Melksham Town Council Park Booking Form

Melksham Town Council Park Booking Form
Required Information

Information in the following section marked with an asterisk (*) is required in order to submit this form.
About your event
Park Requested*
Event Name*
Date of Event*

DayMonthYear
Date
Time of Event*

Hour Minutes

AM/PM Option

Until
until
Hour Minutes

AM/PM Option
Total 0.0
Date Access required from*

DayMonthYear
Date
Access Time for Setup*

Hour Minutes

AM/PM Option
Date premises will be vacated*

DayMonthYear
Date
Exit time *

Hour Minutes

AM/PM Option
Organisation*
Are you a non-profit organisation?*

YesNo
First named contact*

First NameLast Name
Role in Organisation
E-mail*
example@example.com
Phone Number*
Address*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code
Second named contact*

First NameLast Name
Role in Organisation
E-mail*
example@example.com
Phone Number*
A brief description of your event*
Maximum Number of Attendees*
Please indicate which of the following categories apply to your event*

Non-ProfitProfit makingCommercialCharityFundraisingOther
If you event is supporting a charity, please indicate below:
Will you be charging an entrance fee?*

YesNo
If Yes, how much per person?
Vehicles
Do you require vehicle access to the site?*

YesNo
If Yes, how many vehicles?
Please ensure you have detailed how you will manage these vehicle movements in your event management plan and risk assessment
Note: Organisers must provide a marshall(s) on the entrance to the site from the time of event access to ensure that only authorised vehicles gain access. All vehicles entering must use their hazards and travel at a speed no faster than 10 MPH. Where resources allow we also recommend having the vehicles walked in and off site by a member of the event team in high-viz.

Please remember that only vehicles permitted on to site will be those:
- delivering and off-loading equipment/provisions/heavy items
- assisting with the build-up and breakdown of the event w.g. forklifts, high-abs etc. (n.b. no vehicles above 7.5 tonnes to be permitted without prior agreement
- forming part of the emergency services
- forming part of the communication arrangements
- forming part of a food vendor by means of trading. All other vehicles must park away from the main event site.
Will any vehicles remain on site overnight?*

YesNo
If Yes, how many vehicles?
written permission must be sought from the Town Council before allowing any vehicles to remain on site overnight.
Structures
Will you be using any temporary structures?*

TentsFencingMarqueeGazebosStageInflatable play equipmentFun fair equipmentOther
Number of tents/gazebos
All gazebos should be weighted and not errected in winds exceed 30MPH
Number of Marquees
Number and size of fire exits in Marquee
Size of Marquee
Is the marquee flame retardant*

YesNo
Will emergency lighting be provided?*

YesNo
Will any cooking take place in or near the marquee?*

YesNo
Number of stages
Size of Stage
Inflatable play equipment provider
Please supply written evidence that the equipment has been PIPA or ADIPS tested in the last 12 months. Risk assessments for each piece of equipment to be supplied
Number of inflatables
Fun fair rides provider
Please supply written evidence that the equipment has been safety tested in the last 12 months. Risk assessments for each piece of equipment to be supplied
Number of fun fair rides
Will you or any of your vendors be providing or selling food/drink?*

YesNo
Catering
Will you or any of your vendors be using liquid propane gas to fuel gas appliances such as stoves or BBQs?*

YesNo
If yes, please ensure you have a copy of their gas safety certificate issued with the last 12 months for all equipment
Health and Safety
Do you need a power supply?*

YesNo
If yes, please note charges will apply
Are you supplying additional portable toilets?*

YesNo
If yes please indicate how many
Please see the information below from The Purple Guide to aid with ordering the correct number of portable toilets
Guide to ordering portable toilets
Are there any activities planned that could cause a disturbance to residents or businesses in the vicinity of the park?*

YesNo
If yes what steps will you take to minimise disruption
Are there any activities or equipment that could cause damage to the sites grassed areas, hard surfaces, hedges, pavements, trees, foliage or planted areas?*

YesNo
If yes what steps will you take to reduce the risk of damage and how do you intend to return the site to its pre hire condition
Please note charges will be applied for any reinstatement required by Melksham Town Council
What means are being provided for waste managment?*
Event organisers have a duty under the Health and Safety at Work etc Act 1974 (HSWA) to ensure, as far as is reasonably practicable, to safeguard the health and safety of their employees and others involved in the handling, storage, transport and disposal of waste. Event organisers also have duty under the Environmental Protection Act 1990 Section 34 to make sure their waste is stored correctly and does not escape their control. Only give their waste to an authorised person - The Purple Guide
What means are being provided for first aid?*
More than 500 but fewer than 2,000 attendees with social drinking of alcohol need a dedicated first aid resource, preferably led by a healthcare professional - The Purple Guide
What security provisions are being made?*
What means are being provided for firefighting?*
Who is responsible for health and safety at your event?*
Who is responsible for safeguarding at your event?*
Documents to send
Documents to be provided ahead of the event - please tick all that need to be supplied, Public liability insurance and Event Management Plan to be submitted at time of application*

Public liability Insurance of at least £5 millionEvent Management PlanRisk assessments for all ActivitiesSafeguarding PolicyNoise management PlanTraffic Management PlanFood Hygiene CertificatesGas Safety CertificatesPRL Licence for MusicTENS Licence for alcohol and/or entertainmentStreet Trading LicenceStreet Collection PermitLottery RegistrationRoad Closure OrderMarquee Fire/Safety CertificatesInflatable Safety CertificatesSite Layout PlanOther
Public liability insurance

Cancelof
Event Management Plan*

Cancelof
Sign here *

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Date signed
After submitting this form, a member of staff from Melksham town council will assess your application. Please note that submitting this form does not guarantee your event. Only once a contract has been created and signed plus a deposit received will your space be reserved. Full payment is due at least 31 days before your event. Please ensure you have fully read the terms and conditions ahead of signing.
At Melksham Town council we understand the importance of protecting your data. To see how we process, store and look after your data, see our privacy policy on our website, https://www.melksham-tc.gov.uk/ or ask a member of the team to send you a copy. 01225 704187
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Melksham Town Council Park Booking Form

Required Information

About your event

Vehicles

Structures

Catering

Health and Safety

Documents to send