Agenda item

            The Committee considered the undernoted report:

“1.       Relevant Background Information

1.1       The Committee is asked to note that the council has received a request for the use of Botanic Gardens for an event called “Dinner in the Sky” in June and July 2011 from Kirk Jordan, JKD Events.

            Dinner in the Sky is described as “a unique event that transforms an ordinary meal into a magical moment that will leave a lasting impression”. The promoter states that the event has taken place in 32 countries at around 2500 events.

            The Dinner in the Sky event in Belfast will be the first stop of its UK tour.  Dinner in the Sky can cater for 22 guests around the table with a personal chef and two assistants in the middle.  Dinner would be served 50 metres above ground.  There would be 9 lifts per day (two breakfast lifts, 2 lunch lifts, 3 drinks and canapés lifts and 2 dinner lifts).

2          Key Issues

2.1       The key issues for the Committee to consider are:

1.      The Council wishes to promote the use of its parks and open spaces and where appropriate we will permit the use of these facilities for events.

2.      In this particular instance the Council has received a request for an event operating from 17 June to 4 July 2011.  Set up shall commence on 15 June and take down shall be completed on 6 July 2011, for a total period of 22 days the event operation shall be on site.

3.      The promoter has indicated two locations for consideration, the Great Lawn and the Bandstand area, however it is proposed that the Great Lawn is not used for this purpose but that the bandstand area is offered instead.

4.      Cool FM is the media sponsor and shall broadcast on the opening day at the event.

5.      On one evening the promoter proposes to have a charity night which shall raise money for the Cash for Kids Charity.

6.      The “table” has capacity to accommodate 22 people, it is lifted approximately 50 metres above ground level into the air.

7.      On each day of the event from 8.00am to 9.30pm, there shall be possibly 200 paying customers.  Ticket prices for customers vary from £25 to £70 per person.

8.      The promoter has indicated that alcohol shall be available at the event.

9.      Botanic Gardens shall remain open as usual during the event and the promoter shall employ security to assist with the stewarding of the event.

10.    The event shall adhere to the entertainment licence requirements.

11.    The event would be subject to the preparation of an event management plan which would cover all aspects of management of the event.

12.    A fee of £2,000 is proposed for the use of the bandstand area within Botanic Gardens plus a bond of reinstatement of £1,000 (for the ground) to be paid prior to the event taking place and which will be part of the legal agreement.

13.    A legal agreement shall be prepared by Legal Services.

14.    Consultation shall be conducted by the promoter with local stakeholders such as local residents, local commercial operators, etc.

15.    The promoter shall consult prior to the event with local residents, Ulster Museum, Queens University, etc.

16.    Due to the nature of this event there are definite health and safety concerns which will need to be considered and addressed.

3          Resource Implications

3.1       Financial

            A bond of intent of £200 (to secure the booking) shall be paid to the council before approval is given. The above fee will also be paid prior to the event taking place and will be part of the legal agreement.

3.2              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.

3.3              Asset and Other Implications

            The promoter shall ensure there is a minimal impact on council property and they shall provide a Bond of Reinstatement of £1,000 prior to the event as part of the legal agreement. The promoter will be required to ensure the site is adequately reinstated.

            An event lasting 22 days shall have a detrimental effect on the Great Lawn and possibly affect the quality of the surface available for following events.

4          Equality and Good Relations Considerations

4.1       There are no equality implications.

5          Recommendation

5.1       It is recommended that the Committee grant authority for the ‘Dinner in the Sky’ at Botanic Gardens in the bandstand area in June and July 2011, subject to satisfactory terms being agreed with the Director of Parks and Leisure and on the condition that:

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

(ii)         an appropriate legal agreement, to be prepared by the Town Solicitor and Assistant Chief Executive is completed; and

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

(iv)       the event organiser must ensure that all health and safety requirements are met to the council’s satisfaction including risk assessments, safe systems of work and equipment inspection information.

6.         Decision Tracking

            All actions will be completed by the City Parks Manager (East) by August 2011.”

            The Committee adopted the recommendation.