Agenda item

Members considered a report of the Director of Open Spaces which presented an Open Spaces Department Events Policy for approval. The report detailed how the policy planned to minimise the impact on areas under statutory protection and the adjoining communities. In addition, the report stressed that the Open Spaces Department Events Policy was intended to be reviewed after 12 months.

Members queried the reference to Golders Hill Park, questioning whether this should be presented independently of Hampstead Heath. The Director of Open Spaces agreed that the opening hours and nature of events at Golders Hill would be different and agreed to take this back to consider.

Members discussed the possibility of damage to certain sites and the nature of various events, noting that care would need to be taken to ensure an appropriate balance was struck to prevent over-use or the types of events which might harm the site. It was urged that suitably strong wording be included in the policy to make this clear. The Director of Open Spaces agreed, noting that site-specific policies would be developed for each location which would come to the Committee in due course. It was also noted that the Officer Events Group considered such matters in relation to each application.

In response to queries concerning feedback from events, the Director advised that feedback was important to obtain sense of public engagement with events, but accepted that monitoring was also important – particularly when considering applications for repeat bookings. Members suggested that this should explicitly be taken into account as part of the policy, noting that the Officer Events Group did take this into account as part of its consideration.

Responding to queries concerning damage caused by events and reinstatement of the open spaces, the Director confirmed that a deposit to cover reinstatement was generally obtained up-front as part of the hire agreement. However, there were some occasions where this requirement was waived for bodies such as community organisations holding local events.

Subject to the minor amendments suggested and the items for the Director of Open Spaces to resolve, the policy was approved, with authority to approve the final version delegated to the Town Clerk in consultation with the Chairman and Deputy Chairman.

RESOLVED: That authority be delegated to the Town Clerk, in consultation with the Chairman and Deputy Chairman, to approve the final version of the Open Spaces Department Events Policy.