Land Hire Arrangements 2012

We have refreshed the working arrangements for hire of TDC Land.  This has been discussed and agreed at Thanet’s Events Safety Advisory Group (SAG) as next year is an exceptionally busy year for public agencies and emergency services with both the Queen’s Diamond Jubilee celebrations and the London 2012 Olympics having an impact on how we manage public events. 

We are expecting many more events – such as street, beach and park parties to take place during the summer months and spanning a 4 month period from the beginning of June through to the end of September 2012.  This means that we need to revise our Land Hire arrangements to make sure that we can meet all our needs and ensure that Thanet’s Events Safety Advisory Group (SAG) is able to give proper consideration to all the proposed events and ensure that the required safety standards have been met.

To support this, in late February 2012 we shall be launching a new Events Management Tool-kit and offering training sessions on how to organise community events successfully and safely.  These will include sessions on statutory and legal issues such as road closures, licences, risk assessments and public liability insurance. 

For the first time we shall also be imposing deadlines on events organisers so that we can review and revise papers in good time.  We shall expect to receive Land Hire requests including a comprehensive risk assessment, at least 18 weeks in advance of the event date and all final additional documents, such as third party insurances, food hygiene certificates etc at least 12 weeks in advance of the event.  Once all additional paperwork has been received, we will then give (or refuse) consent for the event at least 12 weeks in advance of event.

This will allow organiser’s to market their event in good time but any costs incurred prior to final consent will be at the organiser’s own risk.

The new Land Hire process will be as follows: 

• As an organiser you must still contact our events office to enquire about the availability of the venue before proceeding.

• If the venue is available, we will hold the date provisionally for you and send you an application pack and letter which sets out the various safety steps, that you must make and tells you the date our SAG will be considering your event.  This date, due to next year’s workload, will be at least 12 weeks ahead of your event. 

• By holding provisionally, we hope to ensure that organisers are eligible to make funding applications if they need to.    

• We will then liaise with you as the event organiser. 

• As you submit your papers, they will be shared with SAG members who will give their comments and advice.  We will then share these comments with you so that you can make any revisions or adjustments to your event plans and paperwork in advance of the SAG meeting.

• At the next SAG meeting, and a minimum of 12 WEEKS before the event, the Group will determine if the event will go ahead. 

• If no, a formal letter from the Chairman will be sent which sets out the reasons for refusal.

• If yes, a formal letter from the Chairman will be sent which gives final permission for the event to go ahead. 

• If the Group is to receive TDC funding this formal letter will be the point at which we set out our terms and conditions of funding and hand over the money. 

In practice, the safety requirements for your event will not have changed; the only change that we are imposing is much more stringent deadlines so we can more actively manage the workload within a shrinking public sector context.  This not only includes Council staff, but those of the emergency services who have also had to make cut-backs in their own provision, and many of whom will be committed to ensuring a successful Olympic Games in London.  

In future, events which are not prepared to meet our requirements will be refused permission so it is important that any plans that you have are drawn up and submitted to us in good time, and well ahead of schedule. 

Sarah Phippin

Community Development Officer

Email: events@thanet.gov.uk

Tel: 01843 577092