Minutes:
The Committee considered the undernoted report:
“1 Relevant Background Information
1.1 At December’s full Council meeting, Members requested that a report be taken to the Development Committee on the above matter. This report highlights the salient issues connected to the programme in 2010 and seeks guidance and approval from Councillors on planning and concepts for 2011.
2 Key Issues
2.1 Popularity of the Christmas Lights Switch-on
The level of public interest in this event has developed to the point that the ’switching-on’ of the Belfast Christmas lights is seen by many as the ‘official start’ of the Christmas period. In 2010 Members agreed that the event be moved to a Saturday evening and for the second year running, the event content was designed specifically for families with young primary school children. The event, which took place on Saturday 20 November from 6.00–7.00 pm, was promoted in partnership between the Council, Belfast Visitor and Convention Bureau (BVCB) and Belfast City Centre Management (BCCM) retailer campaigns. It also coincided with the opening of the Christmas Continental Market. In terms of historical data it is estimated that in 2010 the Continental Market along with a series of carol and Christmas musical events, run by the Council, attracted in excess of 800,000 attendees, with Christmas Lights event attracting an audience in excess of 8,500.
2.2 Event Management of the Christmas Lights Switch-on
Security around this year’s event was very successful but required 70 stewards, 18 BCC community safety officers and 100 police officers to ensure there was no repeat of the public disorder of the previous year. As part of the consideration of the appropriateness of the lights switch on event in its current format as a large scale public event, Members are asked to take into account the level of resources that was required this year and will be required again in future years.
2.3 Continental Market Opening
The Christmas market was opened immediately post the switch-on event. This created a number of logistical challenges mainly due to large crowd numbers trying to access the grounds of City Hall simultaneously, resulting in considerable queuing and crowd pressures both within and outside the market. Therefore, should the switch-on event for 2011 continue as per the 2010 event, the opening, crowd management and general access and egress into the market will need to be reassessed and any issues addressed.
2.4 Traffic Management
Thanks to work with Department for Regional Development (DRD) Road Service, Police Service of Northern Ireland (PSNI) and Translink there were no major traffic management concerns. However, the space used for the event remains challenging for any major event due to the volume of both vehicular and pedestrian traffic.
2.5 Christmas Lighting and Signage
In 2010 BCC spent £53,194.70 on lighting and signage of the City Hall and its grounds. This included the installation of the main tree; renewal of pea-lighting on some of the City Hall lime trees; lighting effects on the façade including a ‘Merry Christmas’ and ‘B Festive’ signs. In relation to the wider city centre area Members are asked to note that the BCC does not manage nor financially contribute to its festive lighting. This is managed by BCCM and BCTC with support funding from DSD and retailers.
2.6 External Advice
The selection of a Saturday evening has been endorsed by members of BCC’s Events Advisory Panel (EAP) at a post Christmas Lights wash-up meeting. This meeting has input from BCCM/BCTC, PSNI, DRD Roads Service, BCC Environmental Services, BCC Corporate Communications and key external contractors. Overall this group was happy with Christmas Lights event on a Saturday evening.
2.7 However, PSNI have flagged up the issue of resources required to police any planned event and have requested further meetings to address the issue of managing large numbers of young people who congregate in the city centre during the event.
3 Resource Implications
3.1 In 2010 the total cost of the overall Christmas programme was £155,000. As stated, this included the Christmas Lights event; festive lighting on and around City Hall and schools choir concert at the Belfast Waterfront. A breakdown of this cost is as follows:
Christmas Lights Switch-on event £83,625.26
Christmas Lighting £53,194.70
Schools Carol Concert £11,097.00
Marketing £5,850.00
Contingency £1,233.04
Total £155,000.00
3.2In 2011 it is proposed that this budget would decrease to £138,000. This figure is subject to full Council approval of budgets for 2011/12. The stated £17,000 saving will be made by deferring work on festive lighting and not renewing some festive features within the domain of the Council.
4 Equality and Good Relations Considerations
None.
5 Recommendations
5.1 That Members agree:
- the staging of the Christmas Lights event on Saturday 19 November 2011, from 6 to 7 pm, subject to PSNI input.
- to review the official opening of the Christmas continental market in conjunction with the Christmas Lights Switch on event and its related crowd management issues
- to the repetition of the 2010 festive lighting on and around City Hall
6 Decision Tracking
Officers will report back to Members, details of the proposed Christmas programme post Council approval of the City Events Unit’s 2011/12 budget.
7 Key to Abbreviations
BCC – Belfast City Council
BCCM - Belfast City Centre Management
BCTC – Belfast Chamber of Trade and Commerce
BVCB - Belfast Visitor and Convention Bureau
DRD – Department of Regional Development
PSNI – Police Service of Northern Ireland
TSG – Tactical Support Group”
With the permission of the Chairman, Councillor Smyth informed the Committee that it had been brought to his attention in early December that the sign which read ‘Happy Christmas’ had been placed at the east side of the City Hall and not at the front where he had understood it would be erected. He stated that it was only after contacting the Chief Executive in relation to this matter that the ‘Happy Christmas’ sign was moved to the front of the building, replacing the sign which read ‘Be Festive’. He requested an assurance that, in future years, the ‘Happy Christmas’ message would be given prominence at the front of the building.
During further discussion, a number of Members expressed concerns in relation to the prolonged period during which the City Hall grounds had been closed to the public during the set-up and dismantling of the Christmas Market. Further concerns were expressed regarding the fact that the switching-on of the Christmas lights had coincided with the official opening of the Market and the general crowd management issues which had arisen. In addition, a number of Members referred to the need for additional vermin control measures to be put in place.
The Head of City Events and Venues pointed out that the placing of the ‘Happy Christmas’ sign at the east side of the City Hall had arisen due to an oversight and that the sign would in future years be placed at the front of the building. In addition, the Head of Economic Initiatives outlined the health and safety considerations which had led to the prolonged closure of the City Hall grounds during the erection and dismantling of the Christmas Market and agreed to address the issues which had been raised by the Members.
After discussion, the Committee noted the comments of the Head of City Events and Venues and the Head of Economic Initiatives and adopted the recommendations.