Decision details

Background
The proposed Rudolph Drone Light Show was scheduled for 22 November 2025 at Royal Victoria Park. The event was subject to review by the Safety Advisory Group for Events (SAGE), chaired by Aled Williams, with input from multiple internal and external stakeholders.

**Reason for Decision**
Following detailed scrutiny at the SAGE meeting and subsequent post-SAGE discussions, significant concerns were raised about the event’s safety, documentation, and operational readiness. These included:
- Incomplete or missing major incident and counter-terrorism plans.
- Insufficient medical cover and lack of a submitted medical risk assessment.
- Licensing and permitting issues, including the absence of required applications and consultation timelines.
- Poor communication and repeated administrative oversights by the organisers.
- Environmental risks to the site and impractical contingency arrangements..

The collective recommendation from SAGE was that the event should not go ahead. Chris Major, Director of Place Management, accepted this recommendation and confirmed the decision not to permit the event.

Purpose of Report
This report formally records the rationale behind the decision to decline permission for the Rudolph event. It ensures transparency in the council’s event governance process and provides a reference for future planning and advisory group procedures

I have made the decision on the grounds of protecting public safety that the event should not proceed on the 22nd November 2025.

Option 1 - Allow the event to go ahead despite Safety Advisory Group advice.

Option 2 - Make a decision that the Land Hire Permit ought not to go ahead.