Terms and conditions for events in public parks

Please make sure you have read the terms and conditions set out below as this is a requirement prior to completing the parks and open spaces application form.

  1. The event is to be orderly and well conducted and no nuisance or annoyance is to be caused to local residents.
  2. All reference to the facility means the land which it has been agreed that the Hirer will hire from the council.
  3. It is essential that all users arriving in motor vehicles park in the facility car park where provided and pay fees as per 'pay & display' charges as applicable.
  4. At no time will it be permitted to allow any vehicle on site that would compromise the safety of the general public.
  5. In order to maintain good relations with the neighbours of the facility, users must refrain from slamming car doors and using vehicle horns in these areas or doing anything which may cause a nuisance or annoyance to local residents. 
  6. The organiser must make adequate provision for toilet and first aid facilities (including the provision of disabled toilets) based upon the anticipated attendance at the event.
  7. No vehicles or equipment should be brought on site before the time agreed with the council’s representative. At the conclusion of the event the organisers must forthwith take all necessary steps to return the venue to a clean and tidy condition to the satisfaction of the authority’s representative. The Hirer shall remove all litter and refuse from the site and dispose of the same in a lawful and proper manner, failure to do so shall entitle the council to carry out such works as necessary, the cost of which will be a debt due from the Hirer. The council will request a deposit of a minimum of £250.00 and up to £1,000 will be paid by the Hirer to be received no later than 10 days before the event and paid online. This will be banked by Wyre Forest District Council and then refunded upon a satisfactory inspection of the site.
  8. All vehicles and equipment are left at the owner’s risk.
  9. No overnight stays shall take place without the prior written agreement of the council’s representative.
  10. An adequate number of stewards must be available to control participants and spectators. Stewards should be people who are aged 18 years and over. The number of stewards depends on the size of the event. Advice on number of stewards is available on the Health and Safety Executive website.  Event safety - Crowd management (hse.gov.uk)
  11. Amplification must not be used unless by special permission obtained in writing from the council’s authorised officer. If permission is obtained restrictions on decibel levels will be specified and will need to be adhered to. The Hirer will ensure that they have sound monitors and that they monitor and record sound levels regularly throughout the event. This information to be supplied to the council upon request.
  12. Chinese lanterns and balloon releases are prohibited at any event held at WFDC sites with only helium balloons allowed to be sold but not released at stalls associated with the agreed event.
  13. The Hirer shall make arrangements to provide all services required for the event in terms of water, power and drainage, including 24 hour security patrol if a facility is left onsite overnight. All electrical supplies must be PAT tested.
  14. For larger scale events, event organisers need to contact Wyre Forest District Council to discuss the arrangement for appropriate and adequate commercial bins to be on site.
  15. If the organiser wishes to have fairground amusements as part of the event, then no amusements may move on site earlier than a date and time agreed with the council’s representative. All amusements must be removed from site by a further agreed time and date. Funfair proprietors must belong to the Showman’s Guild.  Proof will need to be provided. No alcohol, cigarettes or live animals are to be used as Prizes on fair stalls such as goldfish.
  16. No performing animal acts are allowed. Funfair and ancillary equipment must be closed down at no later than 10pm.
  17. No barbecues or naked flames may be included as part of any event.
  18. Qualified first aiders must always be present throughout the event.
  19. Emergency Services are to be contacted informing them of the details of the event.
  20. The event organisers must ensure that all relevant licences are obtained.
  21. All areas must be litter picked before leaving the site and all litter removed from site.
  22. There should be no fly tipping in the hedges or open areas.
  23. Where relevant, the Hirer will be responsible for paying the electricity for the event – a meter reading will be taken before and after each event.
  24. We have a safe and considerate code regarding the use of fireworks. Firework displays on any of our parks and open spaces should have an appointed professional organisation to set up, set off and dispose of all fireworks in a supervised and safe area. Firework displays need to be organised with consideration to the impact on local residents and animals. The Hirer needs to therefore consider using silent, low noise or quiet fireworks, The Hirer should also contact local residents to let them know of the intention of the forthcoming firework display. The Hirer should read and follow the guidance about the law on fireworks issued by the Government, the Royal Society for the Prevention of Accidents (RoSPA) and the Royal Society for the Prevention of Cruelty to Animals (RSPCA).

  1. By accepting these terms of hire, the Hirer agrees that they indemnify the council against all liabilities, costs, expenses, damages and losses (including but not limited to any direct, indirect or consequential losses, loss of profit, loss of reputation and all interest, penalties and legal costs (calculated on a full indemnity basis) and all other reasonable professional costs and expenses suffered or incurred by the council arising out of or in connection with any claim made against the council arising out of or in connection with the event in the sum of £10 million or such other sum as may be specified by the council in any individual case arising as a result of the hire of the facility. The organiser must produce a copy of his/her insurance certificate not less than 14 days before the event. Failure to do so will result in the withdrawal of permission for the event.

  1. WFDC may complete a before and after site inspection check carried out with the council’s authorised representative. The council has a duty of care as the owner of the land to ensure that all health and safety elements are being adhered to by the Hirer. The council will ensure an independent health and safety check is carried out before or at the start of the event where it is deemed appropriate at a cost to the Hirer (and is included in the fee payable prior to the event). In the event that the health and safety check identifies significant issues then the council’s representative will have the authority to request alterations to, or cancellation of, the event.
  2. As part of the health and safety check, music events taking place at all venues must have environmental noise checks for decibel level readings; these are the responsibility of the Hirer. These readings should not exceed 100DB continuous rating at 3 metres in front of any stage on site; this should also ensure that readings across the other side of the river will therefore be at 60DB continuous rating or below. These readings need to be made available to the council officer either during or after the event upon request.
  3. Any electrical equipment using the council’s electricity supply must be PAT tested. PAT test certificates need to be seen prior to event.

  1. Hirers booking or using their own inflatables are legally required to take all the appropriate steps to help ensure safe usage. Health and safety law applies to the supply, hire and use of inflatables on the Council’s land. The health and safety executive has information and guidance on setting up equipment safely, testing and supervision of the equipment. Bouncy castles and other play inflatables: safety advice (hse.gov.uk) and the Hirer should comply with their recommendations.
  2. Inflatables are permitted on the condition that they are hired from a reputable company (or in the event that the Hirer is also the provider of the inflatable, then they will be a reputable company) who has Public Liability Insurance of £10 million. It is the Hirers’ responsibility to ensure that they are in receipt of a copy and that it is current at the date of the event and The Hirer must produce evidence of insurance to the Council not less than 14 days before the event.
  3. The Hirer shall be responsible for ensuring that when they hire or (if they provide the inflatable themselves) for use at their events that they have proof that it has had an annual test (Register of Play Equipment International (RPII) or Perplexa Inflatable Play Accreditation (PIPA)) and that they conform to the most recent British Standards EN 14960. The HSE supports two industry inspection schemes for inflatables run by PIPA and the Amusement Device Inspection Procedures Scheme (ADiPs). Most play inflatables will therefore display either a numbered PIPA tag or an ADiPs declaration of compliance (DoC) to show they comply with British Standard BS EN 14960. You can use their websites to check safety tests have been carried out and to find out what to do if the equipment has no PIPA tag or ADiPs DoC (you may be risking people's safety if the inflatable doesn't have one of these). The PIPA scheme specifically covers inflatables that fall within the scope of the BS EN 14960, and they have guidance on the equipment PIPA inspect. The ADiPs scheme covers a wider range of inflatable play equipment as well as more traditional fairground rides.
  4. The Hirer is responsible for ensuring that they obtain copies of the operator’s risk assessments and method statements and that they have checked this in adherence to the two industry inspection schemes for inflatables run by PIPA and ADiPs. As the Hirer you must read these documents in advance of the event and familiarise yourself with the operational procedures to ensure that your event runs smoothly.

  1. No events will be allowed ice-cream and/or catering stalls without the express consent of the council’s authorised officer. Such additional consent will be notified to the applicant in writing within 14 days of receipt of this booking form. (Event organisers should note that no other stalls shall be permitted to sell food, drink or ice-cream other than those agreed). All caterers must produce copies of relevant food hygiene and public liability documents.
  2. The sale of alcohol is prohibited unless the necessary license has been obtained and prior agreement from the council’s authorised officer.

  1. Any promotional banners need to be placed and removed in line with the council’s fly-posting policy with the Hirer to notify the council in writing 14 days prior to the event taking place and no promotional banners allowed without expressed consent of the council’s authorised officer. Advertisements/posters for community and charity events should not exceed 6 of a square metre, should not be displayed more than 14 days before the event begins and must be removed within 2 days after it ends. If advertisements for community or charity events are placed in inappropriate locations, or are of an inappropriate nature, then the district council will normally contact the organisers, where known, and ask for the posters, banners, etc to be removed.
  2. In the event that advertisements/posters are not removed within 2 days after the end of the event, then the council will use its discretion to refuse any future bookings.
  3. It should not be presumed that the district council will automatically permit or disregard the illegal advertising of community events, charity events, travelling fairs or travelling circuses, and it reserves the right at all times to exercise its powers to prevent fly-posting where it deems it appropriate to do so. In all cases, advertisements should not be displayed without the permission of the owner of the sit For more information, please ensure you refer to our flyposting policy. Fly-posting | Wyre Forest District Council (wyreforestdc.gov.uk)

  1. The Hirer shall be responsible for obtaining any necessary permission for the staging of their proposed event required by legislation, common law or bylaw. These shall include obtaining necessary consents from the Police, Fire, Licensing Authority, Magistrates, the Health and Safety Executive, the Planning Authority, as may be required from time to time. The council shall not be held liable for the failure of the Hirer to obtain any relevant permission nor for any breaches of permissions of licences issued during the staging of the proposed event.

  1. The maximum number of stalls which are permissible at any event is 50. Of the 50 stalls, or the total number let, only 40% of the stalls shall be operated by commercial traders.
  2. Stalls which incorporate the following will require the written consent of the Council’s authorised officer.
    • Children’s ride on amusements
    • Crazy Golf and putting
    • Shooting Gallery
    • Burger Bars
  3. No fun fair rides will be permitted at any event except Stourport Carnival, where the size, type and number of rides requires the written consent of the council’s authorised officer.
  4. Event organisers must provide sufficient car park stewards for their event. There will be no vehicle parking allowed on site. Movement on site to unload stalls, staging etc will be permitted between 07.30 - 10.00 hrs, loading after 17.30 hrs. At Stourport Riverside while the vehicle barrier is open, there will need to be a dedicated marshal controlling any traffic movement and included in the risk assessment, so there is not a conflict between any vehicle and the public.

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