Agenda item

1.  Events

The Head of Service for City and Town Centre Management advised that the Events Team had been working with the Café Proprietor in relation to events being organised as part of the Larkhall Festival.  She confirmed that the fun run and now been cancelled but that other activities Paint the Park/Picnic in the Park/Party in the Park would be going ahead.  She reported that there had not yet been an event management plan submitted in relation to the Fun Fair.  It was agreed if this could not be resolved by 12 noon on 19 April, the event would be cancelled.

The Sub-Committee agreed to a request to include Alice Park as a venue that could be hired on the Council’s Events Webpage.

The Sub-Committee reconfirmed its position on the process for events as follows:

1.  Requests would be made to Alice Park Trust in the first instance.

2.  A decision would be taken as to whether the Trust would manage the event independently or advise the applicant to apply to the Council’s Events team (and pay the administration fee).

3.  The Trust would seek to manage low risk events organised by charitable organisations, but larger scale events would be referred to the Council’s Events Team.

It was noted that there had been a successful event on 11 April held by Bath Area Play Project (BAPP) and sponsored by L&C Mortgages and that this event had not gone through the Events Team as it was considered to be a low risk event, however the Sub-Committee was advised that similar events run by BAPP had been managed by the Events Team.  It was agreed that the Chair would raise this issue with BAPP.

RESOLVED

1.  A deadline of 19 April at 12noon be given for the Fun Fair organisers to respond with an event management plan and in the event of no plan being submitted, the event be cancelled.

2.  Alice Park be included as a venue for hire on the Council’s website.

3.  The process for managing events be as follows:

a.  Requests would be made to Alice Park Trust in the first instance.

b.  A decision would be taken as to whether the Trust would manage the event independently or advise the applicant to apply to the Council’s Events team (and pay the administration fee).

c.  The Trust would seek to manage low risk events organised by charitable organisations, but larger scale events would be referred to the Council’s Events Team.

4.  The Chair to speak to BAPP about whether events need to be managed by the Council’s Events Team.

2.  Reports

The Deputy Monitoring advised a report should be produced and circulated before any key decisions were made in advance to the Sub-Committee for the proposal to be considered.  This would ensure that there is clear transparency and accountability and would assist with the governance for Alice Park Trust.

3.  Date of next meeting

RESOLVED that the next meeting be held on Thursday 20 June 2024 at 12pm in Alice Park.