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 Overiew
Event name
Proposed date from:*
Proposed date to:*
- Add another proposed date
Proposed date from:
Proposed date to:
- Add another proposed date
Proposed date from:
Proposed date to:
Proposed location
Proposed start time
Proposed end time

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Tell us about you
Event Manager
First Last
Organisation
(as stated on public liability Insurance Certificate)
Nature of business
Company registration number
(if applicable)
Charity registration number
(if applicable)
Do you live in redbridge*
- Yes
- No
Enter Post code*
Address*
Address*
Street Address Address Line 2 City County Postcode
Day time telephone number*
Mobile number*
Email address*
Enter Email Confirm Email
Alternative Contact details
Name
First Last
Day time telephone number
Mobile number
Contact for Public enquiries
Name
First Last
Email address*
Enter Email Confirm Email
Telephone number
Website

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Tell us about your event
Event description & 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)
Estimated attendance during peak hours
Overall estimated attendance
Approximate number of staff & volunteers
Event history & development
(e.g. Number of years established)
Is this a repeat application?
- Yes
- No
(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)
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.

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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
Name
First Last
Position
Telephone number
Email
Referee 2
Name
First Last
Position
Telephone number
Email

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Site Occupancy
Date event staff will enter the site
Time event staff will enter the site (24 hrs format)
Daily start & finish times of event: Monday to Thursday (24 hrs format)
(if applicable)
Daily start & finish times of event: Friday to Sunday (24 hrs format)
(if applicable)
Date & time event staff will vacate site
(if applicable)

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Admission
Tickets / admission fee required
- Yes
- No
- Unsure at time of application
Admission information
Please complete all sections that apply and provide further information.
Standard
Concession prices
Details of Pre-event ticket sales
Details of financial proceeds going to a charitable organisation
Details of VIP guest list / Press/ Celebrities
Details of Complimentary / reduced tickets available for Redbridge residents

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Waste & Litter Control
By hiring a park or open space in Redbridge, it will be your responsibility to ensure that the event site & perimeter remains clean, clear of unnecessary obstructions & 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.

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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 & 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

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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
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

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Budget allocation & financial responsibility
Allocated budget for event
Has the funding been confirmed at the time of application?
- Yes
- No
Postal address for invoicing purposes
Is it in Redbridge*
- Yes
- No
Enter Postcode*
Address*
Address*
Street Address Address Line 2 City County Postcode
Telephone number for invoicing purposes

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Additional Equipment
Please to indicate your requests. Please note, some services are not available at every site & all services are chargeable.
- Skips
Details & quantities
- Ground marking
Details & quantities
- Grass cutting
Details & quantities
- Tree works
Details & quantities
- Ground preparation
Details & quantities

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

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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
- Events Management Plan
Events Management Plan
- Copies of Event Insurance Documents
Event Insurance
- Licences
Licences

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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
Declaration
By ticking the box below, I:
- Confirm that the information which I have provided as part of my application is correct & true to the best of my knowledge.
- Acknowledge that my application does not constitute an approved booking for the venue.
- Understand that I may be required to provide further information and attend meetings with Vision–Redbridge Culture & Leisure Limited, at a later date to support my application.
- Agree to pay in full the hire charge and
- Understand that if permission is granted for the event and to prevent the termination of my application, I agree to comply with the terms & conditions of hire as set out by Vision–Redbridge Culture & Leisure and its partners.
*
- Yes I have read/understood and agree to the terms and conditions above.
Name*
First Last
Date*

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Request to hire a park or open space in Redbridge

Event Overiew

Tell us about you

Tell us about your event

Event Management Experience

Site Occupancy

Admission

Production Elements

Waste & Litter Control

Site Layout

First Aid Provision and Notifications

Licensing & Permissions

Marketing and Communications

Budget allocation & financial responsibility

Additional Equipment

Additional Information

Other - Supporting Information

Declaration, Terms and Conditions:

Declaration