- The Havant Borough Council wishes to require permission and oversight for a barbecue event being organized by Paul Fisher on Facebook for over 100 attendees at a public space in Bound Lane, Hayling Island. - Paul Fisher emails the council to clarify details of the planned event, noting it is not a commercial event and does not require entertainment licensing. He requests the area be mowed and a mobile pizza van be allowed. - The council responds that an event application form must still be completed, along with proof of £5 million public liability insurance since the event has been advertised publicly, making Fisher responsible as the organizer. Once approved, Fisher can proceed with the community barbecue.

1. HAVANT BOROUGH
COUNCIL
WISH TO PUT THE KIBOSH
ON OUR COMMUNITY
GET-TOGETHER

2. Correspondence between HBC and the HI FB group
From: Sarah Flamson [mailto:Sarah.Flamson@havant.gov.uk]
Sent: 29 June 2015 16:24
To: '69paul.fisher@gmail.com'
Subject: FW: Event - Bound Lane Hayling Island
Good Afternoon Mr Fisher
It has come to the council’s attention that you wish to hold a barbeque for some 300+ contacts of your Facebook page on the
Bound Lane barbeque site. Whilst the council are keen for its open spaces to be used, a gathering of this size would need
consent.
I have attached for your convenience an event application form and our conditions of hire. You will note from the form that
should you wish to play music, live or recorded the area will need a Temporary Events Notice (TEN) for regulated
entertainment. If you wish to sell alcohol and food this must also be included in the TEN. I note you make reference to the toilets
being available for use, please bear in mind that these toilets are locked between 5 – 6pm. However the purchase of a key will
enable access after these times.
I’d be happy to talk through your request and the permissions required, so we can help you provide a safe and manageable
event.
Kind regards
Sarah Flamson
Economic Development Officer
Economic Development
Havant Borough Council

3. From: Paul Fisher [mailto:69paul.fisher@gmail.com]
Sent: 29 June 2015 17:40
To: Sarah Flamson
Subject: RE: Event - Bound Lane Hayling Island
Hello Sarah
I’m glad you made contact, since I had been planning to contact HBC for the last couple of weeks, now that the
event has taken a little shape. I was going to call Paul Hurst, but perhaps he is not the right officer for this sort
of thing.
I plan to complete your form, but may I make a few preliminary comments in clarification, please?
• I think it unlikely that 300+ members of the Hayling Facebook group will wish to attend and am unsure as
to where you derived this figure. At present, only 29 people have responded to the invitation, but I do
expect at least 100 people.
• It is not planned to organise any form of entertainment, musical or otherwise.
• Attendees will bring their own food and refreshments, as well as portable/disposable BBQs, chairs,
blankets etc
• No food or drink will be provided or be for sale via the organisers.
• The proposed beginning time is 2pm and so I anticipate that that there will be no demand for the
adjoining toilet block after 6pm. It would be helpful if they were not locked before that time.
• I was informed by people who had been in touch with HBC about the use of this space that they were told
that no permission was required.
• The only thing that HI FB Group will be doing is to hand out name tags, should members wish to identify
themselves to others.
• Please note that the date is transferable, if the weather forecast is inclement.
There are two things that you might facilitate to help with this event, if you would be so kind.
• Could the area be mowed, please?
• Would it be possible for a designated mobile pizza van to have a temporary licence for the afternoon?
I am grateful for any help you may give with this event and plan to complete the form accordingly.

4. APPLICATION TO HOLD AN EVENT
ON HAVANT BOROUGH COUNCIL LAND
NOTE:
Please read the Conditions of Hire for Events on Havant Borough Council land prior to completing this form.
Please ensure you have read the checklist and are aware of all parties that need contacting prior to arranging
an event.
All relevant sections should be answered or your application may be delayed.
Charges for hire of HBC land are printed on the last page of the conditions of hire
This application must be completed and returned 5 weeks prior the event (minimum).
Application return address is:
The Public Service Plaza ,
Civic Centre Road,
Havant Hants PO9 2AX
If you have any queries please contact Sarah Flamson
tel. 023 9244 6483.
ORGANISERS DETAILS
Name
Organisation
Position
Address
Telephone: (Home) (Work)
Email

5. 1. Name of event
2. Location required
3. Dates required
4. Start time Finish time
5. If the area is required outside these times for setting up etc. please give details.
6. Anticipated attendance figure
If the anticipated number exceeds 499 this application and a more in-depth traffic management
form with be reviewed by HBC’s Safety Advisory Group. Please use the link to access the Traffic
Management form and for further information.
7. Is the event Commercial? Charity / Fundraising?
8. Please provide details of all attractions and activities at the event. A site plan should also be
prepared and submitted if it is a large event.
9. Have you contacted Havant Borough Council licensing department to enquire about
Temporary Event Notices – music Yes/No
Premises licenses Yes/No
Selling of Alcohol Yes/No
10. Please state the reference number the licensing department provided
11. Please state the reference number or contact name giving permission to site your
advertisements? Please refer to website in guidance notes for more information

6. HIGHWAYS AND TRAFFIC IMPLICATIONS
Are any footpaths, bridleways or roads that are normally Yes No
open to the public affected or used as part of the event?
Are you proposing any directional signing on the highway? Yes No If yes please contact the traffic management team.
(see last page for details)
Do you anticipate the need for any road closures and Yes No diversions? If yes, please contact the Legal Team
Tel: 023 92 446216 for advice.
Have you considered the need to restrict or control parking Yes No
on the highway in the vicinity of your event?
Are there any car parks to be closed in order to hold the Yes No
event?
PUBLIC LIABILITY INSURANCE
Havant Borough Council requires you to have a minimum £5 million Public Liability
Insurance. Please give details and provide a copy.
Have you enclosed your risk assessment for the event? Yes Permission will not be granted until your risk assessment is received
COLLECTION AND REMOVAL OF LITTER, REFUSE AND OTHER WASTE
Please give details of the arrangements to collect and remove litter, refuse and other waste from the area during and after the event.
CATERING
Do you wish to sell food / drink Yes No
If yes, you will need to speak to Environmental Health and give them the details of the Local Authority where the catering provider is registered, (023 9244
6654). As they may be liable for inspection while trading, please ensure the caterer has all the necessary documentation with them at the event.
Please provide details of refreshments to be sold.
Please state bar opening / closing times
Bar to open at and close at

7. •
CAR PARKING
Please provide details of car parking facilities available for people attending the event (please include number of designated spaces for disabled).
Please provide information regarding road closure or use of parking area
Parking on public roads may cause traffic congestion. Please contact the Traffic Engineer at Havant Borough Council.
STEWARDS
How many stewards will there be at the event and what will be their assigned duties?
PA EQUIPMENT
Do you intend to use public address equipment or have amplified music at the event? Yes No
If yes, please give details.
STRUCTURES ETC
Will there be any of the following items at the event? (please tick)
Stages Yes No
Towers / structures Yes No
Temporary seating Yes No
Electrical installations Yes No
Marquees Yes No
If you have answered ‘Yes’ to the above, please provide details.
TOILET FACILITIES
Are there public toilets available at the location applied for? Yes No
Do you intend to provide additional portable toilets? Yes No
If yes, see Events Safety Guide for additional information

8. MEDICAL FACILITIES
Please provide details of First Aid cover at the event.
Number of Paramedics
Number of trained First Aiders
Number of First Aid posts
Number of ambulances
Which organisation will provide these facilities?
FIRE FIGHTING EQUIPMENT
Please provide details of fire fighting equipment at the event. Please state where these will be located and what risks the equipment will be
covering (i.e. CO2 for electrical). Fire fighting equipment should be shown on the event plan (if applicable).
PLEASE CONTACT THE LOCAL FIRE BRIGADE PRIOR TO APPLYING
ADDITIONAL INFORMATION OR REQUESTS
Will radio communication be provided at the event? Yes No
If yes, which staff / locations will have radios.
If an event safety control is required, where will it be accommodated / located?
SIGNATURE
I confirm I have read the Conditions of Hire for Events on Parks and Open Spaces and agree to comply with them.
Signed Date
(Hirer)
Please Print Name

9. From: Sarah Flamson [mailto:Sarah.Flamson@havant.gov.uk]
Sent: 08 July 2015 14:23
To: '69paul.fisher@gmail.com'
Subject: FW: Event - Bound Lane Hayling Island
Good afternoon Mr Fisher
Thank you for the email and our further chat at the COPP memorial event.
After consideration, I feel that this is an event for which you will have to apply for permission to use council
open space. This is not an informal gathering of family or friends.
You have advertised the event on social media thus accepting an organiser role for which you have a degree of
responsibility to your attendees, hence the need for PL insurance to protect you and those that are
invited. Insurance cover for 5 million pounds will be required. Premiums for this type of one off insurance can
start from approximately £60. In your email you also request a license for a pizza oven catering concession. If
you apply for permission and show the council proof of public liability insurance then as part of your organiser
role you can contract a concession to your event, just as other events would do.
You will have permission to carry out the event once you have received confirmation of receipt and approval by
the Council of the application forms and PL insurance together with a signed and returned property licence,
which will be issued by the Council once those forms have been submitted.
I look forward to receiving your forms.
Kind regards
Sarah Flamson
Economic Development Officer
Economic Development

10. From: Paul Fisher [mailto:69paul.fisher@gmail.com]
Sent: 09 July 2015 12:31
To: 'Sarah Flamson'
Subject: Event - Bound Lane Hayling Island
Dear Sarah
Thank you for your message.
I hereby confirm that the Hayling Island Facebook group is no longer the organiser of an event on the
seafront on 25th July.
It is such a shame that you have effectively squashed what might have been popular enjoyment of
open space on Hayling Island.
Facebook groups are informal aspects of social media and do not, of course, have funds to pay for
anything.
Should people gather on the open space in question on that afternoon, we can take no responsibility.
Regards
Paul Fisher
Admin
Hayling Island Facebook Group

11. From: Paul Fisher [mailto:69paul.fisher@gmail.com]
Sent: 14 July 2015 09:35
To: Sarah Flamson
Subject: RE: Event - Bound Lane Hayling Island
Hello Sarah
I need to announce on our Hayling Island FB group page that HBC has made it impossible to organise
this event.
I shall be publishing the correspondence below, to explain the background to the announcement.
Could I have a final word from you, please?
Regards
Paul Fisher
Good Afternoon Mr Fisher
I’m not sure that I can expand any further from my previous email. I have explained the
council’s position with regard to events on its open space. Conditions of use are put in place to
facilitate a safe and well managed event.
Kind regards
Sarah Flamson
Economic Development Officer
Economic Development
•

12. So, that’s it, folks!
HBC don’t want to facilitate our event and
require us to pay for £5 million pounds of
public liability insurance, in the full knowledge
that we have no funds.
Should a number of people turn up at Bound
Lane Meadow on 25th July, it will be because
they are an informal gathering of family and
friends!