Some Guidance Before You Start

APPLICATION FORM FOR HIRE OF A PARK

OR OPEN SPACE FOR AN EVENT

Some guidance before you start

You must read the relevant sections in theEvents GuidanceManual for Event Organisers before completing this form. It will provide the answers to many of the questions you may have and is full of useful advice and information about popular event spaces in Cardiff. You can view and download the manual from

However, if you feel you need to speak to someone about your event at the pre-application stage please contact the below numbers depending on where your event is proposed to be held:

Bute Park or Sophia Gardens – Bute Park Manager 02920 788401
Pontcanna Fields and City Hall Lawn –Parks Event Bookings Officer 02922 330275
Any other Cardiff park or open space – Parks Event Bookings Officer 02922 330275

Note the Council Event Team can provide quotations for certain equipment that may support your event (e.g. crowd barriers, heras fence, toilets, bandstand, umbrellas, picket fence, forklift and driver, generators, security guards etc.). Please call 02920 872049 to discuss.

What sections of this form do I need to complete? Please tick which is appropriate to you:

☐I am making an enquiry to reserve a date, but do not have the full information yet

(complete sections 1 – 4 incl.)

We appreciate that you may still be in the planning stages and may not be in the possession of all details but please provide us with as much information as you know about your event at this stage. We will ask you to revisit the form to provide further details nearer your event date.

☐The main elements of my event are planned and I wish to confirm booking and enter into

contract(complete sections 1 – 6 incl.)

Please note:

This is an application form and not a booking form;submission does not automatically confirm your use of the venue requested. This will be confirmed in due course, and until then any publicity or progress with your event is entirely at your own risk.

Your application form may be returned to you if you have not completed all sections relevant to you, so please take care to check all requested information has been provided to avoid delays in the processing of your request.

SECTION 1 - INFORMATION ABOUT EVENT ORGANISER/ORGANISATION:
Name of applicant
(Organisation) / Click here to enter text. / Name of event / Click here to enter text. /
Name of applicant (Event Organiser) / Click here to enter text. / Hire dates requested (inc set-up and dismount) / Click here to enter text. /
Contact tel. no. / Mobile: ______
Landline: ______/ Actual event date(s) / Click here to enter text. /
Contact e-mail address / Email: ______/ Date this application form was submitted / Click here to enter text. /
Website address of organisation / Click here to enter text. / Website address of event / Click here to enter text. /
Responsibility for safety and ensuring regulatory requirements are satisfied ultimately remains with the Event Organiser
(This person must be available for contact by Council staff on the event day if necessary) / Name ______
Designation ____ Safety Officer ___
Mobile ______/ Provide these contact details to SiteSupervisor is part of pre-event briefing
Type of organisation:
☐ Commercial Organisation ☐ Local Charity (Charity number ______)
☐ Government/Local Authority ☐ National Charity (Charity number ______)
☐ Cultural Organisation ☐ Not for Profit
☐ Religious Organisation
☐ Other (please state) Click here to enter text.
Contact postal address line 1 / Click here to enter text. / Invoice address
(if different from above)
Address line 1 / Click here to enter text. /
Address line 2 / Click here to enter text. / Address line 2 / Click here to enter text. /
Town/city / Click here to enter text. / Town/city / Click here to enter text. /
Post code / Click here to enter text. / Post code / Click here to enter text. /
I/We have organised an event in a Cardiff Park or Open Space before / ☐ Yes
☐ No / If yes, please give details / Click here to enter text. /
I/We have organised an event in another UK Park or Open Space before / ☐ Yes
☐ No / If yes, please give details / Click here to enter text. /
SECTION 2 - YOUR EVENT
Name of your event / Click here to enter text.
Brief description of event including main activities and what your main objectives are in holding it(please provide as much information as possible to help us understand scale, audience, and potential impact to the site) / Click here to enter text.
Who is this event open to? / ☐ General Public ☐ Ticket holders
☐ Private/invited guests
Name of park location you would like to use
(tick all that apply) / ☐Whole of Coopers Field Event Area (Bute Park)
☐Approx. ½ of Coopers Field Event Area (Bute Park)
☐Up to ¼ of Coopers Field Event Area (Bute Park)
☐Coopers Field Hard standing “hammerhead” turning bay(s)
☐Load-in route to Cardiff Castle’s North Gate
☐Orchard Lawn (Outside Bute Park Education Centre/ Secret Garden Café)
☐Sophia Gardens Event Area
☐Part/full use of Sophia Gardens car park oradjacent spine road
☐Blackweir Event Area
☐Pontcanna Event Area
☐City Hall Lawn
☐Other Cardiff open space event site (please state)
Click here to enter text.
☐Don’t know, I would like advice from Parks Event Manager / Events Team
SECTION 2 - YOUR EVENT CONT. **The below sections are relevant to Bute Park / Castle bookings only**
If your event is proposed to be held in Bute Park, or serviced via Bute Park you need to take into account the bollard control system in operation at the park’s vehicle access point.
Depending on how many vehicles will be servicing your event it may be necessary for us to sign you out a swipe card so your staff/ stewards can facilitate access. Is this something you anticipate requiring?
Yes☐No☐
Anticipated dates required: From ______to ______
I would like my event staff to take manual control of the Bute Park bollard for some/all of my event.
YES☐NO☐
For one off or infrequent deliveries outside of the times you will have staff on site you can request drivers are permitted entry using the telephone intercom system. Is this something you anticipate requiring?
YES☐NO☐
See Appendix V1c of the manual - Bute Park Access Bridge - Bollard Control Guidance for Event Traffic
I would like to make use of the temp staff parking area to the south of the Bute Park access bridge
YES☐NO☐N/A☐
See Appendix V1d of the manual - Bute Park Temp Event Staff Parking Area
I would like to borrow Bute Park track mats to help protect the ground during my event.
YES☐NO☐N/A☐
Appendix V1f Hire of Bute Park Track Mats 3
If your event is proposed to be held in Bute Park, or serviced via Bute Park ‘event mode signage’is available and should be used. Signage required?
YES☐NO☐N/A☐
See Appendix V1g of the manual - Bute Park ‘Event Mode’ Signage
I would like to borrow Bute Park heras banners to decorate fencing during my event.
YES☐NO☐N/A☐
See Appendix V1j of the manual - Bute Park Heras Banners
SECTION 3 - EVENT DETAILS
Preferred event dates:
e.g. from Wed 2nd April 2017 to Mon 7th April 2017 / Click here to enter text. / Alternative event dates:
(if preferred are not available) / Click here to enter text. /
Number of set up days: / Click here to enter text. / Number of dismount days: / Click here to enter text. /
Event running times:
e.g. gates open 12:00 – 23:00 Friday and 12:00 – 22:00 Saturday or Runners arrive from 8am, race start 10am, event closed 1pm / Click here to enter text. / Do you anticipate any changes to the park locking times?
If yes, state gates and times: / Click here to enter text.
Estimated attendance: / Staff/Volunteers:____ / Guests: ______/ Total: ______
You will need a ticket to get into my event: / ☐No
☐Yes / Estimated admission fee / cost of ticket/race entry fee: / Adults: £______
Child:£______
Conc:£______
☐No charge
Proceeds of my event will go to a registered charity:
Ensure charity number given in section 1 / ☐No
☐Yes / Fundraising Target:
£ ______
I plan for this event to be: / ☐A one off / ☐Repeating
Frequency:______
I would like to display a banner to market my event on site:
See Event Manual
2.11 Marketing and promotion of your event / ☐No
☐Yes / Details of your proposal:
Click here to enter text.
SECTION 4 - EVENT ENTERTAINMENT AND LICENSABLE ACTIVITIES
Will there be alcohol at the event?
See Event Manual
2.2.1 Sale or supply of alcohol
2.4.3 Premises Licence
If yes, Operating Schedule must be submitted to South Wales Police no less than 56 days prior to event / ☐No, there will be no alcohol at the event
☐Yes, we are selling alcohol
☐Yes, we are serving/providing alcohol for free (no sale)
☐Yes, public can bring their own / Event to be referred to ELP? ☐Yes ☐No
Check licence requirements
Will there be late night refreshment?
See Event Manual
2.2.3 Late night refreshment
2.4.3 Premises Licence
If yes, Operating Schedule must be submitted to South Wales Police no less than 56 days prior to event / ☐No, there will be no late night refreshment
☐Yes, there will be late night refreshment / Check licence requirements
Will there be regulated entertainment?
Note Event Organiser is responsible for obtaining their own PRS (Performance Rights Society) for music licence and providing evidence to the Local Authority before the event takes place.
Please contact 0800 068 4828 or to obtain your licence directly, if applicable. / ☐No, there will be no regulated entertainment
☐Live Music/provision for making music*
☐Performance of a play
☐An exhibition of a film*
☐Playing of recorded music as a main feature of the event*
☐Playing of recorded music only as incidental/background with 1 speaker point*
☐Playing of recorded music only as incidental/background with 2 or more speaker points*
Number of speaker points _____
☐Performance of dance/provision of facilities for dance*
☐Boxing or wrestling entertainment / If yes notify PRS of event
Will you be seeking to stage a charity bucket collection?
Note these are only permitted within the perimeter of an event site not general public spaces / ☐No, there will be no bucket collections
☐Yes, there will be bucket collections / Check location
Will your event have any tradingactivity?
See Event Manual
2.5 Trading Standards / ☐No, there will be no trading activity
☐Yes, there will be trading activity / If yes,
*InformTrading Standards
Will there be bonfires, fireworks or explosives? / ☐No, there will be no fireworks or explosives
☐Yes, there will be a bonfire
☐Yes, there will be fireworks.
Approx. duration: ______min
☐Yes, there will be explosives / Event to be referred to ELP? ☐Yes ☐No
Check sub-contractor competency and risk assessment
Office Use only
Event to be referred to ELP? ☐Yes ☐No
Check sub-contractor competency and risk assessment
Will there be any special effects /hazardous activity at the event?
See Event Manual
2.10.10 Use of Special Effects / ☐No, there will be no special effects used
☐Yes, pyrotechnics
☐Yes, lasers
☐Yes, smoke effect machines
☐Yes, wind effect machines
☐Yes, strobe lighting
☐Yes, confetti cannons
☐Yes, streamers
☐Yes, fireworks
☐Yes, drone filming
☐Yes, OTHER: ______
☐No, there will be no stunts or hazardous activity
☐Yes, there will be stunts/hazardous activity : ______
Will there be on site cash machines? / ☐No, there will be no on site cash machines
☐Yes, there will be on site cash machines
Will your event attract more than 500 people?
(this includes staff as well as participants) / ☐No, the event will attract no more than 500 people
☐Yes, the event will attract more than 500 people
Est. attendance ______/ Event to be referred to ELP?☐Yes☐No
Will your event require significant infrastructure and guest facilities?
E.g. a large stage with PA system, toilets, large covered structures etc.
(Ignore this question if completing sections 5 & 6) / ☐Yes
☐No
please give examples
______
______
______
______/ Event to be referred to ELP?☐Yes☐No

You may submit your application completed to this stage if there is significant time before the event will take place and / or you don’t have any further details available at this stage.

Note that before your contract can be issued and your booking can be confirmed you will need to complete sections 5 & 6 but this can happen at a later date.

See the end of the form for info on how to submit your application.

Complete these sections if your event is due to happen soon, please refer to section 1.6

in the Event Guidance Manual for further guidance on application timescales

SECTION 5 - EVENT HEALTH & SAFETY DETAILS / Office Use only
What is the name and contact details of the Production Company who has overall responsibility for your event?
This person must be available for contact by Council staff on the event day if necessary / Company ______
Name ______
Designation ______
Mobile ______
Email ______/ Provide these contact details to SiteSupervisor is part of pre-event briefing
What is the name and mobile contact details of the person who has overall responsibility forPublic Health & Safety at your event?
This person must be available for contact by Council staff on the event day if necessary / Name ______
Designation ______
Mobile ______/ Provide these contact details to SiteSupervisor is part of pre-event briefing
Do Construction Design and Management Regulations (CDM 2015) apply to your event?
CDM Regulations are applicable to event construction. Construction work includes, but is not limited to, the assembly or disassembly of prefabricated elements to form a structure
For further details visit:
Or consult with a professional in Event Health & Safety / ☐Yes, CDM regulations apply to my event
☐No, CDM regulations do not apply to my event
. / If yes, Provide links to Construction Phase Plan TEMPLATE
Is your event notifiable under the Construction Design and Management Regulations (CDM 2015)
A project is notifiable to the relevant enforcing authority if the construction work is scheduled to:
- Last longer than 30 working days and have more than 20 workers working simultaneously at any point in the project – OR - Exceed 500 person days / ☐Yes
☐No / Organiser will submit an F10 form to the HSE
I would like Cardiff Council to provide Traffic Management for my event.
Cardiff Council can provide traffic management staff at cost if you require this. / ☐No, we will provide our own traffic management (provide details below)
☐Yes, we would like Cardiff Council to provide traffic management staff at cost / If yes, contact Events Team, Yannis Kyriakoulis, to discuss
What is the name and mobile contact details of the person who is specifically responsible for Traffic Management at your event?
This person must be available for contact by Council staff for the duration of the event and take responsibility for all traffic movement on site. / Name ______
Designation ______
Mobile ______/ Provide these contact details to SiteSupervisor is part of pre-event briefing
Will food be served at your event?
See Event Manual
2.10.8Food Hygiene / ☐No, food will not be served at the event
☐Yes, food will be provided by professional caterers
☐Yes, public can bring their own / Provide these contact details to SiteSupervisor is part of pre-event briefing
If yes, please provide more details:
Note the hirer is responsible for ensuring that all third party food traders have attained a minimum food hygiene rating of 3 in compliance to the Food Safety Broadly Compliant Policy.
Ratings can be checked on the Government website:
Name of Catering Unit / Registered Postcode / Link to rating via

Name and contact details for person onsite with overall responsibility for checking catering unit compliance with star rating and Outdoor Catering Checklist / Name: ______
Number: ______
Additional Information
Click here to enter text.
Will you supply potable (drinking) water at your event?
See Event Manual
2.8.3Drinking Water
2.10.9Water & Mains Drainage / ☐No, we will not supply potable (drinking) water at the event
☐Yes, we want to supply potable (drinking) water from existing on-site supplies
☐Yes, but water will be brought in sterilised containers or bottles / If using on-site supply ensure water test is done in advance by Event Organiser
Will there be any temporary structures used at your event?
See Event Manual
2.10.4Temporary Structures / ☐No, there will be no structures used at the event
☐Yes, Gazebo(s)
Capacity: ______
☐Yes, Marquee(s)/Tent(s)
Capacity: ______
☐Yes, Grandstand/tiered seating
Capacity: ______
☐Yes, Scaffolding
Details: ______
☐Yes, Stage
Details: ______
☐Yes, Bouncy Castle/Inflatables
Details: ______
☐Yes, Fencing
Details: ______
☐Yes, Lighting Towers
Details: ______/ Event to be referred to ELP? ☐Yes ☐No
Request structural calculations?
☐Yes ☐No
Book structural engineer to attend site meeting to sign off?☐Yes ☐No
Please provide more detail on temporary structures: (e.g. number of each type, intended use and sub-contractor or source of supply)
Click here to enter text.
Will any electricity be used at your event?
See Event Manual
2.10.5Electricity
Please seek advice from your contractors/suppliers if you are unsure how to complete this section
For information:
Noon-site power is available at Coopers Field (decommissioned 2017)
Appendix V1a - Coopers Field site info rev 2017
Appendix V2a - Sophia Gardens Event Area site info
Appendix-v2c(i)-Sophia-Gardens-Electrical-Test-Report-Expires-June-2018
Appendix-v2c(ii)-Sophia-Gardens-Electrical-Test-Report-Part-2-Expires-July-2022 / ☐No, no electricity will be used at the event
☐Yes, I would like to use electricity in form of existing on-site power supplies
I wish to use capacities:
☐13amp single phase (only available at Orchard Lawn)
☐16amp single phase
☐32amp single phase
☐64amp 3 phase
☐100amp 3 phase (Coopers Field only)
(please note, NICEIC or ECA qualified electrician will be required if organisers wish to use existing supply over 63A)
☐Yes, I would like to use electricity form temporary generators that I will bring in
I wish to use capacities:
☐13amp single phase
☐16amp single phase
☐32amp single phase
☐64amp 3 phase
☐100amp or above 3 phase
(only diesel generators are allowed, and generators above 6kVA will be subject to a formal verification and testing procedure before the event is allowed to commence) / Request proof of NICEIC or ECA qualified electrician?