Agenda item

Report Reference: BHP47

Councillor Thompson, Cabinet Member for Business and Culture and  Andrew Gostelow; introduced the report, ref BHP47 which set out proposals for the Festivals and Events Programming Policy, (available here).  The introduction included the following points.

1. That the district embraced a diverse range of festivals, hosted at various sites across the district. These festivals significantly contributed to the district's vibrancy, formed an integral part of our cultural identity, bolstered the visitor economy, and positively impacted the health and well-being of residents.
2. The paper discussed strengthening the council's offerings and reviewing approaches to better support organisations intending to stage events. This was a working document seeking input on improving the council's appeal to event organisers and ensuring comparability with our competitors. Feedback had been gathered from the Festivals in Winchester Group and other event organisers, and some immediate improvements were underway, including the establishment of a single point of contact to streamline applications, offer guidance, resolve date clashes, and enhance web-based guidance on the event application process.
3. There was also a reevaluation of the terms and conditions for hiring Council land, particularly concerning the cleanup after large events. Going forward, greater emphasis would be placed on cost recovery while ensuring a fair and flexible approach, tailored case by case, to treat organisations equitably.
4. This marked the initial phase of creating a more accessible process for event organisation. When fully developed, it would significantly enhance our competitiveness with neighbouring local authorities, stimulate our visitor economy, and foster a stronger sense of pride in our community. Additionally, the ongoing cultural strategy, expected to be adopted in 2024, would incorporate further improvements in organising events and festivals, as highlighted in previous engagement and consultation exercises.

Councillor Lee addressed the committee and highlighted the following points.

1. He recognised the rich and diverse culture in the Winchester District, celebrated through numerous festivals and events throughout the year. This provided an opportunity for both local communities and visitors to participate, contributing positively to the local economy and well-being.
2. He appreciated the initiative to refresh the approach to developing and strengthening Winchester District's event offerings. The promotion of a curated event calendar aligned with sustainability priorities was welcomed. However, he urged greater emphasis on accelerating efforts towards environmental sustainability, especially considering the nature emergency.
3. He urged that events and festivals were made more environmentally friendly to enhance their appeal and suggested consideration of measures such as a ban on single-use plastics or providing discounts for attendees using low-carbon transport.

These points were responded to by Councillor Thompson, Cabinet Member for Business and Culture, Andrew Gostelow, Service Lead - Economy & Tourism, and Emalene Hickman, Culture and Creative Sector Development Officer accordingly.

The committee was asked to comment upon:

1. The refreshed approach to engagement between organisers and the council,
2. The approach to improve cost recovery with respect of changes to terms and conditions for the hire of council land, and
3. The potential and practicalities of adopting an overarching curated programme of festivals and events across the district.

The committee proceeded to ask questions and debate the report. In summary, the following matters were raised.

1. That having a single point of contact for council operations regarding events was welcomed, but concerns were raised about its practical implementation, especially for event organisers.
2. That a simpler process for recurring events like village fayres, distinguishing between established events and those needing more support be considered.
3. That involving ward councillors in the feedback process, particularly regarding the local impacts of festivals be considered.
4. That environmental risks and proximity to sensitive sites in event planning and to cautioning event organisers against potential damage to locations be considered.
5. That feedback from existing festival organisers regarding their reactions to the proposed form and process was sought.
6. That concerns about cost recovery, pricing differentiation for commercial, community, and charitable organisations, and proper accounting for subsidies given to community groups were made.
7. That the need for improved cost recovery, compensating for significant staff resources and responsibility for post-event cleanup and related costs was highlighted.
8. That organisers should be encouraged to collaborate with grant panels for financial support.
9. That the prolonged display of event posters and notices, highlighting inconvenience to the community was highlighted.
10. That a bond system, requiring evidence of cleanup quality and timely completion before bond return be considered.
11. The importance of consulting with Parish Councils and minimising any impact on residents or businesses was to be encouraged.
12. That the importance of diverse representation in decision-making for the inclusivity of events was highlighted.
13. That supporting Parish Councils with event organising guidance and policies to address past issues with event size and traffic management in villages due to inadequate planning was welcomed.

These points were responded to by Councillor Thompson, Cabinet Member for Business and Culture, Andrew Gostelow, Service Lead - Economy & Tourism, and Emalene Hickman, Culture and Creative Sector Development Officer accordingly.

RESOLVED:

The committee agreed to ask officers and the cabinet member to consider the following:

1.    That there was some concern regarding the resource implications of the” one point of contact” proposal, particularly as events extended to parishes, requiring coordinated management.

2.    That there should be an emphasis on seeking feedback not only during the preparation but also post-event, highlighting the importance of addressing resident concerns and incorporating their feedback into future planning.

3.    That cost recovery methods should aim to comprehensively cover all associated costs, including infrastructure, public realm, and wider implications on other authorities.

4.    That consultation with Parish Councils to understand the impact on residents and encourage events to fill gaps was encouraged.

5.    That an assessment of the impact on Sites of Special Scientific Interest and Special Areas of Conservation in event applications be undertaken.

That the Cabinet Member and officers note the other comments of the committee as outlined above.