Agenda item

            The Committee considered the undernoted report:

“1. Relevant Background Information

      The Committee is asked to note that the Council has received a request for the use of Lower Botanic Gardens for a concert in June 2011, with an audience of approximately 20,000 people per day, from Eddie Wray, Director of PLM Promotions, Unit 11, Blaris Industrial Estate, Lisburn.

2.   Key Issues

      The key issues for the Committee to note are:

1.      The Council wishes to promote the use of its parks and open spaces and where appropriate the use of these facilities for large events and concerts is permitted in line with the agreed events policy.      

2.      In this instance the Council has received a request for the use of Botanic Gardens on 11 June 2011.  The actual date remains to be finalised and there may be need for flexibility for an additional performance possibly on 10 June.

3.      The concert promoter is aware of the scale of charges for a concert. i.e. £2 per person for the first 11,000 and £3 for each person thereafter.

4.      The concert promoter is aware of the need for the payment of a Bond of Intent which must be completed prior to confirmation that the venue is available

5.      The event would be subject to the preparation of an event management plan which would cover all aspects of management including health and safety, access and shall comply with the current Events Policy

6.      The promoter will be required to ensure that the genre of the music shall be compatible with the locality prior to final agreement.

7.      A legal Agreement will be provided by the Assistant Chief Executive and Town Solicitor.

8.      The Concert promoter will be required to consult with local stakeholders such as Queens University, Lyric Theatre, etc.

3.   Resource Implications

      Financial

      Bonds of Intent shall be paid to the Council before approval is given. The Scale of Charges shall be applied to the size of audience.

      Human Resources

      There may be overtime required by staff to assist with the management of the proposed event which would need to be met from the fee charged.

      Asset and Other Implications

      The promoter will ensure all minimal impact on Council property and they shall provide a Bond of Reinstatement prior to the event.

4.   Equality and Good Relations Considerations

      None.

5.         Recommendations

      It is recommended that the Committee grant permission to PLM Promotions to hold a concert in Botanic Gardens over two days in June 2011 subject to satisfactory terms, as discussed in this report, being agreed with the Director of Parks and Leisure and on condition that:

(i)                 the event organisers resolve all operational issues to the council’s satisfaction;

(ii)               an appropriate legal agreement is completed; and

(iii)             the event organisers meet all statutory requirements including entertainment licences.

6.   Decision Tracking

      All actions will be completed by the Area Manager (East) by July 2011.”

            Arising from discussion in the matter, the Head of Parks and Leisure reported that prior to the Committee meeting, the promoter had requested also the use of the Ormeau Park during June 2011 in order to stage an event.

            After discussion, the Committee adopted the recommendation contained within the report and agreed to defer consideration of the request which had been received from PLM Promotions in relation to the use of the Ormeau Park to enable further information to be obtained.