Agenda item

            The Committee was advised that a request had been received from Smallworld Music seeking permission to hold a Christmas event at the Botanic Gardens.  The Director reported that Smallworld Music had worked with the Council over a fifteen year period and currently held the contract for event production management services for the Development Department’s Corporate Events Team.  In addition, the Company had worked regularly with Botanic Gardens staff on a number of projects and worked directly with the Friends of Botanic Gardens on a number of events.

            He pointed out that the company had requested free use of The “Little Pavilion” at the Botanic Gardens to host a Santa’s Grotto.  The building was situated on the East walk of the great lawn at the site and the organisers had requested the use of the Little Pavilion on the following dates:

·        Saturday, 24th November and Sunday, 25th November

·        Saturday, 1st December and Sunday, 2nd December

·        Saturday, 8th December and Sunday, 9th December

·        Saturday, 15th December and Sunday, 16th December

·        Saturday, 22nd December and Sunday, 23rd December

·        Christmas Eve, Monday, 24th December

            The organisers wished to open the grotto from 10.00 a.m. till 4.00 p.m. and had requested also access to the pavilion one week in advance of these dates in order to set up for the event.  The Director reported that the proposed event would be both a unique experience for regular park users and raise some much needed funds for the Friends of Botanic Gardens Appeal for the Tropical Ravine.  Small World had committed to donate 25% of their net profit to this appeal.  It was anticipated that approximately 1,000 children would visit the Grotto over the eleven day period.

            He reported that the company would operate the project as a commercial venture, with no direct costs being incurred by the Council, and had suggested charging a single child admission of £5.00 and £12.00 for a family of three children.  Each child would receive a wrapped gift from Santa and a framed photograph to commemorate the visit.  Additional copies of the photograph and a variety of other photo?based merchandise, such as snow globes and key rings would be available to purchase at pocket money prices. 

            The Director stated that officers had considered the option to manage this request and had identified that there would no cost to the Council for event as the “Little Pavilion” would be opened in line with the Parks opening times and therefore did not require additional staffing cover.  As with all such events, health and safety issues would be addressed through the preparation of an event management plan.  Accordingly, he recommended that the Committee grant approval for the free use of the “Little Pavilion” at the Botanic Gardens to Smallworld Music in order to host the Christmas Grotto, subject to the event organisers entering into an agreement for the use of the site, the submission of an event management plan, proof of public liability insurance and the associated risk assessments to the satisfaction of the Council.

            The Committee adopted the recommendation.