Lincoln Castle Venue Hire - Find a freedom of information request

1. How many venue hire bookings does the castle generate per year from third parties? i.e community or commercial

2. What are the periods of time between the hire contracts being signed and the event itself for the past three years?

3. Does Lincoln Castle have a written policy concerning the booking process and diligence steps for venue hire at the Castle? If so, please kindly advise where this is located.

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1. This varies from year to year, but for the period January to December 2018, the castle had 9 commercial venue hire bookings and two community hire bookings.

2. The events for which we have the full details are as follows:

 

We do not have full records for 2017, as the event programme was managed by a different team that is no longer in place. Note this list does not include bookings for wedding ceremonies and  receptions or partnership events. We are in the process of gathering the missing information for the event held on the 9/10/2017 but were not able to have it in time for the deadline of this particular request.

3. Each hire is treated on a case by case basis. There are some key elements that we would take into consideration before we progress with a potential booking. These include, but are not limited to: the nature and scale of the event, anticipated visitor volume and control measures in place to manage this, licensable activity, details of a safety event plan, experience of the team delivering the event and any prior knowledge of the event being delivered previously.

SAG are notified at the beginning of the year of known events and third party hires e.g. Lincoln University Graduation, Sausage Festival, Christmas Market

When a new enquiry is made, and the potential event is licensable, SAG are notified at the initial enquiry – we have a three month license clause which requires us to give notification to the Safety Advisory Group for any events containing licensable activity

The hire agreement process is then followed which sets out timelines for payment of deposits and deadlines for receiving key documents relating to the safety of the event including risk assessments and method statements, copies of public liability insurance, an event safety plan and details of a personal license holder.