Event Application Form Name of event Event location Event date Section One - Organiser Details Name of organisation Event organiser/s Contact address Postcode Tel No. - Home Tel No. - Work Mobile No Fax No e-mail address Event public enquiries number Zurich Municipal Event application form document 3 1
Section Two - Event Details Description of event proposed Have you organised this event previously? Yes No If yes, please provide venue and contact details Access time for set up Start time (open to public) Finish time (closed to public) Time venue will be vacated after the event Is the event free? Yes No If no, what is the admission price? Will you be selling programmes? Yes No If yes, what is the proposed price? Approximate number of people expected to attend Approximate age and profile of people expected to attend Possible alternative date Do you intend to use the following: Highway Directional Signs Banners/Posters Please provide full details: Zurich Municipal Event application form document 3 2
Note: The council reserves the right to remove any unauthorised advertising and to recover the cost incurred from the event organisers. Do you intend to utilise or permit any of the following attractions at the event? If so, please tick the appropriate boxes and provide further details). Pyrotechnics Barrier/fencing Fairground equipment Marquees Helium Balloons Animals Motor vehicles Portable staging Stewarding/security On site two-way radio Re-enactment groups Rigging of additional loads Children performing/on stage Live music Live entertainment Lost children point Power supply Portable generator Alcohol Inflatables e.g. bouncy castle P.A. System Cloakroom Market stalls Overhead rigging Scenery Other (please specify) Note: (1) Please supply as much information as possible on all of the items above. (2) After this application has been submitted, no additional items may be included without the express consent of the appropriate department. Other points for consideration litter-picking during the event and waste disposal post event. Colchester Leisure World provides all food and beverage provisions for the Charter Hall event programme. The service can be tailored to suit specific event requirements. Zurich Municipal Event application form document 3 3
Dates provisionally held are not confirmed until a signed hire agreement has been obtained and should not be promoted until such time. It is considered the responsibility of the organiser to provide any and all event specific provisions in addition to the venue facilities to meet the requirements of the Disabilities Discriminations Act 2005. Will you be requiring free car parking spaces? Yes No (A fee may be chargeable in certain circumstances). If yes, please indicate the approximate number of vehicles attending the event, indicate on the site plan your proposed car parking area and how you intend to manage the parking of those vehicles. Section Three - Insurance Event Organisers are required to hold a current policy of Insurance in respect of Public Liability or Third Party risks (including products liability where appropriate). The relevant limit of indemnity shall be an amount approved by the council s Risk and Insurance Section and Legal Section. Under no circumstances shall this be less than 5 million and the council reserves the right to require a higher limit if deemed necessary. Organisers will be required to produce evidence of their insurance cover together with that of any exhibitor, band/dance group, sub-contractor, caterer etc. whom they have instructed/authorised to appear at the event. Note: All documentation must be produced at least 28 days before the Event. Failure to comply may result in the council refusing to grant permission for the holding of the event. Section Four Health and Safety and Risk Assessment You will be required to complete a event and fire risk assessment for your event to identify possible dangers and indicate relevant avoidance measures and include all and any emergency and first aid provisions in conjunction with the venue. Please supply details of any first aid cover to be provided: Zurich Municipal Event application form document 3 4
Section Five - Additional Requirements Where appropriate a detailed layout plan showing the positions of stalls, stage, PA, arenas, seating, exhibition units, car parking etc. along with a list of programme items, rigging schedules and/or running order is required. If permission is granted for the event, I hereby agree to comply with the conditions set out in this form and any departmental terms and conditions and all reasonable instructions given by all authorised Officers of the Council. Signed Position Date Please send this completed form, together with any supporting documentation to: Frank Turmel Event Manager Colchester Leisure World Cowdray Ave Colchester CO1 1YH frank.turmel@colchester.gov.uk I have enclosed, where necessary, the following: Documentation Yes No Evidence of insurance Yes No Signed Terms and Condition Site Plan/Hall Layout Plan Insurance for event organiser Individuals participants If you have answered no to any of the questions, please give details why: Zurich Municipal Event application form document 3 5