APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
Some guidance before you start
You must read the relevant sections in the Events Guidance Manual for Event Organisers before
completing this form. It will provide the answers to many of the questions you may have and is full of
useful advice and information about popular event spaces in Cardiff. You can view and download
the manual from www.bute-park.com
However, if you feel you need to speak to someone about your event at the pre-application stage
please contact the below numbers depending on where your event is proposed to be held:


Bute Park or Sophia Gardens – Bute Park Manager 02920 788401
Any other Cardiff park or open space – Parks Event Bookings Officer 02922 330275
Note the Council Event Team can provide quotations for certain equipment that may support your
event (e.g. crowd barriers, heras fence, toilets, bandstand, umbrellas, picket fence, forklift and
driver, generators, security guards etc.). Please call 02920 872049 to discuss.
What sections of this form do I need to complete? Please tick which is appropriate to you:
I am making an enquiry to reserve a date, but do not have the full information yet
(complete sections 1 – 4 incl.)
☐
We appreciate that you may still be in the planning stages and may not be in the possession of all
details but please provide us with as much information as you know about your event at this stage.
We will ask you to revisit the form to provide further details nearer your event date.
The main elements of my event are planned and I wish to confirm booking and enter into
contract (complete sections 1 – 6 incl.)
☐
Please note:

This is an application form and not a booking form; submission does not automatically
confirm your use of the venue requested. This will be confirmed in due course, and until then
any publicity or progress with your event is entirely at your own risk.

Your application form may be returned to you if you have not completed all sections
relevant to you, so please take care to check all requested information has been provided
to avoid delays in the processing of your request.
SECTION 1 - INFORMATION ABOUT EVENT ORGANISER/ORGANISATION:
Name of applicant
Click here to enter text.
Name of
event
Click here to enter text.
Date this
application form
was submitted
Click here to enter text.
Hire dates
requested
Click here to enter text.
Contact tel. no.
Landline: _____________
Actual event
date(s)
Contact email address
Click here to enter text.
(including setup and
dismount)
Mobile: _______________
01/07/2015
Click here to enter text.
APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
SECTION 1 - INFORMATION ABOUT EVENT ORGANISER/ORGANISATION:
Website address of
organisation
Click here to enter text.
Website
address of
event (if
different from
organisation)
Click here to enter text.
Type of organisation:
☐ Commercial Organisation
☐ Local Charity (Charity number _______________)
☐ Government/Local Authority
☐ National Charity (Charity number _____________)
☐ Cultural Organisation
☐ Not for Profit
☐ Religious Organisation
☐ Other (please state) Click here to enter text.
Contact postal
Invoice address
Click here to enter
Click here to enter text.
address line 1
(if
different
from
text.
above)
Address line 1
Address line 2
Address line 2
Click here to enter
Click here to enter text.
Town/city
Post code
I/We have
organised an
event in a Cardiff
Park or Open
Space before
I/We have
organised an
event in another
UK Park or Open
Space before
text.
Click here to enter
text.
Click here to enter
text.
☐ Yes
Town/city
Click here to enter text.
Post code
Click here to enter text.
If yes, please give
details
Click here to enter text.
If yes, please give
details
Click here to enter text.
☐ No
☐ Yes
☐ No
SECTION 2 - YOUR EVENT
Name of your
Click
event
here to enter text.
Brief description of
event including
main activities and
what your main
objectives are in
holding it (please
Click here to enter text.
Is this event open
to the general
public / ticket
holders or private/
☐ General Public
provide as much
information as
possible to help us
understand scale,
audience, and
potential impact to
the site)
01/07/2015
☐ Ticket holders
APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
SECTION 2 - YOUR EVENT
invited guests only?
☐ Private/invited guests
Name of park
location you would
like to use
(tick all that apply)
☐ Whole of Coopers Field Event Area (Bute Park)
☐ Approx. ½ of Coopers Field Event Area (Bute Park)
☐ Up to ¼ of Coopers Field Event Area (Bute Park)
☐ Coopers Field Hard standing “hammerhead” turning bay(s)
☐ Load-in route to Cardiff Castle’s North Gate
☐ Orchard Lawn (Outside Bute Park Education Centre/ Secret Garden
Café)
☐ Sophia Gardens Event Area
☐ Part/full use of Sophia Gardens car park or adjacent spine road
☐ Blackweir Event Area
☐ Other Cardiff open space event site (please state)
Click here to enter text.
☐ Don’t know, I would like advice from Parks Event Manager / Events Team
01/07/2015
APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
SECTION 2 - YOUR EVENT CONT. **The below sections are relevant to Bute Park / Castle bookings only**
If your event is proposed to be held in Bute Park, or serviced via Bute Park you need to take into
account the bollard control system in operation at the park’s vehicle access point. Depending on
how many vehicles will be servicing your event it may be necessary for us to sign you out a swipe
card so your staff/ stewards can facilitate access. Is this something you anticipate requiring?
Yes ☐
No ☐
Anticipated dates required: From ____________ to _____________
I would like my event staff to take manual control of the Bute Park bollard for some/all of my
event.
YES ☐
NO ☐
For one off or infrequent deliveries outside of the times you will have staff on site you can request
drivers are permitted entry using the telephone intercom system. Is this something you anticipate
requiring?
YES ☐
NO ☐
See Appendix V1c of the manual - Bute Park Access Bridge - Bollard Control Guidance for Event Traffic
I would like to make use of the temp staff parking area to the south of the Bute Park access bridge
YES ☐
NO ☐
N/A ☐
See Appendix V1d of the manual - Bute Park Temp Event Staff Parking Area
I would like to borrow Bute Park track mats to help protect the ground during my event.
YES ☐
NO ☐
N/A ☐
See Appendix V1f of the manual - Bute Park Temp Event Staff Parking Area
I would like to borrow Bute Park ‘event mode signage’ to help manage traffic during my event.
YES ☐
NO ☐
N/A ☐
See Appendix V1g of the manual - Bute Park ‘Event Mode’ Signage
I would like to borrow Bute Park heras banners to decorate fencing during my event.
YES ☐
NO ☐
N/A ☐
See Appendix V1j of the manual - Bute Park Heras Banners
01/07/2015
APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
SECTION 3 - EVENT DETAILS
Preferred event dates
(e.g. from Wed 2nd April
2014 to Mon 7th April 2014)
Click here to
enter text.
Number of set up
days
Click here to
enter text.
Alternative event dates
(if preferred are not
available)
Click here to
enter text.
Number of dismount
days
Click here to
enter text.
Event running times
(e.g. start time 7:30am Wed
2nd April, finish time 12:00
Mon 7th April)
You will need a ticket to
get into my event
Estimated admission fee /
cost of ticket/race entry
fee
Click here to
enter text.
Estimated
attendance
(staff and guests):
Click here to
enter text.
☐ Yes
☐ No
Adults:
£____________
Children:
£____________
Concessions: £____________
☐ No charge
Proceeds of my event will
go to a registered charity
(ensure charity number
given in section 1)
I plan for this event to be
☐ Yes
☐ No
Fundraising Target
£______________
☐ A one off
☐ Repeating
Frequency: _______________________
I would like to display a
banner to market my event
on site
(see section 2.11 of Event Manual)
☐ Yes
☐ No
Details of your proposal:
Click here to enter text.
SECTION 4 - EVENT ENTERTAINMENT AND LICENSABLE ACTIVITIES
Will there be alcohol at the event?
☐ No, there will be no alcohol
Office Use only
at the event
☐ Yes, we are selling alcohol
☐ Yes, we are serving/providing
alcohol for free (no sale)
☐ Yes, public can bring their
own
01/07/2015
☐ If yes, check
licence
requirements
APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
SECTION 4 - EVENT ENTERTAINMENT AND LICENSABLE ACTIVITIES
Will there be regulated entertainment?
☐ No, there will be no
Note for any concerts/festivals with a
capacity over 5,000 or for any
concerts/festivals where tickets are £10
or more the Event Organiser is
responsible for obtaining their own PRS
(Performance Rights Society) for music
licence and providing evidence to the
Local Authority before the event takes
place. Please contact 0800 068 4828 or
music.licence@prsformusic.com to
obtain your licence directly, if
applicable.
All other events are paid for under the
Local Authority’s annual licence and an
appropriate re-charge will be made.
Your conditions letter will provide further
details.
regulated entertainment
☐ Live Music/provision for
making music*
☐ Performance of a play
☐ An exhibition of a film*
☐ Playing of recorded music as
a main feature of the event*
If yes*, a PRS
licence tariff will be
applicable
Notify PRS of event
dates and organiser
contact details if
concerts/festivals
>5,000 or £10 tickets
☐ Playing of recorded music
only as incidental/background
with 1 speaker point*
☐ Playing of recorded music
only as incidental/background
with 2 or more speaker points*
Number of speaker points _____
☐ Performance of
dance/provision of facilities for
dance*
☐ Boxing or wrestling
entertainment
Will you be seeking to stage a charity
bucket collection?
Note these are only permitted within the
perimeter of an event site not general
public spaces
Will your event have any trading
activity?
Will there be bonfires, fireworks or
explosives?
☐ No, there will be no bucket
collections
Office Use only
☐ Yes, there will be bucket
collections
Check location
☐ No, there will be no trading
activity
Office Use only
☐ Yes, there will be trading
activity
☐ If yes, inform
Trading Standards
☐ No, there will be no fireworks
or explosives
Office Use only
☐ Yes, there will be a bonfire
☐ If yes, notify Chair
of ELP
☐ Yes, there will be fireworks.
Approx. duration:
_______________ min
☐ Yes, there will be explosives
01/07/2015
Check subcontractor
APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
SECTION 4 - EVENT ENTERTAINMENT AND LICENSABLE ACTIVITIES
Will there be any special effects used at
☐ No, there will be no special
the event?
effects used
competency and
risk assessment
☐ Yes, there will be lasers
☐ Yes, there will be strobe
lighting
☐ Yes, there will be smoke
effect machines
☐ Yes, there will be wind effect
machines
Will there be on site cash machines?
☐ No, there will be no on site cash machines
☐ Yes, there will be on site cash machines
Will your event attract more than 500
people? (this includes staff as well as
participants)
☐ No, the event will attract no
more than 500 people
☐ Yes, the event will attract
more than 500 people
Office Use only
Event to be referred
to ELP?
☐ Yes
☐ No
Est. attendance ______________
Will your event require significant
infrastructure and guest facilities? E.g. a
large stage with PA system, toilets, large
covered structures etc.
(Ignore this question if completing
sections 5 & 6)
☐ Yes
☐ No
please give examples
________________________
________________________
________________________
________________________
You may submit your application completed to this stage if there is significant time before
the event will take place and / or you don’t have any further details available at this stage.
Note that before your contract can be issued and your booking can be confirmed you will
need to complete sections 5 & 6 but this can happen at a later date.
See the end of the form for info on how to submit your application.
01/07/2015
APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
Complete these sections if your event is due to happen soon, please refer to section 1.6 in
the Event Guidance Manual for further guidance on application timescales.
SECTION 5 - EVENT HEALTH & SAFETY DETAILS
Will food be served at your event?
Office Use only
☐ No, food will not be served at event
☐ Yes, food will be provided by
professional caterers
☐ Yes, food will be provided by
personal contacts/non-professional
caterers
☐ Send outdoor
caterer checklist
document if
applicable
☐ Yes, public can bring their own
If you answer yes to the question on food, please provide more detail: (e.g. name of caterer(s),
type of food and no. of units). Please note the hirer is responsible for ensuring that all third party
food traders have attained a minimum food hygiene rating of 3 in compliance to the Food Safety
Broadly Compliant Policy.
Click here to enter text.
Will you supply potable (drinking)
water at your event?
☐ No, we will not supply potable
(drinking) water at the event
☐ Yes, we want to supply potable
(drinking) water from existing on-site
supplies
If using on-site
supply ensure
water test is done
in advance by
Event Organiser
☐ Yes, but water will be brought in
sterilised containers or bottles
Will there be any temporary
structures used at your event?
☐ No, there will be no structures used at
the event
Request structural
calculations?
☐ Yes, Gazebo(s)
Yes ☐ No ☐
Capacity: __________________
Capacity: __________________
Book structural
engineer to
attend site
meeting to sign
off?
☐ Yes, Scaffolding
Yes ☐ No ☐
☐ Yes, Marquee(s)/Tent(s)
Capacity: __________________
☐ Yes, Grandstand/tiered seating
Details: _____________________
☐ Yes, Stage
Details: _____________________
☐ Yes, Bouncy Castle/Inflatables
Details: _____________________
☐ Yes, Fencing
Details: _____________________
☐ Yes, Lighting Towers
Details: _____________________
01/07/2015
APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
SECTION 5 - EVENT HEALTH & SAFETY DETAILS
Office Use only
Please provide more detail on temporary structures: (e.g. number of each type, intended use and subcontractor or source of supply)
Click here to enter text.
Will any electricity be used at your
event?
☐ No, no electricity will be used at the
event
Please seek advice from your
contractors/suppliers if you are unsure
how to complete this section
☐ Yes, I would like to use electricity in
form of existing on-site power supplies
I wish to use capacities:
☐ 13amp single phase (only
Request proof of
NICEIC or ECA
qualified
electrician?
Yes ☐ No ☐
available at Orchard Lawn)
☐ 16amp single phase
☐ 32amp single phase
☐ 64amp 3 phase
☐ 100amp 3 phase (Coopers Field
only)
(please note, NICEIC or ECA qualified
electrician will be required if organisers wish
to use existing supply over 63A)
Book in ELP
specialist to
attend site
meeting and sign
off?
Yes ☐ No ☐
☐ Yes, I would like to use electricity form
temporary generators that I will bring in
I wish to use capacities:
☐ 13amp single phase
☐ 16amp single phase
☐ 32amp single phase
☐ 64amp 3 phase
☐ 100amp or above 3 phase
(only diesel generators are allowed, and
generators above 6kVA will be subject to a
formal verification and testing procedure
before the event is allowed to commence)
Please list all equipment that is to be powered and what amp supply they require:
Click here to enter text.
My on-site responsible person for all electrical supplies is:
Name__________________
Mobile__________________
Note must be NICEIC or ECA qualified if organisers wish to use supply over 63A
01/07/2015
APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
SECTION 5 - EVENT HEALTH & SAFETY DETAILS
Will your event have any
Fairground/amusement rides or
inflatables (e.g. bouncy castles)?
☐ No, there will be no fairground or
amusement rides
☐ Yes, there will be fairground
/amusement rides
☐ Yes, there will be weight-bearing
inflatables
Office Use only
Ensure organiser
can provide ADIPs
certs for each
fairground ride
Ensure organiser
can provide PIPA
certs for all
weight-bearing
inflatables
Please provide more detail on fairground rides/weight-bearing inflatables: (e.g. type/name, size
and number of rides, also how they will be powered, and the supplier providing them)
Click here to enter text.
Will your event have any stunts or
any kind of hazardous activity?
☐ No, there will be no stunts or
hazardous activity
☐ Yes, there will be stunts/hazardous
activity
Check subcontractor
competency and
risk assessment
Seek advice from
Chair of ELP as
necessary
Please provide more detail on hazardous activity:
Click here to enter text.
Will your event include any sort of
hot air balloon activity e.g. launch
or tethered rides
☐ No, there will be no hot air balloon
activity of any kind
☐ Yes, there will be a hot air balloon
launch
☐ Yes, there will be tethered hot air
balloon rides
Check subcontractor
competency and
risk assessment
Seek advice from
Chair of ELP as
necessary
Please provide more detail on hot air balloon activity: (e.g. how many to be used etc.)
Click here to enter text.
01/07/2015
APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
SECTION 5 - EVENT HEALTH & SAFETY DETAILS
Will your event include any
livestock/animals?
Office Use only
☐ No, there will be no animals
☐ Yes, there will be livestock/animals
Check subcontractor
competency and
risk assessment
Seek advice from
Chair of ELP as
necessary
Please provide more detail on livestock/animals activity: (e.g. number of animals, types of breed,
type of pens to be used, duration on site etc.)
Click here to enter text.
SECTION 6 - EVENT FACILITIES AND INFRASTRUCTURE
Name
Approx.
Details (please provide as
number
much info as you know to
date. You will be requested
to update this section as more
info becomes confirmed)
Stewards/marshals
Click here to enter text.
_____
Security guards
_____
Portable public toilets
_____
First aid vehicle
_____
Small vehicle(s) (e.g. cars,
small vans)
_____
Medium vehicle(s) (e.g.
transit vans, forklifts, flat-bed
lorries)
_____
Large vehicle(s)
(e.g. luton vans, low-loaders,
arctics)
_____
Lost children point
_____
Special provision for the
disabled
Additional waste bins/skips
(must be covered &
secure)
Fire extinguishers
_____
_____
_____
01/07/2015
Click here to enter text.
Click here to enter text.
Click here to enter text.
Click here to enter text.
Click here to enter text.
Name of subcontractor/supplier
Click here to enter
text.
Click here to enter
text.
Click here to enter
text.
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text.
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text.
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text.
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APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
SECTION 6 - EVENT FACILITIES AND INFRASTRUCTURE
Site lighting
Click here
_____
Tables
_____
Chairs
_____
PA system
_____
Onsite branding (e.g. popups, flags, banners)
_____
Other (please state)
to enter text.
Click here to enter text.
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Other (please state)
Click here to enter text.
01/07/2015
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APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
Once your application has been made, changes are not permitted without the express consent of
the Events Manager
EVENT APPLICANT’S CHECKLIST:
Documentation/Information Required before
event will be permitted to take place
Fully completed and detailed application
form
Signed Indemnity Form
Signed declaration (final page of conditions
letter)
Sufficiently detailed site plan to scale
Production & Event timetable/schedule
including when vehicles are scheduled to
enter and leave site
Proof of public liability insurance (minimum
£5m)
Copies of public liability insurance for your
main sub-contractors (Min. £5m)
Suitable and sufficient event risk assessment
Suitable and sufficient risk assessments from
your sub-contractors
Included with this
application form?
Yes
To follow
☐
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☐
☐
☐
☐
☐
☐
☐
☐
☐
☐
☐
☐
If any of the above information is not included your application may not be considered complete.
If this is the case, please explain when the information will be provided/why it has not been
included:
Click here to enter text.
01/07/2015
APPLICATION FORM FOR HIRE OF A PARK OR OPEN
SPACE FOR AN EVENT
Declaration













I confirm that I have read and understood the sections in the Event Guidance Manual for
Parks Venues that are relevant to my event.
I confirm that to the best of my knowledge, the information I have provided in my
application is correct and as complete as possible.
I understand that my application may be rejected if I have deliberately given false or
misleading information.
I understand that submission of my application does not mean I have the permission to
hold the event and that I may be required to provide more information before this
permission is granted.
I understand I should wait until my booking is confirmed/express permission is given by the
Council, before I advertise my proposed event.
I agree to fully read, sign and return my contract of hire before the start of my event.
I understand I may have to pay a hire fee for my event in accordance with indicative
rates in the Event Guidance Manual for Parks Venues.
I understand I may have to pay a bond for my event in accordance with indicative rates
in the Event Guidance Manual for Parks Venues.
I understand that details of my event application, including my contact details, will be
provided to other Cardiff Council departments, statutory services, licensing bodies and
agencies such as the police, for planning, licensing and safety purposes.
I understand that I am responsible for obtaining all other necessary licences and/or
permissions required for this event.
I understand that I am responsible for ensuring there is a suitable and sufficient risk
assessment for my event.
I understand that I am responsible for ensuring there are sufficient insurance
arrangements in place for my event.
I understand that I will have to indemnify the Council as stated in the Event Guidance
Manual for Parks Venues before my event can take place.
Please tick here to confirm you have read and understood the above declaration: ☐
Name:
Click here to enter text.
Job Title:Click
here to enter text.
Signature:……………………………………………………. Date:Click
here to enter text.
The completed application including attachments, should be sent either by e-mail to:
Please return your completed form electronically to: ParksandSportsEvents@cardiff.gov.uk
butepark@cardiff.gov.uk for all Bute Park and Sophia Gardens events
ParksandSportsEvents@cardiff.gov.uk
for all
other parks
andwith
open
spaces
It would be helpful if you can submit your completed
application
form
a file
nameevents
as follows:
Or by post to Julia Sas for Bute Park and Sophia Gardens events:
Julia Sas, Bute Park Education Centre, Bute Park, North Road, Cardiff, CF10 3DX
Or by post to Helen Morgan for all other parks and open spaces events:
Helen Morgan, Cardiff Parks Service, Queen Alexandra House, Cargo Road, Cardiff Bay, Cardiff, CF10 4LY
If submitting electronically it would be helpful to save your file using the convention below. You
change the parts in bold as required:
EventName_App_[date submitted dd-mm-yy].doc
01/07/2015