Agenda item

            The Committee considered again the following report which had been deferred at its meeting held on 7th March 2017:

 

Appendix 1

 

“1.0     Purpose of Report or Summary of main Issues

 

1.1       This report outlines a series of proposed outdoor events, delivered by large arts organisations, in partnership with the Council.  Each event will require the closure of all or a substantial proportion of the facility.

 

2.0       Recommendations

 

2.1       The Committee is asked to:

 

·        Agree to review events in Parks and Open Spaces as part of the city-wide events framework, in line with the corporate strategic review of events and festivals, and the programme of work for the European Capital of Culture bid;

·        Approve the series of partnership events as set out below, including funding requested, the closure of facilities as required for the set-up, delivery and take-down of the events, resolving all operational issues to the Council’s satisfaction;

·        Agree that the appropriate legal agreements for each programme, including bond arrangements are prepared to the satisfaction of the Town Solicitor;

·        Agree that Event Organisers are required to meet all statutory requirements and responsibilities including Public Liability Insurance cover, Health and Safety, Food Safety and licensing (including for the sale of alcohol, where required);

·        Agree the timely payment of the agreed charges and bonds as required in the legal agreements; and

·        Agree that Event Organisers shall consult with public bodies and local communities as necessary.

 

3.0       Main report

 

            Background

 

3.1       Over the past 5 years, the Council has established successful partnership arrangements with the Belfast Festival, Feile an Phobail and Belfast Mela.  These type of events are well-received by audiences and significantly add to the attractiveness of the Council’s parks and open spaces. 

 

3.2       The partnership has delivered a diverse range of events which have had wide appeal for local communities, as well as attracting significant numbers of tourists and visitors to Council assets.  Last year, these partnerships delivered events in North (Girdwood), West (Falls/City Cemetery), South (Botanic) and City Centre (City Hall).

 

3.3       In February, the City Growth and Regeneration Committee gave approval for the Council to explore the potential for a bid to become the UK host for the 2023 European Capital of Culture.  As part of this, a diverse high quality programme of events will be developed, with the support of city stakeholders.  It is clear that this developing programme would be an excellent opportunity to showcase the city’s parks and open spaces.  It is therefore proposed that it is timely for officers to initiate a review of this particular series of partnership events in parks, with a view to streamlining within a corporate approach as agreed by the City Growth and Regeneration Committee.  It is anticipated that this review would be complete in time for the 2018/19 programme of events, to be brought to People and Communities Committee for its consideration in due course.

 

            Proposals for 2017

 

3.4       Following discussions with the 3 existing partners, a series of events has been proposed for the incoming season:

 

·        Belfast Mela – a multicultural festival for approximately 20,000 people to be held in Botanic Gardens in partnership with ArtsEkta;

·        Feile an Phobail – a number of events in the vicinity of Falls Park, including marquee events and historical tours of City Cemetery; and

·        Belfast International Arts Festival – a programme of family-focussed outdoor theatre events in East and centre of the city.

 

            Further detail on each event is provided below.

 

            Belfast Mela

 

3.5       The Council has received a request from the Director of ArtsEkta to use Botanic Gardens for the Belfast Mela on 27 August 2017.

 

3.6       It is proposed that Council continues to provide financial support to the event (up to £20,000) given the positive economic impact it has for the city, improved good relations and attractiveness of the Council assets.

 

3.7       As a condition to funding, it is recommended that ArtsEkta is requested to facilitate community engagement and taster events in other local neighbourhoods, to build the audience from across the city.  Specific locations could be identified in conjunction with the Community Parks Outreach team, ensuring a spread across the city.

 

3.8       In particular, the Mela organisers have highlighted the imminent completion of the Tropical Ravine and they are working with the Outreach team, in order to profile this city heritage venue as part of its launch.

 

3.9       In relation to facilitating the event itself, the key issues are:

 

1.     In this particular instance the Council has received a request for use for Upper and Lower Botanic Gardens for the Belfast Mela on 27 August 2017 from midday to 7.00pm;

2.     The event will require the closure of all or a substantial proportion of the facility, and restricted access to the general public;

3.     The proposed timescale from set up to take down of the event is from 21st August to 30th August 2017 inclusive in Botanic Gardens;

4.     ArtsEkta has requested permission to collect an entrance fee in the region of £5 per adult / child and access will be restricted to ticket holders only;

5.     The event shall be subject to the preparation of an event management plan which shall cover all aspects of management including health and safety, access and will comply with the current events policy; and

6.     A legal agreement will be provided by Legal Services which due to the nature of the events will include a bond for reinstatement costs.

 

3.10     Consultation by ArtsEkta will be undertaken with other local stakeholders such as Queens University, Lyric Theatre, local residents groups and the Friends of Botanic Gardens.

 

            Feile an Phobail

 

3.11     Feile an Phobail has requested permission to organise a number of events in Falls Park. They may require the use of other Council facilities e.g. bowling pavilion as the final list of events have not yet been finalised.  Similar to previous years, the events include:

 

·        Carnival parade through Falls Park

·        Teddy Bears picnic in  Falls Park

·        Feile family entertainment day in the park, music events and family entertainment

·        Guided historical tours in the City Cemetery which would be charged for appropriately by the tour provider.

 

3.12     In relation to facilitating the event itself, the key issues are :

 

1.     The proposed timescale from set up to take down of the event is from 25th July up to 20th August 2017 inclusive in Falls Park.  Feile runs over the period 3rd August to 13th August;

2.     The event will require the closure of all or a substantial proportion of the facility, and restricted access to the general public;

3.     An occasional licence will be applied for by the organisers for the sale of alcohol and an entertainment licence for the period of the event;

4.     This application will be supported by an Event Management Plan and will be subject to the organisers liaising with Council officers and meeting all statutory, legal and Health and safety requirements;

5.     Organisers will also be required to reinstate all Council property to its original condition after use. Organisers will be reminded that the current ground conditions and location of this event may have to change due to adverse weather conditions.

 

3.13     A legal agreement will be provided by Legal Services which, due to the nature of the events, will include a bond for reinstatement costs.

 

            Belfast International Arts Festival

 

3.14     The Council has received a proposal from Belfast International Arts Festival to deliver a programme of free, family-focused events in City Hall grounds and CS Lewis Square. This programme rotates around the city and was in Girdwood Park in 2016.

 

3.15     The proposed event to be held at City Hall and CS Lewis Square is Motosikai (pronounced moto-see-k’eye) is a unique, outdoor circus show from Race Horse Company, the acclaimed daredevil Finnish circus company. Motosikai is a mobile and adjustable show performed out of a van packed with circus equipment. The three circus artists perform teeterboard and acrobatic stunts with great humour and skill – appearing and disappearing from the confines of the van via a hidden trampoline.  Energetic, full of surprises and endlessly entertaining, it is designed to entertain children and adults alike. The show will be performed two times a day. The whole show fits in the van which doubles as the set and can therefore be presented in two separate sites across the city.  Motosikai is a 40 minute performance that will be accompanied by performances and workshops from local circus performers.

 

3.16     In relation to facilitating the event itself, the key issues are:

 

1.     The final locations are determined by health and safety requirements of the performers – there may be some minor changes to final locations;

2.     The event will require restricted access to all or a substantial proportion of each facility;

3.     The events will be held during the Festival programme which runs 6th to 28th October, likely to be a Saturday and Sunday to maximise family attendance at the event;

4.     The event shall be subject to the preparation of an event management plan which shall cover all aspects of management including health and safety, access and will comply with the current events policy; and

5.     A legal agreement will be provided by Legal Services which due to the nature of the events will include a bond for reinstatement costs.

 

3.17     The proposal is a good fit with the policy objectives of the Council in that it is family friendly work that is participatory and fun.  It will animate our public spaces whilst also providing educational learning opportunities for children and young people. 

 

3.18     It is proposed that Council continues to provide financial support to the event (up to £20,000), given the positive economic impact it has for the city, promoting connectivity and attractiveness of the Council assets.

 

3.19     In addition, as part of the programme a special free presentation of the iconic and critically acclaimed sculptural installation, Poppies: Weeping Window will be installed at the Ulster Museum.  With over 150,000 expected to visit Botanic Gardens to see the Poppies installation, Council outreach officers at the Tropical Ravine are considering additional family activities in the park to maximise visitors’ experience of the park.  This will be done within existing Council budgets.

 

            Financial & Resource Implications

 

            Finance

 

3.20     Up to £40,000 for the overall programme, from existing Council revenue funds.

 

            Human

 

3.21     Staff may be required to work additional hours to cover the events outside normal hours and this will be charged to the hirer, in line with the process adopted in previous years.

 

            Asset and Other Implications

 

3.22     Council officers will liaise with organisers in relation to the potential environmental impact of these events, and ensure that the legal agreements appropriately reflect the level of risk to Council assets.

 

            Equality or Good Relations Implications

 

3.23     The Events Policy for Parks and Leisure facilities and venues was previously screened. It is anticipated that this range of events will deliver a positive impacts for equality and good relations.”

 

            The Committee then considered a report which provided additional information in respect of the funding that each of the three partner organisations received.

 

            The Director of City and Neighbourhood Services advised the Members that the nature, duration and number of each of the three proposed events differed and it was therefore difficult to compare like for like.  He also reminded the Committee that, a corporate strategic review, in respect of the funding of festivals and events, was currently being undertaken and advised that a report on this matter would be submitted to a future meeting of the City Growth and Regeneration Committee.

 

            Following consideration:

 

            It was moved by Councillor Magennis; and

            Seconded by Councillor Austin:

 

      “That the Committee agrees to adopt the recommendations as outlined and also award additional financial support of £10,000 to Feile an Phobail, to bring it in line with the funding requested for the Belfast International Arts Festival and the Belfast Mela.”

 

            On a vote by show of hands, eight Members voted for the proposal and seven against and it was declared carried.