Medium to Large Event Pro-forma Report for Engagement
Event Name / Love Box - Citadel
  1. EVENT OVERVIEW (TYPE OF EVENT AND KEY CHARACTERISTICS)

Lovebox is a multi-stage music and arts festival which began on Clapham Common in 2003 and for the past 13 years has taken place in Victoria Park in Tower Hamlets. It is one of London's most well-known and successful music events and welcomed 80,000 people over 2 days in July 2017.
Since 2015, Citadel has taken place on the Sunday of the Lovebox weekend and is aimed at a difference audience through its music programming and other non-music content and appeals more to families.
Both festivals are produced by Mama Festivals who have have a proven track record of delivering successful and critically-acclaimed events including Lovebox, Citadel (London), Wilderness (Oxfordshire) and The Great Escape (Brighton). MAMA is owned by Live Nation Entertainment, the world’s largest live events business
Following 13 successful years in Victoria Park, MAMA was unsuccessful as part of a competitive tender process which is why they are looking to relocate to Brockwell Park.
  1. SPECIFIC EVENT DETAILS

Date of application / 31/07/2017
Venue / Brockwell Park
Attendance / From 30,000 up to a maximum of 40,000 each day Lovebox x 2 days
From 20,000 up to a maximum of 40,000 Citadel x 1 day.
Fees (including bonds) / PIL- Park Investment Levy = £40,000 (based on a minimum 80,000 over the three days, should the numbers be higher, further PIL will be charged at £0.50 per person per day, based on the previous year’s attendance the PIL would be £50,000)
DD* – Damage Deposit = £15,000
*Damage Deposit is held for grounds damage and any reinstatement costs such as infrastructure damages or litter and waste left behind, should it be required.
Other fees charged are commercially sensitive.
Set up date / 02/07/2018 – 12/07/2018
Event dates / 13/07/2018 – 14/07/2018 (Love Box
15/07/2018 - Citadel
Event times / 12:00 – 23:00 Lovebox (Friday and Saturday)
12:00 – 10:30 Citadel (Sunday)
Offsite date / 20/07/2018
Licence required / YES – a premises licence will be required and applied for by the event organisers
Engagement start / 28/09/2017
Engagement end / 29/11/2017
3. LAMBETH EVENTS TEAM ASSESSMENT (STAGE 1)
Date of assessment / 14/09/2017
LBL Events Assessment against Council policies/local byelaws etc. / Lovebox and Citadel are well respected and established events. The capacities they require fit with the capacity of Brockwell Park which in hosting the Country Show has experience of accommodating the numbers proposed.
There are similarities with Victoria Park and local transport routes so Mama group has experience of guiding attendees to nearest transport hubs that can accommodate the numbers, in the case of Victoria Park this would be Mile end. The intention for Brockwell Park is to use Brixton as the hub for ingress and egress.
This would be three of the Major Commercial Event Days out of eight and each event day will have the higher Sound Levels of 75 dba and 90 dbc. As per the 2016 event strategy.
There will need to be and will be significant engagement with local stakeholders, SAG members and residents around the event proposal and that has already started so that key local stakeholders are aware of what is proposed. There is a presentation (attached) which details some of the benefits from the event, beyond the income to the Council and the Park itself. These include 5 apprenticeships for Lambeth and a commitment to working with local groups.
The event organisers have indicated that they are looking for a long term booking for Brockwell park beyond one year as they had in Victoria Park. This is something that would be welcomed by the events team as it provides a reliable income, means that we are working with event organisers who are “tried and tested” and who understand the location and the borough. It also means that there is an impetus on the event organisers to ensure that they deliver on the promises made as they wish to return.
The timing of Lovebox/Citadel means it takes place the weekend prior to the Lambeth country Show. To reduce the impact on the park and park users from multiple build and break periods for events it has been suggested that the two events share infrastructure. This means working together to ensure that the event plans are best for both events and that there is minimal change in the week between the two to protect the park and reduce the number of vehicle movements. This also means potential cost savings for the Lambeth Country Show. The total saving is still to be defined but this will help support the Country Show for 2018.
Mama Festivals are keen to work with EventLambeth Productions to ensure that this is as straightforward as possible.
Mama Festivals have established a community website which will be populated with information as plans are developed – at the moment it is a holding page were residents and stakeholders can sign up to receive information. The Organisers presentation also outlines their proposal for a 'Community Advisory Group' to provide stakeholders with ongoing updates and feedback opportunities around neighbourhood topics related the event throughout the event lifecycle.

4.HEAD OF SERVICECRITERIA MATRIX ASSESSMENT (STAGE 1)
Date
Assessment / To LESAG / Deferred for further information / Rejected
Reason for deferral or rejection / There are no reasons to defer or reject this application. To the LESAG for consideration.
5.LAMBETH EVENTS SAFETY ADVISORY GROUP (STAGE 2)
Recommendation / To stage 3 / Deferred for further information / Rejected
Assessment, including safety and environmental impact / Mama Group presented to the Lambeth Events Safety Advisory Group (LESAG) on the 3rd October 2017. Present were representatives from:
London Ambulance Service
Met Police
LBL Food Health and Safety
LBL Emergency Planning (Chair)
LBL Parks
EventLambeth
LBL Community Safety
Transport for London
All Attendees and SAG members were given the documentation and the opportunity to provide comments.
London Fire Brigade – Fire Safety
The London Fire Brigade require the following information (boxes marked with an X) before a full assessment can be made on the Lovebox Citadel event that is to be held in Brockwell Park in July 2018:
  1. ☐ A copy of the event safety management plan.
  2. ☐ A copy of the emergency plan.
  3. ☐ All the information detailed in the fire risk assessment to be incorporated in the event safety management plan.
  4. ☒ An example of the fire risk assessments you will be expecting to receive for temporary structures, food concessions, traders & market stalls.
  5. ☐ Stewarding & security plan.
  6. ☒ A location plan of the event scale 1:25000.
  7. ☒ Detailed plans of specific/temporary structures (including open sided marquees) and internal layouts to a scale 1:100, 1:50, 1:20 etc. The details to include the design for means of escape and the calculations to demonstrate that the floor space factor and fire exits widths are adequate for the capacity the event wishes to hold.
  8. ☐ Method and data statement is required for the use of all pyrotechnics and special effects, including a detailed plan of fall out areas & position of stewards if applicable.
  9. ☒ Provide details of the stage layout e.g. size, steps, ramps, type of performance, equipment to be used etc. If any stage pyros or other special effects to be used on the stage these must be identified in the details together with the DS/MS and any user guide for the products.
  10. ☒ Provide a plan with key to plan symbols scale 1:1250 or smaller to include the following where applicable:
Or
  1. ☐ The site plan you have submitted is missing the following:
  2. ☒ The grid markings together with the scale size.
  3. ☒ Stage/theatres/catwalks.
  4. ☒ Marquees.
  5. ☒ Hospitality/VIP suites/guest area.
  6. ☒ Changing rooms, staff rooms and canteens area.
  7. ☒ Food concession units.
  8. ☒ Bars.
  9. ☒ Traders.
  10. ☒ Amusements/attractions.
  11. ☐ Spectator accommodation/grand stands/terraces.
  12. ☒ Sanitation facilities.
  13. ☒ General power & generators (petrol not acceptable)-Twin set (generator with it’s own back up).
  14. ☒ LPG cages or other flammable/dangerous substances to be stored on site.
  15. ☒ Vehicle parking areas if there is parking allowed on the site. Also to include emergency vehicles e.g. ambulances/ St John’s, police etc.
  16. ☒ Lighting towers/mask.
  17. ☒ Sound/DJ booths.
  18. ☐ Bonfires.
  19. ☒ Barbeques areas.
  20. ☒ Refuse disposal area.
  21. ☒ Water tanks
  22. ☐ Location of any special effects such as pyrotechnics, lasers, strobe lighting, smoke & vapour machines, cold flames and confetti effects etc.
  23. ☐ Any other special fire risk.
  24. ☒ Site boundary and the details if it is enclosed e.g. heras fencing, steel boards/hoardings etc.
  25. ☒ Storage areas.
  26. ☒ Location and sizes of all fire/emergency fire exits. Fire exits and directional fire exit signs to be provided. Illuminated fire exits signs if the event takes place at night.
  27. ☒ Location of main entrance/s e.g. ticket collection points and search areas.
  28. ☒ Media Area.
  29. ☒ Crew/artist/prep catering.
  30. ☒ Medical treatment centre/first aid responders.
  31. ☒ Lost Children/Information/lost property centre.
  32. ☒ Box/ticket office.
  33. ☒ Food garden bars.
  34. ☒ Water stations.
  35. ☒ Fire points.
Additional information:
Can you provided us with the evacuation time to be used & the calculations for the fire exit widths. The minimum size of each fire exit width to be 4.8M and strongly recommend a 5M wide exit if possible. Largest exit to be removed as stated in the EMP. Can you describe the type of audience you will be expecting e.g. young adults, children, elderly, standing, seated, picnic style, etc. Will the main entrance queue be used as a fire exit as well? If so justify your reason and why this can be used as a fire exit bearing in mind that you have accounted for 39,000 people queuing to access the site.
If there is an inner fence (steel hoarding) & outer fence (heras) to be used for security reason the fire exits on both fences must be equal in width and line up with each other. Each gate to have a minimum of 2 people.
Before the event is opened to the public who will be responsible for ensuring that all the fire safety features are in place? Will there be a fire safety team on site carrying out regular fire safety checks throughout the time the event is open to the public?
According to the EMP there is no mention of fireworks, stage pyros or other special effects to be used? Can you confirm this.
Accepted with Conditions
LBL Food Health and Safety
The organisers have experience of putting on events of this size. The Food, Health and Safety Team require information to be provided to them in good time, at least 28 days prior to the event relating to food vendors, and anticipate that other matters such as toilet facilities, water supply, etc. will be dealt with to the satisfaction of Lambeth’s Safety Advisory Group.
Accepted
TFL Buses
I am very interested to see how pedestrians are going to be managed on the egress along the proposed route minimising impact upon the surrounding road network especially Effra Road.
Discussions are necessary with the operators of Herne Hill Station even if travel by train is not planned to be encouraged as part of the travel plan, due to the stations close proximity it will be used and if not managed properly there is potential for much disruption and possible safety concerns with overcrowding.
Accepted with conditions
Parks
  1. The route in from Water Lane (Gate 7) will utilise the main path that all other park users will need to use to navigate round the park given all the other path closures on event days. This will include of course mobility scooters, cyclists, pushchairs etc..
  2. The route from Gate 7 takes festival goers past some sensitive areas of the park, including the Wildflower area (which is still in planning stages), the Community Greenhouses, Walled Garden, landscaped areas around the Hall
  3. Your recommendation of directing the festival goers along the fenceline will help, but will still result in groups passing through sensitive areas of the park, they will also still be pausing to eat and drink before entering the site in these areas. Most of this should be manageable through litter collection but it still means taking over more area,
  4. Path closure adjacent to Redgra. Either the fence line is drawn back in to maintain access along the path that runs from Gate 7 to Gate 5, or trackway is placed to enable park users to head around the rear of the Lido
  5. What protection will be in place for all of the street furniture? There are several benches, bins, signposts within the event footprint.
  6. What is proposed for the Sports Platform, the load bearing capacity will need to be checked .
  7. There are voids under the Platform.
  8. We will not be keen on the table tennis table being moved. This was a donation from public funds.
  9. Once the safety surface is damaged it will continue to cost Sports to maintain. Patch repairs do not seem to last that long
  10. There are plans for an Outdoor Gym in the park and the platform is the location it will be installed. Depending on funding streams this may or may not happen in time for 2018
  11. Redgra – What type of structures are going in here. Are they likely to want the posts removed?
  12. Tree Planting – this is led by the FoBP in consultation with the Tree team. As far as I am aware they plan for about 2 years ahead in terms of approximate locations.
  13. Production parking (near the Copse) – We believe there is a possible leak in this area. It appeared after last year’s Sunfall/LCS. It does seem to have been better this year but it is possible the water has just found another route.
  14. Stage/Sponsor Activation area on corner of Sports Platform facing the Copse – This is the area that has the pipe that has been pierced during LCS build 2015 & 2016
  15. Hospitality/VIP (no 20) – This area gets very boggy after it has rained and is also prone to flooding.
  16. Toilets – there will be extra pressure on the park toilet facilities. We will need additional cleansing in place so will need to bring someone in on O/T plus costs for consumables
  17. Alternatively, additional portaloos will need to be installed and maintained.
Please also be aware that the Ice Cream Van plus day licenced vans at Water Lane & Herne Hill Gate (these vans can be relocated to the side off the paths – they will not trade if there is rain). There will also be a new tenant in the Temple.
Lido – Luna Cinema. There is a popular programme of Luna Cinema and also charity events at the Lido, so the sooner we can inform them the better, in addition the Lido Café hold wedding receptions so they will need to know asap. The Community Greenhouses also start to plan their events.
Accepted with Conditions
No further comments were received.
Reason for deferral or rejection / There will be further LESAG and topic specific meetings arranged throughout the planning process. A tabletop exercise will be held a month before the event to test plans and responses. No reason for rejection or deferral
  1. COMMUNITY ENGAGEMENT FEEDBACK (STAGE 3)

Lambeth Ward Councillors
Friends of Park/ Common /
Local Amenity Groups / Management Committees /
Local Business Forums
Statutory Bodies / Partnership Bodies
General Enquiries, Compliments and Complaints
  1. HEAD OF SERVICE REVIEW (STAGE 4)

Recommendation
Service Manager
Lee Fiorentino
Head of Events and Filming
EventLambeth &FilmLambeth
Cooperative Business Development
Olive Morris House
3rd Floor
Brixton Hill
London
SW2 1RL
Direct Line: 020 7926 7088
Email:
8. FINAL DECISION (STAGE 4)
Councillor Sonia Winifred
Cabinet Member for Equalities and Culture / Approved / Not Approved
Raj Mistry
Divisional Director for Environment / Approved / Not Approved
Date: