Holding an Event on council land fees and terms & conditions

Fees and charges for 2021/22

Refundable deposits are sometimes taken as security to cover any damaged caused by the event.

Organising an event on council land fees and charges 2021/22

Type of Event

Fee

Deposit Required

Weekly / Monthly Activities

such as fitness or personal trainer sessions

1 or 2 sessions a week

£10.30 + VAT per week

To be confirmed, depends on event details

Weekly / Monthly Activities

such as fitness or personal trainer sessions

3 or 4 sessions a week

£16.50 + VAT per week

To be confirmed, will depend on details of event

Weekly / Monthly Activities

such as fitness or personal trainer sessions

5 or more sessions a week

£21.60 + VAT per week

To be confirmed, will depend on details of event

Private Event / Birthday Party with only a small bouncy castle or small gazebo (for individuals looking to hire a park for a non-public event such as a family party, excluding 18th or 21st parties)

This fee is not eligible for charity or public sector discount

£27.00 + VAT per day

To be confirmed, will depend on details of event

Private Event / Birthday Party with a large bouncy castle, marquee or other equipment (for individuals looking to hire a park for a non-public event such as a family party, excluding 18th or 21st parties)

This fee is not eligible for charity or public sector discount

£54.00 + VAT per day

To be confirmed, will depend on details of event

Mini Event

(Guideline expected attendance of up to 200 people per day)

£103.00 + VAT per day

To be confirmed, will depend on details of event

Small Event

(Guideline expected attendance of up to 400 people per day

£219.00 + VAT per day

To be confirmed, will depend on details of event

Medium Event

(guideline expected attendance of up to 999 people per day)

£301.00 + VAT per day

To be confirmed, will depend on details of event

Large Event / Fair / Circus or other major ticketed event

This rate applies regardless of numbers attending, due to wear and tear of bringing large vehicles and equipment onto site.

£438.00 + VAT per day

Minimum £1000 deposit

Get in/out days

(for events which require use of the land on days either side of the event day to set up and/or clear down from their event)

£109.00 + VAT per day

N/A

Water Rate

Use of water in Vale Park

To be measured based on usage.

Medium events and upwards.

Preparation of Park for Event

This may include grass cutting, waste removal, stocking public toilets etc.

Dependant on location and type of event

Medium events and upwards

Discounts

The following discounts will apply to the above fees:

  • 20% for public sector organisations
  • 40% for charitable organisations (registered charity number must be provided on application)

Terms and conditions

The following terms and conditions apply to ALL events held on Buckinghamshire Council Land.

About the Event

  • A valid Event Licence Agreement will only be issued to the event holder(s) on completion of a successful application and receipt of all relevant supporting documentation.
  • Upon successful application to use Council land for activities, a formal Event Licence Agreement needs to be signed to state that the Event Organiser will agree and abide by the terms and conditions of use.
  • Buckinghamshire Council will not agree to any event being staged until the Site Plan and Risk Assessment have been completed and returned a minimum of 6 weeks prior to the event. (Note caveat of five days as described below, should any amendments be required).
  • Large scale or high risk events must submit an Event Plan and Risk Assessment to the Aylesbury Vale Safety Advisory Group (SAG) prior to Buckinghamshire Council being able to issue a license. Organisers of large scale events are advised to refer to The Purple Guide for event safety advice. More information on The Purple Guide website.
  • Buckinghamshire Council recommend that you do not promote your event until a signed Event Licence Agreement has been received.
  • As an Event Organiser, you have a ‘statutory duty of care’ especially to children and vulnerable adults, so it is your responsibility to ensure that all providers of children’s activities have a Disclosure and Barring Service (DBS, formally CRB) check.
  • Public Liability Insurance Cover of at least £5 million is required for all events and a copy of your insurance certificate is required at the time of application. Individuals hiring the land for private parties may buy in to the Council’s Public Liability Insurance Policy for a fee.
  • COVID-19- All relevant Covid-19 Government Guidelines must be adhered to at all times
  • Event bookers accept financial risk in the event of changes to government guidance resulting in postponement or cancellation.
  • Compliance with Covid Regulations set out by government and any additional restrictions put in place by Buckinghamshire Council
  • The organiser should have a copy of Public Liability Insurance Certificates from all third party suppliers/providers of services for the event.
  • A detailed Site Plan is required. This must show the positions of permanent structures, toilets, first aid, and access to the land in and out for emergency vehicles, stalls, marquees, arena, exhibition units, car parking etc. A list of programmed items is also required. In respect of races etc., a detailed route plan including marshal positions must be provided.
  • It remains the responsibility of the hirer to safeguard their own property or items left within your undertaking, whilst on Council land and throughout the period of the license agreement, including if equipment and the like will remain on site overnight. Buckinghamshire Council accepts no responsibility for any loss, damage or vandalism to property, equipment or belongings.
  • Circuses involving animals will not be allowed to hold events on Council land.
  • The Event Organiser should advise the Council of marketing material and where this will be displayed. Permission to fix notices to highway furniture such as lampposts, and railings should be sought from Buckinghamshire Council and street cleansing services should also be informed so we can ensure that notices are not removed during street cleaning operations.
  • If the Event is to include the use of the football pitches, pavilions or community centres as well as the park, a separate booking may be required. Please see our booking system for more information.

Event Safety

  • First Aid - Cover must be provided at the location and arranged by the Event Organiser. For large events, an ambulance may be required.  Suggested organisations who may be able to assist include The Red Cross and St John Ambulance.
  • Fire Safety - The Event Organiser is responsible for the fire safety at the location.  The fire brigade should be made aware of any large events and access for emergency services should be kept clear at all times.
  • Food - If high-risk food i.e. cooked meats, burgers etc. is to be served at the event, the caterer is required to have the appropriate food hygiene certificate(s).
  • Alcohol - No event with alcohol is permitted without the relevant licence from Buckinghamshire Council’s Licencing Team. Under no circumstances must alcohol be supplied or sold to anyone under the age of 18.
  • Toilets - Dependant on the size of the event you may wish to discuss requirements regarding toilet provision with Buckinghamshire Council, or make alternative arrangements over and above facilities currently provided in some parks. You must ensure that toilet facilities are adequate and submit details of your proposals including; method of disposal, hire companies, COSHH forms for any chemicals used. Please check with Buckinghamshire Council whether the toilets on site are available for your use.
  • Clearing and disposing of litter/waste - Organisers must make their own arrangements for the collection and disposal of waste. Larger events might well require professional refuse collection, which can be provided by Buckinghamshire Council for a fee including litter collections, commercial bin hire, and waste disposal.
  • It is the Event Organiser’s responsibility to arrange removal of all rubbish from the site. You will not be permitted to use any council skip/litter bins for disposal without prior agreement.
  • Any additional costs for clearance of litter arising from the event incurred by Buckinghamshire Council will be invoiced to the Event Organiser.
  • The Event Organiser should ensure that the site is regularly litter-picked during the event and at the end of each day to ensure that the Council’s obligation under the Environmental Protection Act 1990 – Code of Practice on Litter and Refuse is discharged. If the Event Organiser fails to do this then the council reserves the right to carry out the works in default and invoice the Event Organiser the cost incurred.
  • Lost children - Any community event should have a written policy of how to deal with lost children and vulnerable adults. Details of this are required at the point of application.
  • Lost property - It is strongly advisable that any community event has a procedure (if not a written policy) of how to deal with lost property.

Fees and Payment

  • Event Organisers will be required to pay an event hire fee as set out in the Council’s fees and charges. The applicant will be formally notified in writing of the amount and date by which fees must be paid. A discount may apply for registered charities and not-for-profit community companies/groups.
  • Fees and a deposit (if applicable) will be due 3 weeks before the event date. Once your event pack application has been completed, returned, and signed off by Buckinghamshire Council’s officers, you will be required to provide payment with your completed signed Event Licence Agreement.
  • The Council may require a refundable deposit to be paid to Buckinghamshire councils in advance of an event as security. If a deposit is paid, it will be refunded as soon as practicable following the event. However, if the Council incurs costs and expenses arising from the event then the deposit or a part of it will be retained by the Council in payment or part payment of the amount owing. In the event of any shortfall between the deposit and the actual costs and expenses, the applicant will remain liable for payment of the balance on demand. Any additional or reinstatement costs including repairs, cleaning, litter picking or any other associated costs arising from the event which the Council incurs in the granting of this permission will be charged by the Council to the Event Organiser.
  • Expected attendance numbers are included in the Fees Guide as a guide and no refund whatsoever will be given if attendance numbers are lower than you expected at your event.
  • Hire fees apply per day/session that the land is being utilised for the event, including days required for preparation or storage of equipment. There is no allowance for charging by the hour.  Event organisers must therefore be off site by 22:00hrs or the event holder will be charged an additional full day rate.
  • If fees and the deposit are not received by the deadline set, which is 6 weeks before the event, Buckinghamshire Council will not give permission for the event to proceed and access to the site will not be permitted for the event to take place.
  • There will be no refunds issued for events cancelled due to adverse weather conditions.

Risk Assessment

  • A risk assessment template is available online and this must be submitted to Buckinghamshire Council at least 6 weeks before the event. Buckinghamshire Council  has the right to stop the event happening until a valid risk assessment has been returned to the Council, should any issues arise from that assessment, a revised document will be required to the Council’s satisfaction, within 10 working days prior to the event taking place. Large scale events must submit their Risk Assessment and event safety plans to the Safety Advisory Group (SAG) before permission will be granted to hold the event on Council land.
  • Other examples of event health and safety can be found from the HSE website, and the Purple Guide website.
  • Key findings arising out of the risk assessments for suppliers / providers of services for the event together with the management controls should also be provided by the Event Organiser, e.g. bouncy castles, fun fairs, sporting events, water activities, etc.
  • Event bookers accept financial risk in the event of changes to government guidance resulting in postponement or cancellation  
  • Compliance with COVID-19 regulations, set out by government and any additional restrictions put in place by Buckinghamshire Council

Licenses and Safety Advisory Group (SAG)

  • Licences may be required for certain activities, including alcohol consumption, hot food after 11pm, live/recorded music.
  • It is the Event Organisers responsibility to contact  Buckinghamshire Council’s Licencing Team to arrange any relevant licences.
  • More information about licencing can be found on our website pages.
  • You are responsible for submitting your event information to the SAG where applicable. Please visit the SAG pages on our website for more information.

Out of Hours Contact

In the event of an emergency, event organisers are asked to contact the Buckinghamshire Council’s Out of Hours contact to report what has happened by calling 01296 585858 and choosing the option for ‘Buckinghamshire Council’s Emergencies’.  Please note this number is for emergencies only.