Draft Event Policy Framework
Commissioners of Public Works
Operational Policy Framework Document for Events in the Phoenix Park
1. The Phoenix Park is the largest enclosed recreational space (1752 acres) within any capital city in Europe. It is designated as a National Historic Park in recognition of its historic landscape and is a major recreational resource (with emphasis on passive recreation) for the people of Dublin, Ireland north and south and visitors from abroad. The Park is managed by the Commissioners of Public Works in Ireland (the Commissioners).
2. Consideration of applications for events by the Commissioners shall be in the context of the Phoenix Park Act 1925 (section 4) and Phoenix Park Bye Laws 1926 (Appendix 1) and the Phoenix Park Conservation Management Plan 2009. This Operational Policy Framework, which deals with large, medium and small scale events, shall form part of the Phoenix Park Conservation Management Plan.
3. In relation to commercial medium-scale (up to 2,000 to 10,000) public cultural, musical and heritage events, only those with broad public appeal and which would be appropriate to the Phoenix Park, shall be eligible for consideration. A basic criterion is that in staging events there, the Phoenix Park shall not be in competition with established commercial venues.
Applications for smaller scale commercial events (audience capacity up to 2,000) will also be eligible for consideration subject to compliance with the provisions of the Policy Framework Document and considered by the Commissioners to be appropriate and feasible from a logistics viewpoint, each application being considered on its merits.
As a general principle however, event proposals of a primarily commercial nature, shall not be eligible for consideration.
4. Saturation point has already been reached in relation to the number of overall events held in the Phoenix Park annually. The range of events is extensive and the Commissioners are conscious that a careful balance has to be maintained between the competing demands of events/activities on the one hand and protection of the Phoenix Park heritage, environment and ethos, on the other hand.
5. General eligibility guidelines, governing applications from Promoters, NGO’s and other parties, for use of the Phoenix Park to hold events, activities, sports etc.
The focus of operational policy governing management of heritage sites generally is primarily one of conservation, protection, management and presentation of the sites in their own right, with the objective of increasing public awareness of the National Built Heritage in OPW care. In this context, however, the value of appropriate events in creating greater public awareness of our national Built heritage, in attracting a more diverse audience and bringing added value to the Park management ethos, is fully recognised.
Subject to (clause 6), a wide variety of Events, Performances, Activities, Sports etc. especially family orientated events, traditional to the Park, deemed by the Commissioners to be appropriate to Park management policy, bring added value to the Park management ethos and which meet at least several of the following elements, shall be eligible for consideration :-
- Heritage awareness, Conservation, History, Education
- Exhibitions - Art/Sculpture, Culture, Classical and other Music, Performance
- Horticulture, Biodiversity
- Sport
For example, these would include Cycling, Track and Field sports, Motor races (large scale), Concerts (both large and small scale), Cultural/Artistic exhibitions and events, Theatrical performances including Opera, Historical re-enactments, Plays, Farmers markets, Garden shows, Film locations, Photo shoots, etc. Family orientated events under these headings are particularly welcome.
6. Non Eligible events: Applications by Non Governmental Organisations (NGOs), other parties or members of the public, for use of the Phoenix Park to hold events/activities/sports which have traditionally not featured in the Park, shall not be eligible for consideration. These include for, example, use of the venue to:-
- promote NGO causes, including charities or conduct fundraising
- promote commercial products generally (including filming and photography for commercials). The only exception in this regard, being for use of the site as a backdrop only, where the Park itself or its features are not identifiable or recognisable. - stage events with a primarily social, political or religious agenda eg. rallies, protest marches, sit-ins/picnics or making public statements.
- hold corporate entertainment
- hold private parties
- hold commemorative events
- place commemorative plaques, sculptures, memorials or scatter human ashes etc.
- hold special interest group events etc.
- hold marriage or associated ceremonies.
- hold ice rink, carnival, funfair, ferris wheel, bungee jumping events etc.
7. State events: The Commissioners, on behalf of the State, shall arrange major public events in the Park from time to time, as the need arises. State events shall take priority over all other events
The Commissioners shall continue to arrange smaller scale events at Built heritage sites, as deemed to be appropriate.
8. Medium and Small scale events: Events/Activities/Sports, which have not traditionally been a feature in the Phoenix Park, shall not be eligible for consideration. Traditional school and local community events, shall continue to be eligible for consideration.
9. Number of events, traditional to the Park: Given that the number of events that can be accommodated in the Park annually, has already reached saturation point, the number of events annually shall be retained within existing levels.
10. Large scale Commercial concerts: In light of the foregoing and in the interests of maintaining positive public relations, the only applications eligible for consideration in future, in respect of commercial concerts, shall be those with an audience capacity from 2,000 up to 10,000, staged in marquees, located in the Visitor Centre area, during the period I May to 31 September in any given year. The general Guidelines for use of the Park for events are set out in clause 5.
11. Large scale Free concerts: Applications for use of the Park for one such event annually, with an audience capacity up to 50,000, shall be eligible for consideration.
12. Applications for Commercial and Free events (clauses 10 and 11): Applications under these clauses shall be subject to:-
- Compliance in full with the provisions of the Phoenix Park Act 1925 (section 4 in particular) and the Phoenix Park Bye Laws 1926.
- Compliance in full, where required by law, with Section 16 of the Planning and Developments Act 2001.
- Compliance in full with the provisions of this Policy Framework Document and associated guidelines governing application procedures
- Lodgement of a non-refundable application charge with the initial application to the Commissioners. This charge will not count towards payment of the appropriate fee for use of the Park.
- Close consultation by the Promoter or Event organiser with the OPW, the Garda Authorities, Dublin City Council and other relevant statutory bodies, together with compliance in full with the requirements of these bodies.
- All proposals approved shall be subject to terms and conditions.
13. Medium and Small scale events traditional to the Park: Applications for these will be considered on the same general basis as outlined at clause 12.
14. Ticketing: Where ticketting for an event is necessary, especially in the case of large scale events, the Promoter or Event organiser shall arrange for the bulk of tickets (at least 80%) to be sold or distributed well in advance of an event.
15. Decision on proposals: Each proposal, eligible for consideration under the provisions of the Policy Framework Document, will be assessed on its merits and the final decision will be at the sole discretion of the Commissioners of Public Works. The Commissioners will be under no obligation to accept any proposal under the individual headings.
16. Loss of business: Where it can be established that arising from the staging of an event, business operations in the Park suffer loss of income, the Promoter or Event organiser shall be liable for such loss.
17. Application charges and Fees: A schedule of fees for events, together with a schedule of application charges, all of which shall be subject to regular review.
18. Charges on Concessions at events: In respect of commercial events, the Commissioners reserve the right to impose charges (to be decided by the Commissioners) on concessions eg. bar, catering, merchandising
- The Promoter or Event organiser must obtain the prior formal approval of the Commissioners in writing in respect of all concessions/traders deployed for an event
- The Promoter or Event organiser shall be responsible for ensuring that only authorised concessions/traders operate in the Park on the day of the event.
- The Promoter or Event organiser must ensure that all traders, duly authorised for an event by the Commissioners, are issued with appropriate accreditation, so that they can be readily identified.
19. Other charges. Refundable bonds in respect of potential damage to the Park and breaches of the overall terms and conditions governing an event, must be lodged with the Commissioners at least three full calender months, at the latest, prior to date of the proposed event.
20. Applications - General:
-Commencing in 2009 and confined to the period 1st June to 30th September, applications for use of the Park shall be lodged at least four months prior to the proposed date of the event
-In the case of medium to large scale events, applications shall be lodged at least 8 months prior to the proposed date of the event
-In the case of small scale events, a minimum of 6 weeks notice is required
-Late applications will not be entertained
-Requests for provisional booking of dates will not be entertained
21. Applications - terms and conditions: In the interests of public safety and protection of the flora and fauna of the Phoenix Park, Promoters or Event managers will be bound by strict terms and conditions in organising events. These include
- full Public Liability Insurance cover,
- an Indemnity, indemnifying the Minister, the Commissioners and the State against all claims as may arise from the grant of a Licence,
- a refundable bond in respect of damage to the Park
- a refundable bond in respect of penalties for breach of conditions
- production of an Event Management Plan, a Traffic Management Plan, an Emergency Plan and a Production Schedule etc.
- full consultation with all resident groups and institutions both in the Park and on its perimeter well in advance of an event and meeting their reasonable requirements, to minimise disruption and inconvenience to them.
- Before formal can be granted, the Promoter or Event Manager must satisfy the Commissioners of compliance in full with the provisions of the Policy Framework, the Licences and the specific terms and conditions pertaining to the event proposal.
23. This Operational Policy Framework Document shall be in force for a minimum period of 10 years, with effect from January 2009.
