Request to hire a park or open space in Redbridge

Event Application

Thank you for choosing Redbridge to host your event.

As the first stage in the application process, please complete all applicable fields, providing as much detailed information as possible.

Event overview

Event name

Proposed date from:(Required)

Proposed date to:(Required)

Another proposed date

Add another proposed date

Proposed date from:

Proposed date to:

Another proposed date

Add another proposed date

Proposed date from:

Proposed date to:

Event overview

Proposed location

Proposed start time

:

Proposed end time

:

Tell us about you

Event manager first name

Event manager last name

Organisation

(as stated on public liability Insurance Certificate)

Tell us about you

Nature of business

Company registration number

(if applicable)

Charity registration number

(if applicable)

Do you live in redbridge(Required)

Yes

No

Address(Required)

Find address

Address(Required)

Street Address Address Line 2 City County Postcode

Your contact details

Daytime telephone number(Required)

Mobile number(Required)

Email address(Required)

Enter email Confirm email

Alternative contact details

First name

Last name

Daytime telephone number

Mobile number

Contact for public enquiries

First name

Last name

Email address(Required)

Enter Email Confirm email

Telephone number

Website

Tell us about your event

Event description and objectives

Please describe your event clearly & concisely including key information such as scale, purpose, audience type, etc.

Event type

(e.g. fundraising, community, corporate, commercial, promotional activity, filming, funfair, VRCL internal event, other – please specify)

Tell us about your event

Estimated attendance during peak hours

Overall estimated attendance

Approximate number of staff and volunteers

Event history and development

(e.g. Number of years established)

Is this a repeat application?

(i.e. has the event taken place at the same venue for at least 3 years and you propose no changes to its organisation/management or expected attendance)

Yes

No

Tell us about your event

Benefits of the event to the local community

Impact of the event to the local community

Is the event linked to a specific strategy or national campaign? If so, please provide details.

Event management experience

Previous events that you have directly managed (incl. attendance numbers)

References

Please provide the contact details of two referees who are able to comment on your event experience.

Referee 1 details

First name

Last name

Position

Telephone number

Email

Referee 2 details

First name

Last name

Position

Telephone number

Email

Site occupancy

Date event staff will enter the site

Time event staff will enter the site (24 hrs format)

Daily start and finish times of event (if applicable)

Monday to Thursday (24 hrs format)

Daily start and finish times of event (if applicable)

Friday to Sunday (24 hrs format)

Date and time event staff will vacate site (if applicable)

Tickets / admission fee required

Yes

No

Unsure at time of application

Admission information

Please complete all sections that apply and provide further information.

Admission

Standard

Concession prices

Admission

Details of pre-event ticket sales

Details of financial proceeds going to a charitable organisation

Admission

Details of VIP guest list / press/ celebrities

Details of complimentary / reduced tickets available for Redbridge residents

Do you intend to include or provide ANY production elements?

Please tick all production elements that apply and provide further information.

Please note, failure to complete this section may result in your application being rejected.

Production elements

Please give details of any production elements you wish to include?

Add an entry for each type of production element you wish to include.

Type of production element	Provide details about the production element	Actions

There are no Entries.

Waste and litter control

By hiring a park or open space in Redbridge, it will be your responsibility to ensure that the event site amd perimeter remains clean, clear of unnecessary obstructions and free from waste and litter associated with your event.

You must provide details on how you will manage waste water and fluids from caterers, and sanitary units.

Please provide details on how you intend to manage waste and control litter onsite? Please note, skips must be provided for events with an estimated attendance of 500 or more.

Site layout

Please attach detailed site plans of your intended site layout with your application where possible. Site plans should be submitted to scale where possible and clearly illustrate key components including access and egress routes is a compulsory requirement.

It is recommended that site plans are submitted at the time of application.

You will be given the opportunity to submit updated versions of the site map at a later date if necessary.

Upload site plan

Max. file size: 50 MB.

First aid provision and notifications

Warning First aid cover is compulsory for all events and in some cases; the emergency services must be consulted on your event plans. If you are unable to provide the following information at the time of application, please submit the required information in writing to the Events Team no later than 28 days before the start of your event to prevent your application being rejected.

Please state the name of your main medical services provider for your event

Please record the necessary resources that will be available at any one time during your event, using the guidance information in the HSE Events Safety Guide (Medical, Ambulance and First Aid Provision) to calculate the minimum requirements for your event.

Please select all medical resources that will be available during your event

Ambulance

Ambulance personnel

Ambulance manager

First aiders

Nurses

Doctors

Support unit

Have any specialist teams or senior member of the Emergency Services have been informed of your event plans?

Yes

No

Please provide details

Have any other members of Vision RCL or the Council been informed of your event plans?

Yes

No

Please provide details

Licensing and permissions

Are you considering any of the following as part of your event? Please answer all questions, ticking the most appropriate answer and providing as much information as possible.

Live, amplified or recorded music

Yes

No

Warning Your event may require a licence. Please contact the Events Team to check if your venue is already licensed. If you need to apply for a licence contact: licensing.authority@redbridge.gov.uk

Please provide details

Dance

Yes

No

Warning Your event may require a licence. Please contact the Events Team to check if your venue is already licensed. If you need to apply for a licence contact: licensing.authority@redbridge.gov.uk

Please provide details

Provision of alcohol

Yes

No

Warning You must ensure the event is covered by a licence. You must submit details of the personal licence holder responsible for alcohol sales and supply the drinks price list, number of bars, and operational procedures. Contact: licensing.authority@redbridge.gov.uk

Please provide details

Licensing and permissions

Catering for public consumption

Yes

No

Warning Please provide a list of your caterers. You will need to submit their full details and copies of their insurance and certifications to Food.safety@redbridge.gov.uk

Please provide details

Film / Theatrical performances

Yes

No

Warning Your event may require a licence. Please contact the Events Team to check if your venue is already licensed. If you need to apply for a licence contact: licensing.authority@redbridge.gov.uk

Please provide details

Live / Regulated entertainment

Yes

No

Warning Your event may require a licence. Please contact the Events Team to check if your venue is already licensed. If you need to apply for a licence contact: licensing.authority@redbridge.gov.uk

Please provide details

Licensing and permissions

Gaming/ Raffle/ Tombola/ Bingo/ Boxing/ Wrestling

Yes

No

Warning Your event may require a licence. Please contact the Events Team to check if your venue is already licensed. If you need to apply for a licence contact: licensing.authority@redbridge.gov.uk

Please provide details

Special treatments / Holistic therapies

Yes

No

Warning Your operatives will need to be qualified and licensed to carry out activities. For further advice please contact: licensing.authority@redbridge.gov.uk

Please provide details

Animals

Yes

No

Warning You must submit an application to the London Borough of Redbridge for Town Centre events. Contact licensing.authority@redbridge.gov.uk

Please provide details

Licensing and permissions

Road closures/diversions and Suspended Parking

Yes

No

Warning If a road needs to be closed or partially closed to enable your event, please contact the London Borough of Redbridge Highways Team. Highways.streetworks@redbridge.gov.uk

Please provide details

Street trading / Markets

Yes

No

Warning You must submit an application to the London Borough of Redbridge for Town Centre events. Contact licensing.authority@redbridge.gov.uk or complete and submit form TCE01. http://www2.redbridge.gov.uk/cms/business_and_consumers/licensing_and_street_trading/ilford_town_centre_events.aspx (opens in new window)

Please provide details

Activities in the Town Centre

Yes

No

Warning You must submit an application to the London Borough of Redbridge for Town Centre events. Contact licensing.authority@redbridge.gov.uk or complete and submit form TCE01. http://www2.redbridge.gov.uk/cms/business_and_consumers/licensing_and_street_trading/ilford_town_centre_events.aspx (opens in new window)

Have you applied for any licences or permits which will be used to facilitate your event?

Such as: Temporary Event Notices, Premises Licences, Personal Licences., Traffic Orders etc.

Yes

No

Please provide details

Marketing and communications

Please describe the type of marketing and communications that you intend to use to promote your event including local media, out of borough and online marketing.

Please note that Vision-RCL and its partners may include information about your event in any listings that it deems appropriate.

Is a marketing plan in place?

Yes

No

Please provide details

Marketing and communications

Has promotion of this event started?

Yes

No

Please provide details

Proposed type of resident consultation and proposed date of distribution

Main communication methods to be used during the event

Budget allocation and financial responsibility

Allocated budget for event

Has the funding been confirmed at the time of application?

Yes

No

Budget allocation and financial responsibility

Is the postal address for invoicing purposes in Redbridge(Required)

Yes

No

Enter postcode(Required)

Find address

Address(Required)

Street Address Address Line 2 City County Postcode

Telephone number for invoicing purposes

Additional equipment

Pleae select any additional equipment you would to request

Please note, some services are not available at every site & all services are chargeable.

Additional equipment type	Provide details and quantities about the additional equipment	Actions

There are no Entries.

Additional information

Please use this space to provide us with additional information about your event to request additional services.

Other - supporting information

A comprehensive Events Management Plan is required. The plan must address and detail your plans for the delivery of the event.

The following headings should be incorporated into the Events Management Plan (if applicable to your activities)

Introduction
Aims and objectives of the event
Health and Safety Policy Statement
Organisational Policies (Drugs, Alcohol, Equalities)
Event Details
Estimated attendance & demographics
Content Description
Venue summary and scaled detailed Site Plan
Event Planning Process
Roles & Responsibilities – organisational hierarchy
Licensing conditions
Addressing the licensing objectives
Event Communications Plan
Radio & Telephone Contacts
Event Risk Assessment & Method Statements (RAMS)
Production schedule
Details on Contractor Management & Construction Design Management (If applicable)
Infrastructure and Equipment list including specifications and RAMS of structures
Health and Safety Monitoring arrangements
Accident & Incident Reporting arrangements
Site Accessibility Provisions and procedures
First Aid Assessment and Provision
Lost & vulnerable persons procedure
Children and safeguarding policy
Lost Property
Staff Welfare
Waste & Re-cycling Procedures and plans
Environmental Impact
Caterers
Hygiene Certificates, Council Registration, Insurance, RAMS, HCAAP & Allergen information
Trade and vendor procedures
Drinking Water
Sanitary Facilities
Transport, Traffic and Highways
Control of noise
Public Liability and Employers Liability Insurance
Security, Stewarding and Volunteer Marshal Plans including deployment plan
Copies of detailed staff briefings
Fire Risk assessment and Fire Prevention Plan
Emergency Plans
Contingency Plans
Marketing & Communications Summary

The above list is not exhaustive and you may need additional permissions depending on your event content.

Add Events Management Plan

Events Management Plan

Please upload your document

Max. file size: 50 MB.

Add copies of Event Insurance Documents

Copies of Event Insurance Documents

Please upload your document

Max. file size: 50 MB.

Add licences

Licences

Please upload your document

Max. file size: 50 MB.

Declaration, Terms and Conditions

The deadline for applications is 30 January of the year that you intend to host your event. Applications received after this date may be considered at the discretion of the VRCL Events Manager.
Separate application forms are required for each event that you are proposing. Application forms must be completed and signed by the nominated event manager to authenticate the application.
An application does not constitute a confirmed booking for the park or open space that you intend to use.
Park Hire checklists & fees will be available to hirers following the scheduled review of the application form.
The Events Team operates as part of the Parks & Open Spaces Service forming part of Vision–Redbridge, Culture and Leisure Limited. Vision–Redbridge Culture & Leisure Limited works in partnership with the London Borough of Redbridge to facilitate its leisure services including the outdoor events programme.
The date & venue for your event is subject to change and approval by Vision–Redbridge Culture & Leisure Limited and the London Borough of Redbridge.
The Events Team may contact two references who can comment on your experience, knowledge and ability to organise events prior to approving your event application.
The Events Team reserves the right to refuse any application if fails to meet the requirements set by VRCL and its partners. Hirers may not be consulted prior to refusal.
On receipt of written correspondence from Vision-Redbridge Culture & Leisure Limited and unless specified otherwise, the hirer will be required to pay the total hire fee and compulsory damage deposit, by a fixed date determined by the Events Team. Failure to adhere to this condition may result in loss of deposit.
Information provided in the application form including contact details may be shared with other Vision-Redbridge Culture & Leisure Limited departments, the London Borough of Redbridge, Emergency Services and licensing bodies, for planning, licensing and safety purposes.

Terms and Conditions

Name(Required)

First name Last name

Date(Required)