AGENDA ITEM 5

DRAFT

BOROUGH OF POOLE

ENVIRONMENT OVERVIEW AND SCRUTINY COMMITTEE

8thJANUARY 2015

REVIEW OF OUTDOOR EVENTSIN POOLE

PURPOSE

1.1. / To update Members regarding provision of outdoor events and propose changes to event management, promotion, premises licensingand financial arrangements to improve services and generate more revenue.

Recommendations

Members are asked to recommend to Cabinet that:
2.1. / To improve services for event organisers, Culture & Community Learning (C&CL) take an over arching role in encouraging, administering and supporting events(exceptschool events and Tourism events in the Town Centre Quay).
2.2. / Due to their popularity amongst local people, officers continue to enable special music, sports and arts events, whilst ensuring that the needs of local residents are fully considered.
2.2.2.3. / In recognition of the wider benefits of outdoor events and toincrease public awareness, reduce incidents of fly posting and minimise street clutter:
  1. Officers develop proposals to extend the number of formal event banner sites and other advertising opportunities.

  1. The ‘zero tolerance’ approach to policy for temporary signage is revisedto permit promotion through appropriate signagewithoutneeding formalHighway or Planning consent, but subject to agreement on size, content, location, etc.

2.3.2.4. / In line with past and future anticipated demand, In line with demand from event organisers, oofficersshould implement the changes proposed changes in Appendix 1 to the number ofpremiseslicences. .
2.4. / In consultation with local ward members, restrictions on some individual sites (Appendix 1) are reviewed and the potential for more events on Council car parks explored.
2.5. / In the context of the MTFP, the Head of C&CL should develop a new fee structure, in consultation with the Portfolio Holder for Environment (Appendix 2 shows current fees), which seeks to:
  1. Adopt a multi-layered approach to fee setting which seeks to: eEncourage local community events;,recover all associated costs; maximise incomes from commercial events; and usessthe fee structure as a guide for minimum charges.
  1. Recover all associated event costsCurrently not all costs are fully recovered, for example, administration, cleansing & waste, or excessive littering, damage or wear.

  1. Continue to offer exemptions from event support fees for local organisations, such as Park Friends Groups, where all the funds raised contribute directly to improvements at that site.

Background
3.1. / Outdoor events in Poole remain popular with local people and contribute to community cohesionproviding opportunities for people to access & enjoy open spaces, get active, experience culture, develop skills and meet new people.
3.2. / Events directly benefit many different local organisations, charities, businesses andcan bring additional tourism and economic benefits, by attracting positive media and ensuring Poole is viewed as desirable, competitive and up-to-date.
3.3. / A variety of Service Units provide support for eventsand the Council iscommitted to making events easier to organisewithtransparent, efficient and joined up processes that areproportionate to the level of risk. The current system can however seem fragmented with differences in the information provided and processes followed by individual service units.
3.4. /

Key changes implemented following the 2009 Review of Community Events:

  1. Safety Advisory Group established, supported byemergency services.
  2. Pricing structureproportionate to the scale and complexity ofevents.
  3. Improvements in management and monitoring of events.
  4. Investment in site infrastructure enabling better access utility supplies.

Information
4.1. / Poole hosts many different types of outdoor events each year on Beaches Parks (4.2), Highways (4.3) and the Town Centre & Quay (4.4).
4.2. / Events on Beaches Parks (C&CL)
Category / Impact / Appeal / Quantity / Examples
2012 / 2013 / 2014
N / C / N / C / N / C
A / Small /
Community / 11 / 1 / 18 / 3 / 10 / 3 / Fetes, Picnics, Promotions
B / Medium /
Borough / 9 / 0 / 8 / 1 / 12 / 2 / Sports Tournaments, Fayres
C / Large /
County / 3 / 1 / 2 / 6 / 4 / 10 / Road Races, Funfairs, Circus, Festivals, Carnivals
D / Extra Large / National / 1 / 3 / 0 / 2 / 0 / 1 / Significant Sports, Music, Cultural events
Sub Totals / 24 / 5 / 28 / 12 / 26 / 16
Total / 29 / 40 / 42
Smaller activities / 68 / 47 / 71

N = Not for Profit, C = Commercial

4.2.1. / Most events in Poole are organised on a ‘Not for Profit’(NFP) basis and numbers have remained consistentwith events such as Hamworthy Park Fete, Dolphin Marching Band and Wessex Majorettes featuring regularly. Numbers of commercial events have increasedwith many growing in size each year. Category CD events now account for 80% of incomes.
4.2.2. / C&CL holds 22 premises licences (exc. alcohol)enabling small events to provide regulated entertainment such as music, dancing sports (see 6.1),withoutthe need for a separate licence. Some sites are very popular and BoP maybeunable to accept new events due to restrictions on the number of event days. Some sites do not host any events and applications are received for unlicensed sites. Appendix 1 shows proposed changes to licensed sites.
4.2.3. / During recent event organiser consultation (Questionnaire Aug 2014) 9 out 12 responders felt the application process is easy to complete, guidance notes are helpful and they receive sufficient support. Some event organisers commented however that they do not feel incentivised to run small events due to bureaucracy, event fees and other costs such as insurance, toilets, etc. Overall, satisfaction rates are high and more than 90% would recommend Poole to other event organisers.
4.2.4. / The Council does receive a low level of complaintsabout events, most commonly regarding noise disturbancefrom residents living near open spaces and acceptstherecan be some disturbance for local people. Officers work hard to try to minimise disruption by liaising with ward members, community groups, Dorset Policeand event organisers.
4.2.5. / Officers will continue to review the application process to make it easier and proportionate to the size and complexity of each event. Further improvements to develop the new “What’s On” and “Organising an event in Poole” webpages are planned, and new workshops to support community event organisers with applications are being delivered.
4.3. / Events on the Highway (Transportation)
Types / Definition / Quantity / Examples
2012 / 2013 / 2014
Highway / Events/activities on the highway / 30 / 30 / 30 / Cycling, carnivals, marches, road races
Street & Ad-hoc Parties / Local activities & celebrations / 63 / 5 / 3 / Charity fund raising, Jubilee Parties
TOTALS / 93 / 35 / 33
4.3.1. / Where the event requires a Road Closure, this incursa standard fee, primarily to cover the cost of advertising the associated legal order. Events which do not require a closure are not charged for. Staff time required to support an event can vary greatly depending on the level of involvement and complexity, for example, street parades and road races can require significant support.
4.3.2. / Street parties are managed in line with Government guidance, for which the Borough receives positive feedback regarding the applicationprocess. There is a web page for Street Parties, although in line with the ‘light touch’ approach no specific information is gathered on numbers attending, funds raised, etc. Road closures for a Street Party are not charged, reflecting the more informal approach adopted on these more minor residential roads.
4.3.3. / The primary role of Transportation Services officers in this area is managing the road network and booking the road space to avoid potential clashes. There is no specific staff expertise within Transportation available in respect of events management.
4.4. / Events in the Town Centre & Quay (Tourism)
4.4.1. / The Poole Tourism and Town Centre Partnerships hold premises licences and organise special events on the Quay and High Street/Falkland Square. Mostare delivered or managed directly, such as Summer Breeze Fireworks, BLD Dream Machines, Rockley Park Quay for my Car and the Christmas Lantern Parade. Others are organised in partnership with event organisers, for example, Folk on the Quay, Mini Steam on the Quay and Paye Day.
4.4.2. / The underlying principles for staging these events are to support the local economy by generating economic additionality, and to raise the profile and image of Poole as a modern resort destination. They also need to attract visitors from outside of Poole, be free to attend and open to all.
4.4.3. / A Member led review of the governance arrangements for Tourism and Town Centre Partnerships is currently being undertaken and as such these special events are not directly included within the scope of this report. BoP Services, such as waste & cleansing, support these events within existing budgets and work schedules and if there are costs or services over and above ‘business as usual’, these are passed on to event organisers.
4.5. / General
4.5.1. / In 2009, the views of local people were sought via Poole Opinion Panel on special events with 92% agreeing that they are good for visitors and 85% agreeing they are good for residents. The most popular types of special events panel members said they would like to see were music, sports and arts events.
4.5.1.4.5.2. /

Officers feel that improvements could be made to the collation, management and promotion of a number of events. As part of this review, it is proposed that C&CL are in the best position to provide an over arching role, both in terms of regulation standards and also to centralise web based applications and community event listings. This model is adopted by other authorities around the country to pro-actively promote themselves as event destinations.

5.

/ Finance

5.1.

/ BoP incurs costs in hosting, administering and supporting events and the income from support fees makes an important contribution. Two thirds of event organisers (Aug 2014) feel the current level of fees are appropriate, however there are opportunities to be more commercial in fee setting and service provision.

5.2.

/ Event support fees are discounted for NFP events and commercial event organisers also pay a daily site hire fee. This income enables the licensing of sites and investment to improve access, utility supplies and infrastructure. There are different approaches to fees and levels of support across BoP depending on the location of the event and the development of a consistent method of costing events could ensure appropriate levels of cost recovery.

5.3.

/ There are a variety of hidden costs to BoP, such as the additional pressure on cleansing & waste services and event organisers can either arrange private cleansing & waste services, use the Street Scene service or seek advice from BoP regarding alternative arrangements. Event sites also often have higher grounds maintenance, toilet and utility costs.

5.4.

/ The economic impact of events can be significant. Research in 2009 by Bournemouth University’s Market Research Groupfound that, in total, the Sandpolo, Windfest & Volleyball beach events, directly benefited the local economy by £372k, with a national impact of £532k. Events can increase car park incomes, hotel bookings and support local charities. In 2014,Race for Life raised £141k for Cancer Research, Festival of Running £10k for Dorset Cancer Centre; Dragon Boat Racing £20k for Diverse Abilities and the Marathon raised an estimated £500k.

6.

/

Legal & Planning Implications

6.1.

/ The Council, as a Premises Licence holder, has a legal obligation to ensure compliance with the Licensing Act 2003 and any associated conditions attached to the license issued. A Premises Licence enables provision of regulated entertainment, such as playing music, dancing, theatre and sports.

6.2.

/ Generally the use of public open space for recreational activities is unrestricted. Where the use of land materially changes, such as use of a playing field for a circus, limitations apply. Current legislation allows for changes of use for 28 days/yrin total (not for each different use) subject to certain restrictions. There are covenants on some parks & opens spaces which restrict the ability to charge for access on a Sunday.

6.3.

/ The display of an advertisement requires formal consent. Certain types of advertisements are granted ‘Deemed Consent’ by the relevant regulations. In recognition of the wider social and economic benefits of events, it is recommended that the current ‘zero tolerance’ policy regarding temporary signage is reviewed to enable organisers of permitted outdoor events to promote through appropriate signage without the need for formal Highways or Planning consent, but subject to local conditions and agreement regarding location, content, form, size and duration.
7 / Policy Implications

7.1

/ Events in Poole contribute to many Council objectives and priorities, including:
  • Stimulating and maintaining a vibrant, mixed economy
  • Strengthening Our Communities
  • Promoting Health & Well Being
  • Supporting Children and Young People

7.2

/ The Core Strategy contains policies for controlling free standing advertisements and ensuring the protection of open space.
8 / Risk Management Implications

8.1

/ All events in public places, particularly larger events, bring risks and to help manage theseBoP co-ordinates the Poole Event Safety Advisory Group (SAG), which offers advice to event organisers in accordance Health & Safety Executive guidance. However, the SAGdoes not have legal powers or responsibilities and are not empowered to approve or prohibit events from taking place. They provide independent advice to event organisers, who retain the legal responsibility for ensuring a safe event. Individual representatives of organisations forming the SAG may have powers to require event organisers to comply with their legal obligations.

8.2

/ To minimise the risk of disruption to local residents, officers carry out post event reviews and work with organisers to consider site plans, set up & take down times, security, toilet provision and event programming.

8.3

/ In managing risks, the Council incurs costs in administration. Event support fees provide a structured approach to recouping some of those costs, however the scale of charges needs to be carefully managed to mitigate the risk that organisers may take their events elsewhere.

9

/ Equalities Implications

9.1

/ BoP wants to encourage events of all sizes and in particular appeal to a range of different audiences. We will encourage event organisers to be inclusive and meet the needs of a diverse range of event attendees and the event guide includes information on accessibility and facilities for disabled people.

9.2

/ Enabling community cohesion is a key objective for the Council and fees are discounted for community events to ensure that local people from diverse backgrounds are encouraged and supported should they wish to organise an event.

10

/ Conclusion

10.1

/ Outdoor events remain popular with local people and the Council is committed to supporting and encouraging, affordable, safe events that can be easily organised and contribute significantly to local people and communities. The Council has the potential to generate additional income from commercial events but needs to attract more events to fully realise these.

10.2

/

Members are asked to consider the Councils policies for the provision and management of events and to make recommendations to the Cabinet regarding the proposed changes.

Head of Service - Kevin McErlane

Culture & Community Learning

Contact OfficerAnthony Rogers, Recreation Manager

Tel01202 261345

Email

Appendix

  1. Licenced event sites restrictions
  2. Current Event Support Fees

Background Papers(available on request from Trudy Hicken email : )

Event Support Fee Structure

  • 2009 Environment Overview Group– Community Events Management Policy
  • Poole Opinion Panel 2009 – Special Events Survey

Draft V9 1