Agenda item
Minutes:
The Committee considered the undernoted report:
“1. Relevant Background Information
The Committee is asked to note that the Council has received a request from Wonderland Productions (NI) Ltd, promoter Eamonn McCann for the use of Botanic Gardens to hold ‘a Belfast Taste and Music Festival 2013’. Similar events have taken place in the Gardens since 1991, except for 2012.
2. Key Issues
· The event would take place on in Botanic Gardens offering food and music entertainment with the public being charged fees to gain admission.
· The proposed event dates are Friday 24 – Monday 27 May 2013 with hours of operation 12.00 noon to 10.30pm daily. The total proposed duration of the event to include set up and take down would be seven days on site, two days to set up and one to take down.
· The admission fees proposed are:
O £5.00 before 5pm
O £10.00 after 5pm
O Children under 5 Free
O Children 5-15 half price
· The music will range from jazz to blues, to tribute bands and will appeal to a broad age range.
O Four performances each day on the stage
O 12.30 - 2.00pm 3.00 - 4.30pm
O 6.00 - 7.30pm 8.30 - 10.30pm
· If the weather is good it would be hoped that attendance may reach 4,000 people each day.
· The event would be subject to the preparation of an event management plan which would cover all aspects of management including health and safety and access.
· Bar facilities are to be provided at the event, including beers and ciders from Northern Ireland.
· The event will permit access via Stranmillis Road and Botanic Avenue and access would be maintained to the Ulster Museum.
· The event promoter shall consult with all local communities and adjacent organisations. Residents living in close proximity to Botanic Gardens have raised objections in the past to musical events in the Park.
· The event organiser is aware of the need for the payment of a Bond of Intent and Bond of Reinstatement which must be completed prior to written confirmation that the venue shall be available.
· Due to the costs involved in holding the event the promoter has asked that fees for the use of the site be waived.
· The promoter has raised concerns about realising the event in 2013 in such a short time scale and has asked to book similar dates in May 2014.
3. Resource Implications
Finance
Fees for the use of the facility would be £5,400 which the promoter has asked to be waived due to the costs involved in running the event.
For a similar event held in 2011 Committee agreed to accede to a similar request but on condition that, should a profit be made from the holding of the event, an appropriate claw back be recouped from the organisers.
A Bond of Intent of £600 and Bond of Reinstatement of £3000 will be required.
Human Resources
Due to the nature of the event and the importance of the site it is anticipated that management overtime will be needed each evening totalling £580 for the 7 days.
Asset
The Promoter must ensure minimal impact on Council property.
4. Equality and good relations implications
None
5. Recommendations
It is recommended that Committee agree to the event taking place in Botanic Gardens in 2013 or 2014 subject to:
1. a Bond of Intent to the value of £600 and a Reinstatement Bond of £3,000 to be paid within 28 days of request.
2. It is recommended that Committee charge a fee of £5,400. If however Committee decide to waive the fee, the promoter should pay the overtime cost for additional staff and should a profit be made from the holding of the event, an appropriate claw back be recouped from the organiser.
3. an appropriate legal agreement prepared by the Assistant Chief Executive and Town Solicitor is completed;
4. the event organiser meets all statutory requirements including health and safety and entertainment licensing.”
The Committee adopted the recommendations and agreed further that the associated fee of £5,400 be levied on the promoter for the use of the Gardens
Supporting documents:
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