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Decision details

Additional Guidance to organising an outdoor event on CBC land during the Covid-19 pandemic

Decision Maker: Head of Community Services

Decision status: Recommendations Approved

Is Key decision?: No

Is subject to call in?: No

Purpose:

The Council supports the Government’s COVID-19 Roadmap as we move from national lockdown to a position where businesses can recommence trading and events take place. The proposed Government Roadmap, which provides an indicative date of when each step is reached is below. This is dependent upon a range of factors, including further Government Guidance and Regulations at the time, as well as local factors, including COVID-19 infection rates and the wider public health impact on the Borough.
The majority of events are considered not essential, but the Council would like to facilitate activities for public wellbeing, as well as a means to stimulate the local economy. However, public safety is the highest priority for the Council at all times and shall be the overriding consideration.
Due to the coronavirus pandemic and ongoing threat to public health, the Council must take into consideration a range of additional matters and therefore the extra time that is required by Council Officers and Statutory Partners when assessing event safety and public health. This needs to be balanced against additional risks, evolving Government Guidance, the possibility of imposed restrictions without notice, moving lockdown dates and enhanced mitigating measures that may be required. For example, impromptu crowds, surge and dispersal of the same,
Coupled with a rising demand for the use of outdoor space for events, alongside a sudden influx of requests to the Council, and significant demand from the public, it is necessary to proactively manage the pressure on Council and Partner Agency resources.
It is not possible for the Council to invest the amount of time and resources that has previously been afforded in the past to help event organisers reach the minimum standards required to ensure that an event is conducted safely.
Therefore the onus to provide the Council and other agencies with the right information at the right time, in a format that is easy to interpret and which allows a full and proper assessment, rests with the person(s) responsible for any proposed events.

Decision:

Option 3 - Outdoor Events on CBC land permitted during 2021 as per current policy AND additional criteria / guidance
* The full guidance document is available on request*

Alternative options considered:

Option 1 - Outdoor Events on CBC land NOT permitted during 2021 and until further notice
Option 2 - Outdoor Events on CBC land permitted during 2021 as per current policy
Option 3 - Outdoor Events on CBC land permitted during 2021 as per current policy AND additional criteria / guidance (below)
This additional guidance is written to supplement the Council’s standard and comprehensive guide to organising an outdoor event and is included to take account of the restrictions and Guidance put in place as a result of the COVID-19 Pandemic.
There is separate guidance available to download from the Council's website on organising a small scale, local street party.
ADDITIONAL CRITERIA
The Council will only consider events which meet the following criteria until further notice.
•Well established events being managed by organisers who have successfully delivered structured and safe outdoor events on Crawley Borough Council land in the past and who have satisfied the Council in their exemplary event planning, management and control.
Or
•Well established events being managed by organisers who can evidence other successfully delivered safe outdoor events and are able to provide references and evidence of events referred to.
Additionally, the Council will only consider events where all documentation is submitted as one complete bundle well in advance of the timetable agreed. This pack includes standard event documentation along with:
•COVID-19 Risk Assessments
•Measures to ensure activities and the event itself are COVID-19 Safe
Once permission has been given to proceed, it is for the Event Organisers to ensure that they keep appraised of the evolving nature of Government Guidance and Regulation in relation to the COVID-19 pandemic, and to make adjustments to ensure compliance with this, as well as the other regulatory regimes and requirements.

Publication date: 06/04/2021

Date of decision: 06/04/2021