Urban event permission?

[andypat]

Anybody with any relevant experience of getting permission for an urban event prepared to share?

I've had a response to an email to the local council asking for permission to stage a fairly low key (local - level 3) urban event in our town. The access officer and someone from the environmental services section -because we've asked to pitch our tent in the park - have asked me to attend a site visit. Obviously they want to do this in their working hours (which I cant as i commute). This seems quite a bit OTT to me. Is this what others have experienced? This is in Scotland after all - we are supposed to be a bit relaxed about access these days!

PS Sun 22 August - Houston Renfrewshire if you're interested
(pending permission#! )

http://www.clydesideorienteers.org.uk

[AndyO]

no relevant experience andypat, but as I do work for (another) Scottish Council I'd say try to attend a site visit or get someone good to go on your behalf. It may be no more than the officers not having any real idea of what your event will entail, and it just needs to be carefully explained. If they have any concerns, they will let you know and you can discuss a workaround.

Good luck with your event

[EddieH]

I contacted a sports sympathetic council officer who said that anyone is free to run around town. "Definitely do NOT ask the roads department as they have no reason to say yes, and don't ask the police - simply inform them three days before that the event will happen and that you don't need any halp thank you."

As I see it if you ask some beurocrat can say no, but there is no permission necessary in the first place.

You obviously have asked so I don't know what happens from there.

[roadrunner]

Might you need to ask permission to attach the controls to street furniture etc? (I've never organised such an event so I don't know what the normal practice is.)

[andypat]

I was assuming it was just a case of saying we're doing this - its not going to inconveniance anyone - thanks. Apparently not, but maybe this is something that could be the subject of some guidance from BOF?

[RCB]

I'm sure those far more experienced than I will post their replies but if permissions have not been sought or notice given to the local police then the Risk Assessment needs to be very good. After all, if there is an accident involving a member of the public then there is a reasonable chance that a compensation claim may follow. I know that some organisers get key personnel on side - Mayor's office, local park authority and do inform the police (who can be quite helpful). Where private property or sensitive areas are being used for route choice or control sites then its necessary to get specific permission for its use e.g. I imagine the that the organiser/planner had permission to use the Great Hall at the Winchester City race.

[O lady]

We made our first contact with the Sports development team in our city (which is a sensitive area historically/architecturally) and they have been great champions for the event - dealing with the other relevant council officials on our behalf, advising us which areas are public/private and publicising the event.
We took the time to have several meetings and held a first very low key club only event which resultedf in us getting full permission. We have to get all control sites vetted by the council (due to sensitivities above).This is ok provided you do everything in plenty of time.
We have to complete their risk assessment - not a problem as quite similar to the standard BOF one. We also asked about the police and were given a contact by the council team. We rang them up a couple of weeks before and they were quite relaxed once we mentioned that we had been told to call by the council.
Hope this helps.

[andypat]

Thanks. You sound very organised. Seems like some places more relaxed than others. Ours is a very low key event so maybe once I meet with the council - this friday - we will understand each others needs better.

[andypat]

Had a very pleasant meeting with Access and environamental officers from the local council today. No problems with permission for the event. Like us they werent totally sure how to deal with permission requests.

They did clarify that because its an event, permission is needed from the local authority. Their main concerns in terms of access were to ensure that it didnt clash with anything else on that day and that other users of the park and paths would not lose their right of access either. They asked if some notices could be put up a week before the event to advise regualr park users of our presence. They also need a copy of our risk assessment for their file and reassurance that we leave the park as we found it. No problems. They did mention that they have had other users (eg cyclists) request permission for the car park etc in the past, so worth checking just to reassure we werent double booked.

They didnt feel it was necessary for us to inform the police for a low key event such as ours.

[mappingmum]

Andy,

The council workers probably fancied a couple of hours away from the office in the sunshine. And the opportunity to claim some expenses.

You met them today? Friday . . . . . ? Hmmm . . .

[andypat]

Possibly..... but in their defence, they asked to meet me on Thursday morning. I said no way as i work about 40 miles away. I finish early on Fridays so they agreed to meet me at 3.15pm despite one of them finishing up for her holidays!

I genuinely believe this request was something new for them. ie an urban type access request that didnt ask for road closures like a normal race. I think they simply didnt know what to expect. I am sure next time it'll be simpler!

[O lady]

Andy
Glad to hear that your meeting went well.
Putting up notices before the event is a good idea.
MDOC did a really good job of this on the day of the first Stockport event where they put A4 sheets at the controls explaining what was going on and where people could get more info.
In York EBOR have, in the past, produced small post card sized extracts of the junior courses for passers by to have a walk around (no dibbers or punches) if they express an interest.
We had the start and finish of our trial event in the city park which has a permanent course and so had copies of that map available on the day for passers by along with our other permanent courses.
It's good PR.

[lincolnsteve]

For the Lincoln City Race we originally had to submit an application to the Lincolnshire Event Safety Advisory Group, an organisation made up of Police, Council, Ambulance, Fire etc, who give advice to organisers of events. We had to fill out there application form and submit a comprehensive risk assessment and method statement - the latter was not so important but it was useful as it was very detailed and explained everything that would be happening and in time line form which helped the LESAG committee understand what we were doing and how the day would run.

Overall there were no issues because our paperwork was comprehensive and permission was granted, although admittedly the chief of police did say on record he thought it was bloody stupid organising an event that forced runners to cross busy streets.

We then had to get permission for the city council's parks department to use the open spaces and approach any private land owners, once LESAG permission was confirmed and we supplied everyone with a copy of the RA & MS there were no issues and access (for the 2 events I planned anyways) went very smoothly.

I guess if you can show a comprehensive risk assessment and give evidence that other events are happening across the country then it's all in your favour (and also sell it as putting your city on the 'O' map guide, which went a long way with Lincoln City Council thinking they had a top notch orienteering area (and rightly so!) and supported us above and beyond what we expected)