Most public parks and spaces will have conditions attached to them when it comes to their use for events. You must make yourself fully aware of these during the planning stages and operate accordingly. These conditions are to protect all users of the spaces so it is imperative that you meet these conditions.
- Be honest about the intentions of your event and consult with the local authority/site managers on any issues that you are unsure about.
- Give your-self a realistic “get-in” and setup window taking into consideration potential delays.
- Only use designated access points to the site unless special permissions have been given to the contrary. These should be arranged through official channels and confirmed in writing/email.
- Where the site is not hard standing (i.e. it is a grass surface rather than tarmac) it may be necessary to install a temporary road surface such as trackway. This is particularly important if heavy vehicles are to be brought onsite or if the ground is soft following wet weather.
- Every effort should be made not to damage any trees or planted areas. Should any such damage be unavoidable then an agreement needs to reached in advance and confirmed in writing/email. You should present a proposal to put right any damage caused following the event.
- You should “make good” your site before leaving. This should include seeing all suppliers off site and instigating a full and thorough litter pick. An inspection should be arranged before you leave and a sign off completed stating what if anything requires further attention.
Every effort should be made to make sure that your event does not negatively impact any existing wildlife on your site or their habitat. It is a judgement call as to whether or not you allow animals at your event. If animals make up an integral part of your event (for example a City-Farm open day, dog show etc) then animal welfare must be a priority alongside public safety. Give some thought to the following considerations.
- All animals show have adequate food, water and shelter/shade.
- Animals should not be over-worked or over-exposed to public contact. Quiet areas show be provided for them to rest in.
- A responsible method of disposal of animal waste should be arranged and monitored.
- All decisions regarding the care of animals at an event should be managed by an experienced handler.
- Where necessary, a qualified Veterinary professional should be on site at all times.
- Inform your relevant insurers of any details regarding the use of animals at your event. At many events, particularly those held in open public spaces such as parks, it can be extremely difficult to stop people bringing pets (almost exclusively dogs) to an event. To avoid or minimise the potential for problems you may want to consider the following.
- Upon arrival at an event, anyone with a dog should be made aware that they are responsible for the animal’s behaviour. This is a good opportunity to make the owner aware of any other conditions i.e. responsible disposal of the dogs waste.
- All public parks have dog waste bins but this should be confirmed during the planning stages of the event.
- Should a dog owner fail to dispose of an animals waste responsibly, a member of the park staff or event staff should dispose of this waste as soon as possible to minimise the chance of the public coming into contact with it. Equipment suitable for this purpose (i.e. a scoop and compostable bags) should be provided.
- If a loose dog has the potential of being a danger to itself (proximity to equipment) or to the public, you may want to insist that all dogs be kept on a lead.
- Water should be made available to animals if they are allowed on site, particularly in hot weather and regular checks should be made of parking areas in case of dogs being left in locked cars.
- You should make yourself aware of your local RSPCA centre and of a vet in case of emergency. You may also consider making them aware of your plans.