Incorporating Technical, Health & Safety and Delivery requirements:
Third parties wishing to organise a small event (audiences of less than 500) in Ebrington Square / Cunningham Square should approach TEO in the first instance to gain written permission to use the Square a minimum of three months in advance of the proposed event(s).
Large-scale events which would seek to restrict use of the Peace Bridge to ticket-holders should approach TEO to gain written permission a minimum of six months in advance of the proposed event(s).
TEO is not the event management company. Responsibility for event management and all associated matters, procurement and promotion remains with the organiser.
Events shall be in keeping with the TEO corporate objective for shared space and supporting policy as outlined in order to develop Ebrington as a welcoming space, which is open and accessible to all.
The event organiser / promoter shall identify a competent individual with overall responsibility for the safe and effective delivery of the event.
Event organiser / promoter shall hold adequate public liability insurance appropriate to their event, which indemnifies TEO in relation to the event. A copy of this insurance documentation shall be supplied to TEO before the event takes place.
TEO shall be satisfied that event organisers / promoters are suitably competent and experienced.
Health & Safety for events shall be the sole responsibility of the event organiser / promoter. The event organiser / promoter shall prepare an event plan and a risk assessment, and meet all the requirements regarding Health and Safety in line with good practice as set out in the HSE Event Safety Guide (or if agreed as appropriate, The Good Practice Guide for Small and Sporting Events).
If the event exceeds an audience of 500, the promoter shall liaise with Derry City Council to seek the timely approval of the event plan from the Safety Advisory Group (SAG), liaising with PSNI, NIAS, NIFRS and other statutory authorities as appropriate in order to assure TEO that all measures shall be implemented to comply with current legislation and good practice to the satisfaction of the other named parties and statutory authorities. If approval is not given by the SAG, TEO reserves the right to withdraw permission for use of the site, with any associated cancellation arising, at no expense to TEO.
TEO reserves the right to seek the advice of the SAG for events of any size.
The event organiser / promoter shall be responsible for all costs associated with the event, including – but not limited to - the provision of all seating, security fencing, lighting, toilet facilities, marquees, generators and other equipment as may be necessary for the event. For larger events, suitable safety and security fencing shall be erected around the event perimeter to control the number of people accessing the event and the promoter / organiser shall also be responsible for arranging traffic management, stewarding, and security on site from the initial preparations for the event to its conclusion and de-rig.
TEO shall not be responsible for any loss, damage or injury to any property or person or persons suffered by reason of any act, neglect or default of the user.
The event organiser shall accept liability for any damage caused to the site during the event, including build and de-rig. Due care shall be taken to avoid damage to the surfaces at Ebrington.
Ebrington is made available to users on a “leave as you find” basis. The site shall be left clean and clear at the end of the event. Event organisers / promoters are fully responsible for waste management, not only of their event production / audience area, but also relating to associated event litter in the environs of the event area. These responsibilities range from the arrangement of additional bins and a post-event sweep of the public realm area affected as a result of the event, and include the subsequent and timely removal of waste from the site.
Fixings for marquees etc shall not be embedded in the surfaces of the Square. Marquees and structures shall be ballasted through other means.
Care shall be taken in relation to the positioning of structures and the location of structures shall be agreed in advance with TEO
An access route for vehicles shall be maintained at all times, as well as emergency access on and off the Square.
Anyone wishing to have concessions / retail outlets (eg merchandising, food, coffee, drink sales) on the site shall agree numbers and locations with TEO and ensure that all providers have local authority approved temporary street trading licences.
Event organisers / promoters shall note that YourEbrington may have concessions / retail outlets on site as part of its on-going business. TEO reserves the right to ensure that these outlets / concessions can continue to trade during any events organised on the site.
Event promoters shall be responsible for obtaining all appropriate licences and approvals. Anyone wishing to sell alcohol on the site shall comply with all statutory legislation as well as obtaining the necessary temporary licences.
The scope of the event space is limited to the area shown on the site-map provided and does not incorporate accesss road or public footpaths. The event area for each event shall be agreed with TEO within the confines of these spaces. Access shall be maintained at all times in these areas, except by prior written consent.
‘Ebrington Street’, the Peace Bridge and other pedestrian / vehicular access routes shall not be available for use by events / projects – other than as access routes - by event organisers except by prior written consent.
Parking arrangements for all event vehicles shall be agreed with TEO and a plan for audience parking arrangements for larger events shall be presented to TEO in advance of the event.
Organisers / Promoters shall manage all vehicles coming to the site before, during and after the event in order to limit the event space taken up by vehicles, and restrict traffic movement on the site during the event, and having due regard to safe movement of pedestrians and to emergency routes, and the security of the event.
Users are asked to note that parts of Ebrington continue to be under construction / development. Consideration should be given to the impact this may have on events.
Any proposed event should take reasonable steps to counter the potential negative impacts (if any) of that event on neighbouring residents and property.
Any irregularities, damage and loss relating to the facilities and property shall be reported to TEO within 24 hours of occurrence.
TEO reserves the right to recover costs incurred by TEO in the facilitation of events. Where this arises, such costs shall be set out and agreed with the promoter in advance of the event.
For events of a certain scale, TEO may request a deposit / bond to be lodged with the company. If there is additional damage over and above the amount of the deposit / bond, the promoter shall be liable for the cost of repair. The person(s) named in the application and/or licence shall be held entirely responsible for the conduct and supervision of all persons involved, for the termination of use and vacation of the site at the hour specified and for any damage or loss caused to the premises or property arising out of such use. TEO reserves the right to make good such damage or loss and to recover the cost from the user.
At the conclusion of each event, there shall be joint assessment of the reinstatement of the site by the event organiser and TEO.
TEO shall be kept informed of any media campaign to promote the event and of PR opportunities to specifically highlight TEO role in the development of Ebrington and the regeneration of Derry~Londonderry.
YourEbrington reserves the right to ensure that the TEO logo and brand are displayed on all promotional material relating to the event. All documentation using the YourEbrington logo shall be approved by YourEbrington in advance.
YourEbrington shall be facilitated to brand the event area with banners and signage as appropriate.
A post event report showing positive and negative aspects of the event and the attendance figures for the event shall be submitted to TEO within 20 working days.
If the event changes in any way or if audience estimations change significantly, TEO reserves the right to review / withdraw the offer of the use of Ebrington at any time.
Due regard shall be had to environmental concerns, particularly in relation to activity taking place on the Peace Bridge.
Such other conditions as may be deemed appropriate by TEO, specific to each event.