operations manager gives stepby step support to delivering an event.


There is a wide range of technical equipmentavailable for hire.


Maps are available through the website.



There is information on the website and fromthe the events team.


The events team or arts team are the first pointsof contact. The events team will ask organisersto complete an application form before anyconfirmation is made.


There is an initial events enquiry form that isfollowed by the application form. Eventorganisers are asked to provide the followinginformation:

• stages: size, number • marquees: size, number • whether alcohol is to be sold/distributed

and/or music played• the event’s website address• sponsorship/branding required • details of the previous event (if it has been

held before)


Events need to be booked at least two monthsin advance. Larger events may require at least10–12 months’ notice.


Meetings are held at the site and elsewhere todiscuss event aims and objectives, technicalaspects of the event, layout, safety, publicity,planning and licensing.

Confirmation of the event is sent, along with aninvoice. Payment is made before the event.Then the draft management plan is developedand risks assessed.

A final management document is agreed andapproved. This document includes layout plans,insurance, contractors’ details, first aid,emergency and litter plans. It also sets out roles


and responsibilities and a timeline of the event.The timeline includes security briefings, keyevent timings. This document will be referred tothroughout the event to communicate with theorganisers.


See 5.3 above.


Licences for outdoor events are applied for asrequired. There are no premises licences for anyof the parks in Wandsworth.



The cultural strategy officers’ group,representing all council depts holds monthlymeetings and monthly event diaries aredistributed to other council departments. Telephone contact, meetings and informationare shared as necessary.


All external marketing is approved with theevents team.The council has an internal designand graphics team, which is responsible forproducing publicity for council-organised eventstogether with the team that is producing theevent. Wandsworth’s website promotes eventsin the borough.


The arts team belongs to South London ArtsPartnership and Central Arts Partnership. Theteam is coordinating Big Dance activities withSouthwark and Lambeth. The events teambelongs to the London Events Forum. An onlineapplication form is being produced withSouthwark and other boroughs.

The ‘short film’ fund is facilitated withWestminster Arts, with the filming team fromRoyal Borough of Kensington and Chelsea, andFilm London. The filming team attends FilmLondon meetings with other London boroughs.Wandsworth is a member of Go South Go.


The council has links with Film London. It holdsmeetings with key cultural stakeholders underthe banner of Creative Wandsworth and haspartnerships with external organisations todeliver projects.

1512009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF WESTMINSTER

The City of Westminster borough occupies

much of the central area of London. 116 parks

and open spaces including four royal parks and

18 parks with Green Flag Award status can be

found within its borders. In addition to the open

spaces with the borough, the city owns and

maintains East Finchley cemetery in the borough

of Barnet.

The borough has a population of 236,000

residing in its 2204 hectares.

1 Staffing

There is a special events team, who managefilming, film premieres, etc.



700 events per year on the streets and squaresin the borough, plus 2,500 filming days.


West End Live is organised by thecommunications team. The council contracts outprogramming and production of events in theborough.


All events, apart from West End Live, areorganised by external parties: these could becommunity groups, arts organisations or privatecompanies. Westminster City Council specialevents team acts as the coordinator andfacilitator.

2.4 Commercial (arts) events

• Carnaby Street, Oxford Street and RegentStreet events (public events for retailareas)

• regular hire of the north terrace inLeicester Square

• film premieres (public event for filmdistribution companies)


Events are listed on the website:www.westminster.gov.uk/services/business/specialevents/forthcoming-events/



All events delivered are in line with theWestminster City Council policies and strategies.Events organisers are encouraged to considerwaste management, recycling and sustainabilityin line with the ‘go green’ policy; the recyclingteam at Westminster can also offer advice onthis. Arts events will be in line with the artsunit’s cultural strategy. Westminster specialevents team is revising its policy – to becompleted by April 2010.


Facilitating events on the public highwayenables a large number of people to enjoy freeevents in central London. It also potentiallygenerates business/income for the area andpromotes the Westminster and London as atourist destination. There are also challengesinvolved, as Westminster residents andbusinesses as well as transport partners can beaffected by the events. It is the council’s aim tocreate a balance in this and to minimise impact.


None identified.

1522009 research and mapping for London Events Forum (LEF) LONDON BOROUGH OF

City of WestminsterOutdoor arts events and activity


The city monitors most events. There is noformal structure for evaluation other than viathe licensing operational safety planninggroups. Debriefs are held for all major events.For smaller events debriefs are part of the nextplanning meeting for future events.


The main desired improvements are to improveprocesses and activities for events and to updatethe policy and guidelines for the special eventsteam in the lead-up to the Olympics, notnecessarily to improve the event programme.



The targets and charges for parks are under theremit of the parks manager.


The special events team does not fund events inWestminster, apart from West End Live, which isorganised by the communications team.

However, for events organised by communitygroups organisers are advised to contact localward councillors to apply for potential fundingas each ward has a £100,000 budget assignedfor community projects.


Same as above.


The arts unit has some guidance notes to sendout to organisers to help them in the process offinding sponsorship or funding. The specialevents team can send this out to organisers also.However, this is only guidance and the city’s artand special events team tends not to getinvolved in these activities.



Councillors are very supportive of outdoorevents; one is the lead member for specialevents, another for the Olympics.


Not applicable.


The events team liaises between the police andother council departments to ensure marches,parades and political demonstrations go aheadwith as little disruption as possible. The teamaims to fulfill the council’s obligations to ensureevent and filming activities are carried outsafely, with a minimum of disruption to otherhighway users.

It gives guidance to event organisers andfilming companies on the following issues:

• public health and safety • crowd control • proposed locations and routes • noise and environmental parameters • licensing • road closures and parking suspensions • more information about filming on

Westminster’s public highways or toapplying to hold an event is availableonline

• information role

The team also acts as a single point of contactwithin the council for information concerningpublic events in Westminster and coordinatescouncil services necessary to support suchactivities. It is in the process of updatingguidelines; these will include information onhow to organise an event as well as guidanceabout licences.


No equipment is available.


Maps and plans are available on the website


showing areas and parking bays. These can be alittle out of date so organisers are advised tomake on-site checks.

6 The process: how an outdoor arts eventorganiser goes about staging an event inthe borough


Event applications are on the council website.The event manager is available for consultancyand a meeting. The website is very informativeand should list all necessary information.


The switchboard is manned by a call centre inScotland which has been briefed about the areaand about what type of questions might beasked about events. The centre is also sentevent-specific information in the lead-up to anevent.


Two written references are required, detailingthe applicants’ knowledge, skills and ability tomanage the proposed event. Also required are:a copy of the emergency plan, a risk-assessment,a draft event programme, a copy of publicliability/all-risk insurance cover for the entireperiod of occupation, and a site plan.


Minimum three months


If the event proposal is approved the organiserwill be asked to set up a planning meeting(licensing operational safety planning group)including external London-based agencies suchas transport services, police and emergencyservices to discuss the proposal in full.


Guidelines are on the website:www.westminster.gov.uk/services/business/specialevents/events/

6.7 Existing premises licences in the boroughThe City of Westminster currently holdspremises licences for 10 areas.



The team communicates with other councilteams daily, including parks, highways, parking,cleansing and recycling, building control,planning, arts, communications and sport andleisure.


There is no active marketing campaign forevents in the city, but we do have a list offorthcoming applications.


The city works with neighbouring boroughs onmajor events and projects, such as Notting HillCarnival, Chinese New Year, New Year’s DayParade.


None known.


1552009 research and mapping for London Events Forum (LEF) PROCESS MAP: LONDON BOROUGH OF BARKING & DAGENHAM

The event organisercontacts the council

The events managerwill offer advice

according to eachevent. Information

required fromorganisers will vary

according to theevent and the timing

of first contact.

Pre-applicationinformation is

available on thewebsite.

(Temporary eventnotice forms can

also be downloadedhere)

The events manageris a ONE STOP SHOP for events

organised by non-council organisationsand individuals. Parks and arts staff will

also pass enquiries to her.The event manager sends all forms

needed. If the event is larger and morecomplex she will refer the organiser to

licensing.

The events managersupports organisers

through the licence andpark hire application

process, liasing with otherdepartments and officers

where required.

There is consultation and ifthere are objections theapplication goes to thelicensing board whichmeets regularly and

consists of councillors andadvisory officers.

There are no exemptions orreductions to licence fees.

Guidelines for eventsustainability

(making events‘green’) are issued.

Timelines advisedApplications for events (to

parks and licensing) cancome in as little as 2 weeks

before an event.The absolute minimumperiod for a temporaryevent notice is 10 days.

21/2 months is required forpremises licence to allow

for a 28 days notice period.

Applicants must send theirapplications (hard copies) to

7 bodies to assess: Fire Service

PoliceChild Protection

LicensingBuilding Control Health & Safety

Emergency Planning

Some organisationsmay initially interface

with the artsdevelopment

manager (eg whencommissioned to

deliver an outdoorevent).

Process Map London Borough of Barking & Dagenham

1562009 research and mapping for London Events Forum (LEF) PROCESS MAP: LONDON BOROUGH OF BRENT


(First point of contact hasyet to be confirmed). The

applicant is directed tothe online application

The application is for allevents in borough

including parks, streetsand public buildings. Theevent application form

clearly sets out theprocess. No supportingdocuments are required

on first contact.Applicants are advised

that their first applicationbe put in 9-12 months

before an event.

Applicants are advised toread the Brent event guideand the timeline factsheet

before completing theapplication online.

Applicants are advised that6-9 months are requiredfor licence applications.

Traffic management ordersneed 12 weeks notice andmust be agreed before thistime. Events managementplans are required within 2weeks of event approval.

The completedapplication submitted

online alerts appropriatecouncil officers about the

event.

Brent health & safety and licencingdepartment

confirms receipt of the application, requestsclarification on some points, and asks

applicants to attend an informal meeting.OR confirms that applicants may continue

with their planning.Applicants are reminded to check the

‘Timeline Factsheet’ and check times forpermissions.

Guidance, advice and support are availableat any time. Brent officers work closely withevent stakeholders through event-specific

advisory forums.

If a safety advisory group (SAG)meeting is required, event organisers

are invited to upload their eventmanagement plan and risk

assessments, including site plan andemergency plan.

An agreement to hire parks is issued onlywith safety advisory group (SAG)

approval. Members of SAG may visit a site during an

erection and event.A safety advisory group debrief is held

after the event.

Safety advisory group meetings are requested if:• the event requires premises licence

• alcohol is to be sold• a bonfire or fireworks are proposed

• the event requires road closure.For more complex events, more than one meeting

may be required.

Process Map London Borough of Brent

1572009 research and mapping for London Events Forum (LEF) PROCESS MAP: LONDON BOROUGH OF CAMDEN


Parks OfficeIf a park needs to be

booked, theorganiser must

submit a proposalgiving their details,

dates, times, siterequired and the

infrastructure thatwill be used.

The senior artsdevelopment officer

can advise onfunding and event

development.

The senior arts developmentofficer assesses applicationsand the ability of organisers

to deliver a good & safeevent.

For a fundingapplication theorganiser must

complete an ‘event checklist’.

This alerts officers tothe need for alicence, a road

closure, informationon environmental

health etc.

Timelines advisedParks and open spaces

request 3 months notice fora small event and at least 6

months for large events.10 days notice is required for

a temporary event notice.3 months notice is requiredfor a premises licence (orlonger for more complex

events).8 weeks notice is needed fortraffic management orders.

Local wardcouncillors are

consulted on theproposed event.

Stakeholdersincluding friends

groups areconsulted, especially

for new events.

Advice and supportis available at any

stage of the process.Organisers are

invited to meet withthe arts team, who

run through allrequirements andelements in the

event guide relevantto their event,

offering a bespokesupport service.

Festivals and events cannot access funding unless they havecompleted the event checklist which ensures they have the

appropriate licences, permissions, safety paperwork etc.Guidelines on traffic management are attached to the

application form.Organisers are later required by parks to submit risk

assessments, insurance and licence details and site plans.

Once an applicationto hire a park isapproved, a hire

agreement is issuedby parks.

Organisers are put intouch with the relevant

council officers. Thesenior arts development

officer may act as aconduit between them.

Process Map London Borough of Camden

1582009 research and mapping for London Events Forum (LEF) PROCESS MAP: LONDON BOROUGH OF GREENWICH


The parks hireofficer sends asimple form to

organiser

The form is returnedto parks hire office

If the request is a simpletennis court / football pitch

booking, the parks hireofficer deals with the

request. If the request is for an event,the parks hire officer sendsto the technical manager,

part of the communications& engagement team.

The technical manager thenassesses the event.

The technical managersends a temporary event

notice application if neededto the organiser, plus otherinformation. This does not

constitute a toolkit.The technical manager mayalso refer the organiser to

sources of funding.

If a temporary event noticeapplication is needed, theevent organiser must send

the application to theSafety advisory group

(SAG)including licensing.

If the application isstraightforward andthere are no police

objections, licensingissues a temporaryevent notice to the

organiser andadvises the technical

manager.

The technical manager issues a park hirecontract with conditions, and signposts

the organiser to:

Environmentalhealth

Health & safety

Trafficmanagement

For large or complex events the application will go to the events

licensing safety advisory group,administered by the technical

manager who will act as a conduitbetween the organisers and the

various council departments, pluslimited communication with police

and other official bodies.

Applications go tothe licensing panel ifthere are objections

Process Map London Borough of Greenwich

1592009 research and mapping for London Events Forum (LEF) PROCESS MAP: LONDON BOROUGH OF HAVERING

The event organisercontacts the council via ‘event

applications’ on the councilwebsite, or via the event

manager who is available tomeet and consult.

Printed application forms arealso available by writing to the

events management team

Application requires twowritten references

detailing the applicant’sknowledge, skills andability to manage the

proposed event

Application receivedThe events team check the availabilityof the facility and make contact with

the organisers.No refundable deposit is required atthis stage. Formal consultation withpark and open spaces stakeholders

starts, including other councildepartments, the police, health &

safety advisor, other council officers, egemergency planning, licensing etc.

The area park officer andthe event manager have

an on-site meeting.

The area park officerundertakes a post-event

site visit

The event organisercompletes an event

feedback report

A licence is issued subjectto appropriate licensing

information beingreceived

Timelines advised10 months

Before an event is approved the councilundertakes an informed decision process

based on the following criteria:Risk management

Financial riskLegal constraintsLocal residents

Security and safetyImpact on park and open space

Size, location etcQuality

Event organisers’ experienceHow the event meets the council’s

priorities

The application requires acopy of the emergency

plan, a risk assessment, adraft event programme, acopy of public liability/allrisk insurance cover for

the entire period ofoccupation and a site

plan.

Process Map London Borough of Havering

1602009 research and mapping for London Events Forum (LEF) PROCESS MAP: CITY OF WESTMINSTER


The event applicationrequires two written

references detailing theapplicant’s knowledge,

skills and ability to managethe proposed event.

Timelines advisedMinimum 3 months

If the event proposal isapproved the organiserwill be asked to set up a

planning meeting with thelicensing operational

planning group, includingexternal London-based

agencies such as transportservices and emergencyservices to discuss the

proposal in full.

Process Map City of Westminster

Organisers may downloadan event application fromthe council website. The

website is veryinformative and lists allnecessary information.

The switchboard is staffedby a call centre in

Scotland who have beenbriefed about the area

and what type ofquestions might be asked

in relation to events.(They are also sent

specific information incase of queries in thelead-up to an event.)

The event manager isavailable to meet the event

organiser

1612009 research and mapping for London Events Forum (LEF) LOCAL AUTHORITY KEY INFORMATION

OUTDOOR EVENTS POLICYIs there a specific outdoor events policy?

Barking & Dagenham no, but included in park and cultural strategies

Barnet no

Bexley no, but fits into openspace, arts and cultural strategies

Brent no, cultural strategy

Camden culture and events strategy is under review

City of London no

Croydon no, but links into broader strategies

Ealing no, but they feed into other council policies

Enfield arts and culture strategy is in consultation

Greenwich no, included in community engagement strategy

Hackney no, included in the open space strategy

Hammersmith & Fulham yes

Haringey included in open space strategy

Harrow no, but mentioned in cultural strategy

Hillingdon no

Hounslow no, in development as part of arts strategy

Islington no, but in developmentKensington & Chelsea no

Kingston Upon Thames noLambeth yes

Lewisham no, but is included in sustainable community, culturaland open spaces strategies

Merton no, but fits into the cultural and open spaces strategies

Newham in development

Redbridge noRichmond no but feeds into other

strategiesSouthwark yes have event policy but

under reviewSutton no

Tower Hamlets in developmentWaltham Forest no, but included in recent

cultural strategyWandsworth yes

Westminster in development

FUNDINGIs there an income Is there a fixed Are there exemptions target for parks and scale for park from park hire fees?open spaces? hires?

no; only for funfairs yes but minimal yes fees can be hire charges waivered

no yes reduced rates according to organisation

£30K yes yes

in review yes no

£40K yes community groups areexempt

no yes yes

no yes reduced rates according to organisation

yes £1 million yes no

not known yes no

no yes yes, council, communityand voluntary groups exempt

£30K yes yes park usergroups not charged

yes yes community groups only pay admin fee

no yes not known

no no yes

not specific yes community, charity and council groups exempt

information not yes noavailableno yes yes council groupsyes £25K parks yes no£50 filmingno yes discountsyes £300K yes yes

no yes yes

yes £56K yes yes

yes sliding scale no but reduced rates

yes £25K yes yesyes £11K yes yes dependant on

organisation/eventyes £20K yes yes

yes not known not known

£250K yes nonot known varies not known

yes, £1 million yes no(including film)yes not known not known

Local authority keyinformation


FUNDINGIs there a specific outdoor Is there funding available for non-council events?arts events budget?

Barking & Dagenham yes £25K commissioning budget can submit proposals for commissioning budget; events can held by arts development officer receive funding if incorporated into umbrella festival suchplus event specific budgets as the big dance

Barnet non specific information not currently available

Bexley yes small grants from Bexley Arts Council

Brent yes plus an aditional £53K arts grants availableraised through sponsorship etc

Camden not listed yes various grants ranging from £750– £20,000

City of London no they consider charities and arts/cultural events for grants

Croydon yes plus additional money yes as grantsfrom sponsorship

Ealing yes £1 million which events yes – through ward forum grants and community chestteam generate

Enfield varies according to events no grants but there is a small amount for commissions

Greenwich no but different not knowndirectorates have budgets

Hackney no yes £100K though it is strategic commissions to fulfil the aims of the cultural framework not grant aid. Other non-council grants available

Hammersmith & Fulham limited arts groups encouraged to apply to small grants scheme

Haringey no but several departments 7 area Assemblies have £50K each to be used as contribute to events the local residents decide

Harrow no no arts funding but possible through community grants scheme

Hillingdon no no, only advice on non council funding sources

Hounslow yes small budget for nocommissions and development

Islington no grant aid totalling £17k per annumKensington & Chelsea no yes but not event specific

Kingston Upon Thames no possible through neighbourhood small project grantLambeth yes no grants, only advice

Lewisham yes yes

Merton not for arts events but yes yes, small grants for artsfor green spaces events

Newham yes for the large scale summer yes there are grants for outfoor activitiesevents & smaller events all year long

Redbridge no no but encouraged to apply to Redbridge Arts CouncilRichmond the arts fund a few events small grant systems for voluntary sector

Southwark yes yes

Sutton yes for specific events small grants to take part in the IMAGE event

Tower Hamlets yes yes £45K via the events fundWaltham Forest yes yes £50K for community managed festivals

Wandsworth no yes

Westminster no local ward councillors have £100K budget for community projects



FUNDINGIs there a dedicated fundraising /sponsorship officer?

Barking & Dagenham yes in communications team; events and arts officers also fundraise

Barnet no

Bexley no

Brent no

Camden no

City of London no

Croydon not one specific person

Ealing events team all fundraise; councillors, communicationsand Head of Service provide leads

Enfield no

Greenwich no

Hackney no

Hammersmith & Fulham the events team raise funds and sponsorship

Haringey no

Harrow no

Hillingdon no

Hounslow no

Islington noKensington & Chelsea no

Kingston Upon Thames noLambeth no

Lewisham no

Merton yes

Newham yes

Redbridge noRichmond no

Southwark no

Sutton no

Tower Hamlets noWaltham Forest no

Wandsworth yes

Westminster no

SUPPORT FOR FESTIVALS AND EVENTSIs training Is there an event Is there an Is there provided for tool kit or event officer to web community information provide advice/ basedorganisations? pack? support? information?no no yes yes

no no, but there is a yes nopark booking pack

no yes yes yes

yes occasionally yes yes in development

yes occasionally yes yes yes

no no yes yes

no no yes yes

no no yes no

no no yes yes

no no yes yes

yes yes yes yes

no in development yes yes

no yes yes yes

no no yes yes

no no yes no

in development yes yes yes

yes no yes yesyes in development yes no

yes for risk no yes noassessmentsno no yes yesyes yes yes yes

no no yes no

in development yes yes in development

no no yes yesno no yes yes

yes yes yes yes

yes through no no noSutton housing partnershipyes yes yes yesyes via Apex Arts no yes yes

no no yes yes

no yes yes yes



PROCESSIs there a Is there a How many one stop shop SAG or parks have for event similar? premises organisers? licences?yes: event yes 6officer

no no 5

no yes 5

being devised yes 4nowyes no 0

yes no 0

no yes 3

no yes 1

no yes not known

no yes 8

the events yes 4team

no no 1

no yes 0

no no 0

no no 4

yes no 1

no yes 15no no 0

no no 0yes yes 0

no yes 5

no no 3

no no 0

no yes 5no no 0

yes yes 9

no no 3

yes yes 0yes yes 4

yes yes 0

yes yes 10

COMMUNICATIONSIs there a designated Does all publicity communications get produced through the officer for arts communications department?and events?no yes unless partnership events

no no

no but Danson yesFestival has its own marketingyes yes

no no

no yes

yes no

no yes

yes not all

yes not all

no yes

no yes

no yes

no yes via Westminster

no yes

yes no

no yesno yes

no noyes yes

no yes

yes yes

yes yes

yes yesno yes

no yes

no no

yes yesno yes

no yes

no yes

Barking & Dagenham

Barnet

Bexley

Brent

Camden

City of London

Croydon

Ealing

Enfield

Greenwich

Hackney

Hammersmith & Fulham

Haringey

Harrow

Hillingdon

Hounslow

IslingtonKensington & Chelsea

Kingston Upon ThamesLambeth

Lewisham

Merton

Newham

RedbridgeRichmond

Southwark

Sutton

Tower HamletsWaltham Forest

Wandsworth

Westminster


ACE

Clive [email protected] 7608 6114

BARKING & DAGENHAM

Janice HunteEvents [email protected] 8227 3093

Julia PearsonEvents [email protected] 8227 3591

Paul HoganHead of Service Leisure & [email protected] 8227 3314

Catherine Miller-BasiGroup Manager for Arts & Events [email protected]

Michael McCormackArts Development [email protected] 8724 8797

BARNET

Jakki RedmondGreenspaces Support [email protected] 8359 7829

Lloyd [email protected] 8359 7760

BEXLEY

Christine RyanParks & Open Spaces [email protected] 8303 7777 ext 2528

Rachael StanwayPrincipal Arts [email protected]

Jan WilliamsParks Project & Policy [email protected]

Saskia DelmanArts [email protected] 8294 6991

BRENT

Phil [email protected] 8937 5633

Vashti WaiteFestival Manager (maternity leave)[email protected] 8937 3113

Aida EspositoCultural Development [email protected] 8937 3536

Stephen GilbyFestival Manager (maternity cover)[email protected] 8937 3113

BROMLEY

Amanda DaviesArts Development [email protected]

Susie ClarkB.A.C. my time [email protected] 8313 4778

John GledhillHead of Business Development020 8461 7527

David Brockhurst

Colin BrandHead of [email protected] 8313 4107

CAMDEN

Caroline JenkinsonHead of Arts & [email protected] 7974 1685

Chris MellorSenior Arts Development [email protected] 7974 1658

CITY OF LONDON

David PearsonDirector of Libraries, Archives &Guildhall Art Gallery [email protected] 7332 1850

Carol BoswarthackSupport Services [email protected] 7332 1123

Mick BagnallFilm Liasion [email protected] 7332 3182

Helen KearneyPolicy Officer, Town Clerk’sDepartment (no head of culture/arts)[email protected] 73321481

CROYDON

Jenny GunstonFestival [email protected] 8760 5707

Deborah SpencerConference & Hire [email protected] 8253 1038

Miriam NelkinArts Manager [email protected] 8686 4433 ext 63023

EALING

Gus CorcoranFestivals & Events ContractManagerGus@ theeventumbrella.com01227 266008

Veronica MeehanFestivals & Events Contract [email protected]

Nick BuckleyCommunity Event [email protected] 8825 5386

Lesli GoodHead of Arts, Heritage & [email protected] 8825 6443 / 07717 860586

Carol [email protected] 8825 9806

1652009 research and mapping for London Events Forum (LEF) CONTACTS

Main contacts for outdoor arts events in the London boroughs

EALING continued

Zoë ArcherExhibition & Events [email protected] 8825 9803

Anne NinivinGallery [email protected] 8825 9807

Helen [email protected] 8825 9805

Steve MarshallAssistant Director, [email protected]

ENFIELD

Lorraine CoxCultural Services Manager [email protected] 8379 3659

Zoe ProsserArts [email protected] 8379 1466

Simon GardenerHead of Leisure and Culture [email protected]

GREENWICH

Andrew BraggEvents Manager (Technical)[email protected] 8921 6408

Tracey SageSenior Arts Development [email protected] 8921 6109

vacantHead of Arts, Culture and Film020 8921 5449

Sam EastopSenior Assistant Director, Departmentof Culture & Community [email protected]

Emma O’SheaGreenwich Town Centre Manager020 8921 4463

HACKNEY

Donna WalshCorporate Events [email protected] 8356 3410

Andy KneeboneEvents [email protected] 020 8356 8215

Georgina MackieAssistant Events [email protected] 8356 5378

Ceryl EvansHead of Museums & Culture [email protected] 8356 7610

John WadeHead of Green [email protected] 8356 7605

HAMMERSMITH & FULHAM

Heather ThomasEvents [email protected] 8753 3805

Penny BoydBusiness Development [email protected] 8753 3806

Donna PentelowHead of Arts, Events & [email protected] 8753 2358

HARINGEY

Lewis TaylorHead of [email protected] 7263 5001

Marcia ConnellPrincipal Events & [email protected] 8489 4543

Diana EdmondsAssistant Director, Culture Libraries & [email protected] 8489 2759

HARROW

Jo SaundersService Manager, Arts & [email protected] 8424 1906

Elena PippouCulture & Arts Manager

Oluwatoyin OdunsiArtistic Programme Manager, Harrow Arts [email protected] 020 8416 8964

HAVERING

Michelle MorrisEvents Officer (maternity leave)[email protected]

Martin StantonParks & Open Spaces [email protected] 432360

Mark EtheringtonArts [email protected] 433950

Simon ParkinsonHead of [email protected]

HILLINGDON

Sacha AustinCulture & Events [email protected] 277301

Kris HollidayArts Development Officer (currentlyonly contact – no head of culture)[email protected] 192481

Yassar GhauriPerformance & Business [email protected] 558 349 Ext 8349

Sue [email protected]

Howard [email protected]

Paul [email protected] 250 814


HOUNSLOW

Sandra Bruce-GordonArts, Musuems, Libraries ClientManager, London Borough [email protected] 404 923

Michelle MorleyBusiness Resources Manager, John Laing Integrated [email protected] 416 585

Eimear McKernanParks Community DevelopmentOfficer, John Laing Integrated [email protected] 735 058

Yasmin KassamEvents Manager, John Laing Integrated [email protected] 021449

Hamish PringleHead of Leisure and Culture, London Borough of [email protected] 8583 2504

ISLINGTON

Sheena GladdingCommunity & Events [email protected] 7527 3307

Pete CourtieArts [email protected] 7527 3021

Dave BamfordArea Parks Manager – [email protected] 098 459

Niall FordeLicencing [email protected] 7527 3227

ROYAL BOROUGH OF KENSINGTON& CHELSEA

Adrian HodgsonFilming & Special Events [email protected] 7341 5133

Rebecca Pelly-FryArts Development Officer [email protected] 7361 2916

Denis Housden Head of [email protected]

Samenua Sesher Head of [email protected] 7361 2986

John Hampson Senior Strategic Officer – Arts &[email protected]

Joe Cohen-EvansArts Information [email protected] 7361 3844

ROYAL BOROUGH OF KINGSTON

Marie-Claire EdwardsService Manager (Green Spaces)[email protected] 8547 5372

Kathryn WoodvineArts [email protected] 8547 5409

Shanta BhagwandinEvents [email protected] 020 8547 2507

LAMBETH

Angelie YeboahEvents [email protected] 7926 6207

Emma DagnesEvents [email protected] 7926 0759

Dawn BunceArts Development [email protected] 7926 0760

LEWISHAM

Liz DartInterim Head of Community &Neighbourhood [email protected] 8314 6115

Kellie BlakeEvents [email protected] 8314 6578

Gemma Faye-UnwinEvents [email protected] 8314 7321

Hilary RenwickHead of Cultural [email protected] 8314 6359

Carmel LangstaffArts Service [email protected] 8314 7729

MERTON

Ash AkhtarArts Development Officer [email protected] 8545 3399

Christine ParsloeLeisure & Culture DevelopmentManager [email protected] 8545 3669

Emily MillerArts Development Officer [email protected] 8545 4197

Alan PowellPrincipal Licensing [email protected] 8545 4005

NEWHAM

Sue MeinersHead of Events & [email protected] 3373 0407

Catherine ChappellSenior Events [email protected] 3373 4797

Evangelos VanezisEvents [email protected] 3373 0347


NEWHAM continued

Haitham RidhaEvents [email protected] 3373 3078

Nick ElyParks Team Leader – Engagement [email protected] 3373 6055

David CurtisService Group Manager – [email protected] 3373 4151

Sean ShermanArts & Heritage [email protected] 3373 4118

Kate DennyArts [email protected] 8460 2000 ex 47821

REDBRIDGE

Alison SelbyEvents Manager (maternity leave)[email protected] 8708 2858

Anita VermaArts Development [email protected] 8708 2818

Shakira GreavesCommunity & Festivals [email protected] 8708 2855

Lee BirdParks Development [email protected] 8708 3178

Samantha Goodey Arts Development [email protected] 8708 2856

Bonita CattleArts Development [email protected] 8708 2854

Shermain PhilipArts Development [email protected] 8708 2857

Vicky DewitHead of Cultural [email protected] 8708 3426

RICHMOND

Ian DoddsHead Of Culture [email protected]

Miranda SternArts [email protected]

Anna RamseyArts Event & Development [email protected] 8831 6460

Rachel TranterHead of [email protected] 8831 6462

Rosie Whitney-FishDance Coordinator020 8831 6463

Angela IveyPrincipal Tourism & Marketing [email protected]

Yvonne KelleherService Development [email protected] 122660

SOUTHWARK

Catherine MorganEvents Development [email protected] 7525 3645

Fitzroy LewisEvents Development [email protected] 7525 3084

John BentonSenior Events [email protected] 7525 0778

Miranda ClarkeEvent Locations [email protected] 7525 0741

Paul CowellEvents, Film and 2012 Manager [email protected] 7525 0857

Alexandra Reynolds-CocroftEvents [email protected] 7525 3422

Millie CameronCorporate Events [email protected] 7525 7207

SOUTHWARK continued

Anya WhiteheadHead of [email protected] 7525 3552

Coral FloodArts [email protected] 7525 5231

Catherine HamiltonHeritage Collections & [email protected] 7525 2169

Judy AitkenHeritage Collections & [email protected] 7525 2169

Samantha Lahai-TaylorCulture Support [email protected] 525 3415

Adrian WhittleHead of Culture, Libraries, Learning & [email protected]

Richard ParkinsHealth Safety & Licensing [email protected] 7525 5767

David FranklinTeam Leader – Community Safety &[email protected] 7525 5800

Chris McCrakenService Manager – Community Safety& [email protected] 7525 1501

David SoleParking Services & [email protected] 7525 2037

Rosie ThorntonPrincipal Area Park Manager (Acting)[email protected] 8394 7534

Chas WoodNetwork Operations [email protected] 7525 2162


SUTTON

Karen HoltPolicy & Projects [email protected] 8770 5000 ext 4610

Elina HarlasTheatre & Arts Support [email protected] 020 8770 6984

Emily FaheyTown Centre [email protected] 8770 5125

Bernadette KembleEvents & Project [email protected] 8770 5621

Victoria NunnTheatre & Arts Service Manager(maternity leave)[email protected] 8770 6986

TOWER HAMLETS

Alison DenningFestivals & Events [email protected] 7364 7907

Pam McCreaSenior Arts & Events [email protected] 7364 7913

Festivals & Events Officer020 7364 7914

Steve MurrayHead of [email protected] 7364 7910

WALTHAM FOREST

Eamonn O’MachailHead of Arts & [email protected] 8496 3589

Dwight ForresterEvents [email protected] 8496 3589

Glen WatsonSenior Events [email protected] 8496 4623

Clive MortonHead of Cultural [email protected]

WANDSWORTH

Alison SmithEvents [email protected] 8871 7534

Suzz BellEvents Opertaions [email protected] 8871 7534

Helen RenwickArts [email protected] 8871 7380Jack AdamHead of Security, Arts, Events &Filming [email protected] 8871 7636

Justine KenyonArts [email protected] 8871 7037

Susie GrayArts Partherships [email protected] 8871 8476

WESTMINSTER

Levana DeutschmanCommissioning Manager Events,Filming & [email protected] 7641 5967

Tim OwenCommissioner Events, Filming &[email protected] 7641 5929

Genevieve Menard-HaylesEvents & Filming Group [email protected] 7641 2390

Charlotte FergussonArts Liaison [email protected] 7641 8955

Valentina WongArts Information [email protected] 7641 2409

David RuseDirector of [email protected] 7641 2496

NON COUNCIL ORGANISATIONS

GREATER LONDON AUTHORITY

Brian [email protected] 7983 4794

Kim [email protected] 7983 4969

Patrick [email protected]

LONDON COUNCILS

Anne-marie PickupPrincipal Policy & Project Officer(Culture, Tourism & 2012)[email protected] 7934 9756

Catherine [email protected]

ROYAL PARKS

Adam FarrarHead of Events, Arts & [email protected] 7298 2079

Sarah CookEvents Manager [email protected] 7298 2066

VISIT LONDON

Heidi [email protected]


outdoor arts events and activity in london

Documents