Terms and Conditions/agreement for use of Riley Park Trust

www.rileyparktrust.co.uk

 

Registered Charity No: 300298

 

 

TERMS AND CONDITIONS/AGREEMENT FOR USE OF RILEY PARK TRUST

 

Riley Park Trust is not a public park but was left in Trust for the benefit of the community of Marlow, particularly youth, by Mr Edward Riley in 1914.  It is a Registered Charity and is run by a group of voluntary Trustees who fund raise in order to ensure the Park is maintained on a day to day basis and, hopefully, safeguarded for the future. The Trust is not funded by public taxation as are other such parks in the town.  Therefore, there are a number of ways you can support ‘your’ Trust, please see Riley Park Trust Business Plan Section 6 Page 10 on the above website. In addition you may wish to give a donation to the Trust for use of the Park for your event.  This can be negotiated with the Trust Chairman at the time of application.

 

The Trustees welcome use of the Park for private functions but also have to balance the risk of any such events in order to safeguard the Trust and Trustees from any form of potential liability.

 

These Terms and Conditions have been put together to give guidance to potential Event organisers and to obtain a mutual agreement between the Trust and Event organiser on requirements for holding events in the park be they small parties or larger group events. 

 

 

 

APPLICATION REQUIREMENTS FOR USE OF RILEY PARK TRUST FOR AN EVENT

 

 

 

INITIAL APPLICATION REQUIREMENTS FOR USE OF RILEY PARK TRUST FOR AN EVENT

 

  1. Any request for use of the park by a member of the public for an event, small or large, must be by application in writing to the Trust Chairman, Mr J A Shannon, c/o the Registered Office at Gabbitas Robins Solicitors, The Old House, West Street, MARLOW, Bucks SL7 2LS.  The application should advise:

 

·        the type of event,

·        date

·        opening and closing time

·        numbers attending,

·        equipment to be used,

·        requirement for vehicular access in advance of the event to set up and on closing to clear up the event

·        Catering, bars, sale of alcohol etc

·        Music or entertainment

 

  1. A copy of hirer’s insurance documents must be attached to the written application.  The third party must hold the same level of Public Liability cover as Riley Park Trust, this being £5,000,000 - any one Event.

 

  1. If the event is small, e.g. a children’s party and the third party would not hold insurance cover the Trust has taken out, at an additional premium to the Trust, a Hirer’s Liability insurance.  Details of this can be found at Appendix 1 and the conditions of this policy must be adhered to by the applicant.

 

  1. Any necessary Health and Safety Risk assessments must be provided to the Trust Chairman at the time of application.  Examples of Event Risk Assessment and Fire Risk Assessment can be found at Appendix 2 A and 2 B’

 

  1. This Agreement must be signed by the event organiser and returned with the written application request, insurance documents, health and safety risk assessments and any other relevant information.

 

 

 

 

 

PROCESS FOLLOWING SUBMISSION OF WRITTEN APPLICATION

 

The Event application will be discussed by the Trustees and the applicant advised of the decision.  If the Trustees agree the event can go ahead the following must be adhered to:

 

 

During the event due notice should be given to duty of care in all aspects including safety and risk.  The Trust holds no liability for any aspects of risk that do not fall under its normal insurance policy

 

If access to the park is allowed through the main gate this must be kept locked at all times during the event and only opened for setting up and clearing after the Event. The key must be held in safekeeping and returned to the Trust Chairman as soon as the event is over.

 

No motor vehicles are allowed into the Park during the event and due care and attention must be paid at all times to other park users

 

If access to the electricity supply is agreed the unit must be securely locked after the event and keys returned to the Trust Chairman.  Any cables or other accessories used must conform to Health and Safety requirements and are the responsibility of the Event organisers.

 

No barbeques are allowed during an event except by prior agreement of the Trustees

 

No bouncy castles are allowed except by prior agreement of the Trustees

 

All rubbish must be removed and disposed of outside of the Park both during and after the event

 

The environment of the park must not be damaged in any way and the Trust reserves the right to charge for the repair of any damage that is incurred

 

The Trust reserves the right to charge for use of the park but if it agrees not to do so the users may consider a donation to the Trust for use of the park

 

 

 

NAME OF EVENT ORGANISER:

 

ADDRESS OF EVENT ORGANISER:

 

 

 

TELEPHONE NO:

 

E-MAIL:

 

SIGNED EVENT ORGANISER:

 

DATE:

 

 

APPENDIX 1

 

HIRERS’ LIABILITY INSURANCE

 

CONDITIONS OF COVER

 

 

 

 

 

Hirer Activities

 

Means activities not exceeding 500 (five hundred) attendees at any one time consisting of:

 

 

1 conferences, seminars, meetings, and exhibitions;

 

2 stalls, fetes, trade fairs, special interest fairs and shows, car boot jumble and other sales, fundraising, educational and social events including but not limited to dinners, dances, garden parties, themed parties, barbecues and coffee mornings, fun days, education and training (including exercise classes not involving contact sports), bingo card and board games, auctions and raffles, concerts (provided that such concerts provide seating to the audience and are limited to ticket holders only), amateur dramatic and music shows, film shows, quiz evenings;

 

3 clubs, societies and other organised groups involving any of the above;

and not involving:

 

a competitive physical activity or contact sport;

b rides on or using animals;

c rides on or using mechanical or electrical equipment;

d the use of gymnastic equipment;

e the use of inflatable play equipment;

f the use of guns or other weapons or missiles;

g the use of pyrotechnics;

h persons under the age of 14 (fourteen) years under the direct supervision or control of the Hirer;

i the hire of the Premises by commercial organisations, professional entertainers or political organisations unless undertaking activities for the direct benefit of the Insured or its Service Users.

 

 

July 2016

 


APPENDIX 2 A

 

EXAMPLE OF EVENT RISK ASSESSMENT FORM

 

Event:

Date of Event:

Venue:

Organiser:

 

HAZARD IDENTIFIED

PERSONS AT RISK

FACTOR

HIGH MEDIUM LOW

 

MEASURES REQUIRED TO CONTROL THE RISK

ACTION TO BE TAKEN

SIGNATURE/

DATE

Slips, Trips & Falls

 

All Attendees

 

Low

Ground & Walkways

Clear Of Obstructions

& Tripping Hazards.

Site Layout

Inspection By Event

Team/Stewards Prior

To & During Event.

 

 

Electricity

 

All Attendees

 

Low

ELCB (use check to test facility) prior to

Event. Cables Signed

& Protected   In the event of the ELCB tripping at any time the cause MUST be identified and cleared before resetting the ELCB

Inspection By Event

Team/Stewards Prior

To & During Event.

 

 

Manual Handling

 

Event Team/Stewards

And Members

Low

All To Establish Safe

System Of Working.

 

Monitoring Of Setting

Up & Taking Down By

Team/Stewards Prior

To & After Event

 

 

Animal Faeces

 

 

 

All Attendees

Low

Site Surveys And

Removals.

 

Inspection By Event

Team/Stewards Prior

To & During Event.

 

HAZARD IDENTIFIED

PERSONS AT RISK

 

 

FACTOR

HIGH MEDIUM LOW

MEASURES REQUIRED TO CONTROL THE RISK

ACTION TO BE TAKEN

SIGNATURE/

DATE

Portable Structures

 

 

All Attendees

 

Low

Appropriately Sited

And Secured

 

Inspection By Event

Team/Stewards Prior

To & During Event.

 

Alcohol

 

All Attendees

 

Low

Distributing Members

Familiar With Legal

Hygiene & Safety

Standards.

 

Inspection By Event

Team/Stewards Prior

To & During Event.

 

 

First Aid Injuries

 

All Attendees

 

Low

First Aiders Present

Throughout Event.

Emergency Vehicle

Access/Egress.

Designated Air

Ambulance Landing

Area.

 

Monitoring During

Event Of Emergency

Entrances/Exits By

Event Team/Stewards

 

 

Climatic Conditions

 

All Attendees

 

Low

Pre-Determined

Procedures. PA

System Operatives

Aware.

 

Monitoring Of Local

Weather Forecasts By

Event Team Prior to & During Event.

 

Intruders

 

All Attendees

 

Low

Police Aware Of

Event.

 

Monitoring By Event

Team/Stewards

During Event. Mobile

Communication.

 

 

 

Name of Assessor (Print):

 

Date of Assessment:


 

APPENDIX 2 B     EXAMPLE OF FIRE RISK ASSESSMENT

 

Area / Location:                                                     Event:

 

Date:                                                                       Assessment carried out by:

 

Stage 1 – Identification of Hazards:

 

Readily combustible materials   

 

Specify: BATTERIES, FUEL OILS, GAS CYLINDERS

 

Highly flammable substances     

 

Specify: PROPANE, PETROLEUM SPIRIT

 

Sources of heat/ignition             

 

Specify: COOKING APPLIANCES, ELECTRICAL EQUIPMENT, MOTOR VEHICLES, SMOKING

 

Structural features                      

 

Specify: PORTABLE STRUCTURES

 

Excessively long escape routes

 

Specify:

 

Stage 2 – Identification of People Especially at Risk:

 

People asleep in the workplace               

Large numbers of people                           

People unfamiliar with area                        

People exposed to specific fire risks      

People with additional needs                     

Contractors unaware of fire risks              

 

Stage 3 – Removal/Reduction of hazards:

 

For each of the hazards identified in stage 1, ask the question:

Can it be removed, reduced, replaced separated, protected, repaired or cleaned?

 

Safe Arrangement/Segregation/Storage Of Items Of Equipment

Maintenance Of Equipment

Portable Electrical Appliance Testing

Fire Fighting Equipment

 

List any actions to be undertaken:

Immediately                    

In the medium term 

Or in the long term   

 

Stage 4 – Risk Category:

On completion of stage 3, it should now be possible to assign a risk category to the area or to individual parts of it.

 

Please indicate as appropriate:

 

Low                         Area:

Normal                    Area:

High                        Area:

 

Low = There is hardly any risk from fire, few combustible materials, no highly flammable substances and virtually no sources of heat.

 

Normal = There are significant quantities of combustible materials and sources of heat to be of greater than low fire risk, but a fire would likely remain confined or to spread slowly.

 

High = There is a serious risk to life from fire, or there are substantial quantities of combustible materials, or there are highly flammable substances, or there exists the likelihood of the rapid spread of fire, heat or smoke.

 

 

Stage 5 – Existing Fire Safety Measures:

Are the existing fire safety measures adequate or in need of improvement?

 

Safe System Of Working

Receptacles For Used Smoking Materials

Fire Fighting Equipment

Fire Evacuation Procedures

Signage

Security

 

Fire & Rescue Services Tactical Plan

 

Possible Improvements:

 

Reduce evacuation times           

Reduce escape route lengths    

More fire alarm call points          

More fire signs                             

Install sprinkler system               

Fire safety awareness required

 

List any actions to be taken:

 

Immediately              

in the medium term

Or in the long term  

 

 

Signature / Date: