Agenda item
Minutes:
The Committee considered the following combined report which detailed requests to hold events in a number of Council parks and open spaces:
“1.0 Purpose of Report or Summary of main Issues
1.1 The purpose of this report is to seek approval from Members to host events in our parks across the city, namely:
I. Request for The Use of Lower Botanic Gardens for “Circus Extreme” event.
The Committee is asked to approve a request from The Great Russian Circus Ltd. forthe use of Lower Botanic Gardens from 19th August 2019 to 2nd September 2019 for a series of Circus Extreme performances.
The performances will take place each day between 22nd August and 1st September 2019, 2-10pm.
Circus Extreme is an international non-animal circus which features modern, traditional and speciality acts from all over the world.
The show is suitable for people of all ages and backgrounds.
§ The event willrequire the closure of part of the facility and will have alcohol on sale during the events
§ The organisers will sell tickets on site for the event
§ Alcohol will be on sale subject to appropriate licensing application
§ The organisers expect crowds of up to 1,200 per performance.
1.2 II. Request use of Botanic Gardens for the Belfast Mela
The Committee is asked to approve a request from ArtsEkta to deliver an outdoor event, Belfast Mela, a multicultural festival for approximately 20,000 people, in Botanic Gardens.
The event will take place on 25 August, 2019, from 12 noon – 7.00pm and will require the closure of all or a substantial proportion of the facility.
1.3 III. Belfast International Arts Festival in Botanic Gardens
Belfast International Arts Festival, has requested the use of Botanic Gardens for the delivery of an event as part of the Belfast International Arts Festival on Saturday 19th October and Sunday 20th October 2019. The event will require the closure of a proportion of the facility.
1.4 IV. 1 Day Music Festival in Lower Botanic Gardens
The purpose of the report is to obtain permission from Members for a 1 day music festival in lower Botanic Gardens on 27th July 2019.
1.5 V. Request for The Use of Victoria Park
The Committee is asked to note that the Council has received a request from Left Field to host their annual ‘Energia 24 Hour International Race’ at Victoria Park from Friday 21st to Sunday 23rd June 2019. Race to start on Saturday 22nd June at noon.
• The event will result in the partial closure of Victoria Park.
2.0 Recommendations
2.1 I. Request for The Use of Lower Botanic Gardens for “Circus Extreme” event.
The Committee is asked to:
A. Grant authority to Great Russian circus Ltd for the use and hire of the facilities at Lower Botanic Gardens for a series of circus performances between 22 August 2019 and 1 September 2019 with set up and take down before and afterwards.
B. Grant authority to the Strategic Director of City and Neighbourhood Services subject to satisfactory terms being agreed and on condition that:
§ The promoter resolves all operational issues to the councils’ satisfaction;
§ An appropriate legal agreement is completed, to be prepared by the City Solicitor; and
§ The promoter meets all statutory requirements of the Building Control Service including the terms and conditions of the Parks Entertainments Licence.
§ Grant authority to the Strategic Director of City and Neighbourhood Services to
§ negotiate an appropriate fee for use of Lower Botanic Gardens taking into account costs to the Council, minimising negative impact on the immediate area but also the potential wider benefit to the city economy.
§ to write to the promoters and advise that Council reserves the right to introduce a ‘social clause’ into any future legal agreements at any time (subject to Council approval of such a policy).
§ Agree that Event Organisers shall consult with public bodies and local communities as necessary.
2.2 II. Request use of Botanic Gardens for the Belfast Mela
The Committee is asked to:
A. Approve this proposal from ArtsEkta to deliver an outdoor event, Called Belfast Mela, in Botanic Gardens.
B. The event will take place on 25 August, 2019, from 12noon – 7.00pm and will require the closure of all or a substantial proportion of the facility.
C. Agree that the appropriate legal agreements for each programme, including bond arrangements are prepared to the satisfaction of the City Solicitor;
D. 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);
E. Agree the timely payment of the agreed charges and bonds as required in the legal agreements; and
F. Agree that Event Organisers shall consult with public bodies and local communities as necessary.
2.3 III. Belfast International Arts Festival in Botanic Gardens
The Committee is asked to:
A. Approve the use of Botanic Gardens including 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 and subject to an agreed programme;
B. Agree that legal services prepares appropriate legal agreements for the event;
C. Agree that Event Organisers are required to meet all statutory requirements including Public Liability Insurance cover, Health and Safety, Food Safety and licensing responsibilities; and
D. Agree that Event Organisers shall consult with public bodies and local communities as necessary.
2.4 IV. 1 Day Music Festival in Lower Botanic Gardens
The Committee is asked to:
A. Grant authority to Digital Nation for the use and hire of the facilities at Lower Botanic Gardens for a 1 day musical event on 27th July 2019 with set up and take down before and afterwards.
B. Grant authority to the Strategic Director of City and Neighbourhood Services subject to satisfactory terms being agreed and on condition that:
§ The promoter resolves all operational issues to the councils’ satisfaction;
§ An appropriate legal agreement is completed, to be prepared by the City Solicitor; and
§ The use of the site on this date will be subject to licence and a report will be taken to Licensing committee for them to consider.
§ The promoter meets all statutory requirements of the Building Control Service including the terms and conditions of the Parks Entertainments Licence.
§ Grant authority to the Strategic Director of City and Neighbourhood Services to
§ Negotiate an appropriate fee for use of Lower Botanic Gardens taking into account costs to the Council, minimising negative impact on the immediate area but also the potential wider benefit to the city economy.
§ To write to the promoters and advise that Council reserves the right to introduce a ‘social clause’ into any future legal agreements at any time (subject to Council approval of such a policy).
2.5 V. Request for the Use of Victoria Park
The Committee is asked to approve use of Victoria Park and its facilities for the Left Field’s annual ‘Energia 24 Hour International Race’ at Victoria Park from Friday 21 June to Sunday 23 June 2019,and all subsequent annual ‘Energia 24 Hour International Race’ events at this location, subject to the completion of the appropriate Event Management Plans and satisfactory terms being agreed by the Strategic Director of City and Neighbourhood Services and on the condition that the Event Organiser:
· resolves all operational issues to the Council’s satisfaction;
· meets all statutory requirements including Public Liability Insurance cover, Health and Safety, and licensing responsibilities; and
· shall consult with adjoining public bodies and local communities as necessary.
3.0 Main report
Key Issues
3.1 I. Request for The Use of Lower Botanic Gardens for “Circus Extreme” event.
Circus Extreme is an International non-animal circus which features modern, traditional and speciality acts from all over the world. The show is suitable for people of all ages and backgrounds.
Circus Extreme is an international non-animal circus which features modern, traditional and speciality acts from all over the world.
The show is suitable for people of all ages and backgrounds.
In relation to facilitating the event itself, the key issues are:
a. The event will require the closure of part of the facility, and restricted access to the general public;
b. The proposed timescale from set up to take down of the event is from 15th August to 8th September 2019 in Lower Botanic Gardens, however the performances are from 22nd August to 1st September starting at 2pm and finishing at 10pm with 2 performances per day; The organisers expect crowds of up to 1,200 per performance.
c. Circus Extreme has requested permission to collect an entrance fee;
d. 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;
e. A legal agreement will be provided by Legal Services which due to the nature of the events will include a bond for reinstatement costs.
f. Alcohol will be on sale subject to appropriate licensing application.
3.2 II. Request use of Botanic Gardens for the Belfast Mela
Over the past number of years, the Council has established a successful partnership with the organisers of Belfast Mela. This type of event is well-received by audiences and significantly add to the attractiveness of the Council’s parks and open spaces. 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.
This year the Council has received a request from the Director of ArtsEkta to use Botanic Gardens for the Belfast Mela on 25th August 2019.
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.
In relation to facilitating the event itself, the key issues are:
a. The event will require the closure of all or a substantial proportion of the facility, and restricted access to the general public;
b. The proposed timescale from set up to take down of the event is from 20th August to 27th August 2019 inclusive in Botanic Gardens;
c. 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;
d. 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;
e. A legal agreement will be provided by Legal Services which due to the nature of the events will include a bond for reinstatement costs.
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, in addition:
a. An entertainment licence for the period of the event;
b. 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;
c. 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.
d. A legal agreement will be provided by Legal Services which, due to the nature of the events, will include a bond for reinstatement costs.
3.3 III. Belfast International Arts Festival in Botanic Gardens
Following discussions with officers a 2 day event has been proposed for 19 and 20 October 2019 with Belfast International Arts Festival.
To mark the UK’s planned departure from the European Union at the end of March 2019, Festival will present a series of new contemporary works for its 57th edition in October 2019, that illustrate our shared European heritage and values. The centrepiece of this programme will be a series of stage and outdoor works from France, part funded by the Institute Francais as part of a UK wide programme curated with a small select group of partners including Sadlers Wells, London; The Hippodrome, Birmingham; The Lowry, Manchester; Edinburgh International Festival and the Belfast International Arts Festival.
Belfast has been chosen for the UK and Ireland premiere of La Spire from Chloé Moglia / Rhizome. A 45 minute aerial ballet by six women on spirals of fine steel wire, forming three loops of seven meters in diameter and over eighteen meters in length. Conceived as a drawing traced in space, La Spire contrasts the urban environment in which it sits with a sense of surrounding emptiness. The six performers perform astonishing acrobatics, high up in the air, above a mesmerized audience. A memorable acrobatic performance for all the family.
Subject to location and schedule, the artists behind La Spire, are also willing to give free and complimentary workshops to the public around acrobatics, suspension and movement as part of the Festival’s accompanying and customary outreach and education programme.
Schedule and Locations
Performances are proposed for Saturday 19th and Sunday 20th October 2019 in Botanic Gardens. Given that the artists are performing off the ground and at height, health and safety will be of paramount importance and will largely dictate the location of the work, which the artists will have final say on. An initial assessment suggests that the most suitable surface and location is Botanic Gardens, which last saw a project of this nature by Festival with BCC support 5 years ago in 2014.
Performances would take place either in the afternoon or subject to external lighting, at twilight and be free of charge to all audiences.
3.4 IV. 1 Day Music Festival in Lower Botanic Gardens
Tomorrowland is a globally recognised and respected brand, known for putting on unique, high quality events. As part of their 15 year anniversary celebrations, Tomorrowland have expressed particular interest in hosting one of their satellite ‘UNITE’ parties, which bring together countries from all over the world for one Saturday evening at the end of July.
The event will host international DJ’s and performers, and the event is also ‘live streamed’ in both directions, from Belfast, out to the main show in Belgium, along with multiple other countries worldwide, and the show’s from Belgium and the other countries also are ‘streamed in’ for the audience in Belfast. All global shows are fully synchronised with one another. An event like this in terms of this scale and nature has not been done on the island before.
Tomorrowland propose to start the event in the afternoon of 27 July until 11pm or possibly midnight, to tie in with the live stream from the show in Belgium. The venue they have requested to use for the event is Botanic Gardens – lower section nearby the Queens PEC. The space is very much in fitting with the core Tomorrowland brand values in relation to being ‘in nature’. The event would be held on Saturday 27th July and they would require two weeks prior and after for build and take down. The event will have a licensed bar, food stalls, drinks and pyrotechnics.
They anticipate an audience of 12,000- 15,000.
3.5 V. Request The Use of Victoria Park
The organisers are a not-for-profit group who by organising this event will showcase Belfast to an international audience and provide a platform for emerging local talent. This will be the 10th anniversary of the Energia 24 Hour International Race, and the fifth year in a row that it will be staged in Victoria Park. Given this is an established annual event with a successful track record, Committee are asked to agree the request for 2019 and all subsequent annual ‘Energia 24 Hour International Race’ events at this location. Any request will be subject to the completion of the necessary documentation and their meeting compliance requirements as detailed in paragraph 2.1 above.
The event includes use of the park and free use of the Bowling Pavilion for administration and access to toilets.
Each entrant will be required to pay a registration fee of £80 and the proceeds will be used to cover the cost of managing and facilitating the race. Entrants can raise sponsorship for their nominated charity.
The organisers intend to bring food vendors and marquees to the event and they estimate that 400 people will be in attendance. The Organisers will provide additional toilets, first aid cover and stewards for the event. Set up will commence at 8am on Friday 21 June, with the main event taking place on Saturday 22nd June, 12 noon to Sunday 23rd June, 12 noon. The event will be dismantled and the site will be cleared on Monday 24th June.
The event will result in the partial closure of Victoria Park.
Due to the scale of the event there will be some minor disruption to existing activities. The event organisers would require Belfast City Council to assist with the following:-
• Close the car park for the setup of Race HQ, marquees etc. in advance of and during the event;
• Request that the bowlers arrange no ‘home matches’ that weekend;
• Close the tunnel to the park to prevent access for vehicles, bicycles, pedestrians onto the race circuit and impede the event;
• Provide alternative ‘through’ access across the Park to Sam Thompson Bridge (if required)
• The parkrun have been informed of the event and the parkrun will go ahead at 9.30am with the race starting at 1pm on the Saturday afternoon;
• Ensure no other event bookings take place in the park during that weekend.
3.6 Financial and Resource Implications
There are significant benefits for the City of Belfast in terms of income generated from events such as these in terms of income from shops, hotels, restaurants, coffee shops, taxi companies, tourist venues, public transport, air, bus and rail companies.
I. Request for The Use of Lower Botanic Gardens for “Circus Extreme” event
An appropriate fee will be negotiated for use of Lower Botanic Gardens taking into account costs to the Council, minimising negative impact on the immediate area but also the potential wider benefit to the city economy.
II. Request use of Botanic Gardens for the Belfast Mela
Funding for this event has been budgeted in 2019/20 estimates at £20k.
III. Belfast International Arts Festival in Botanic Gardens
Funding for the programme has been budgeted for in the 2019/20 estimates at £20k. 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.
IV. 1 Day Music Festival in Lower Botanic Gardens
An appropriate fee will be negotiated for use of Lower Botanic Gardens taking into account costs to the Council, minimising negative impact on the immediate area but also the potential wider benefit to the city economy.
V. Request The Use of Victoria Park
There is no financial or resource implications.
3.7 Asset and Other Implications
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.
3.8 Equality or Good Relations Implications/
Rural Needs Assessment
It is anticipated that these events will deliver a positive impact for equality and good relations.”
The Committee adopted the recommendations.
Supporting documents:
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