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Organised and Commercial Activity on the Coastal Walkway

Reference: P05-014            
Status: Approved by the Council on 15 February 2005

Guidelines and criteria for events on the Coastal Walkway and adjacent Reserves (including charitable and fundraising events)

The Council (as a result of extensive community consultation) has established the following values as guidelines for activities on the Coastal Walkway:

• Casual access – an anytime, unhindered experience.
• Pedestrian priority – safe to stroll or jog without the concerns of vehicle negotiation.
• Opportunities for other casual use such as cycling, roller blading etc.
• Uncluttered, largely naturally landscaped environment.
• Non-intrusive services provided for adding value to the Coastal Walkway experience not for their own sake.

Based upon these values the following guidelines and criteria have been developed:
1. All events must be booked in advance through the Council’s Customer Call Centre at least two weeks prior to the event taking place. This is to ensure:

•  There will be no clash with an existing event or activity.
•  Maintenance activities can be scheduled to ensure they do not clash with the proposed activities.
•  Other walkway users can be notified if necessary.
•  Any risks can be assessed and managed.

2. Events that have the potential to significantly interfere with the public’s ability to utilise the walkway or surrounding reserves must be of limited duration and be, in the judgement of the council or council officers with appropriate delegations, of such benefit to the community as to justify the temporary loss of public enjoyment of the walkway.

3. For guidance the Council recognises the community’s desire that the “promenade” area of the Coastal Walkway (Liardet St to Egmont St) will be a more ‘vibrant’ area with a range of activities and is as such the Walkway in this area is wider to accommodate increased activity.  Conversely, the remainder of the Coastal Walkway is anticipated to be for quieter, individual enjoyment of the natural environment.

4. In general, approval for organised events will only be granted to entities with a legal status which provides for accountability.  Examples would be Incorporated Societies, Charitable Trusts, or an entity set up to raise funds for educational or recreational establishment.

5. Events should be planned to ensure continued casual usage to all areas of the walkway and surrounding reserves and approval to limit casual access to any public area will only be considered in exceptional circumstances.

6. Soliciting of the public will not be permitted unless expressly allowed for in the approval to undertake the event or activity.

7. Depending on the scale and potential for risk, the Council reserves the right to require a Health and Safety Plan.  If required, this plan must be submitted to the Council no later than 10 working days before the event and shall include all necessary details for managing a safe event including:

•  Marshalling and supervision arrangements.
•  First aid provision, and access arrangements for emergency vehicles.
•  Contact details of event organisers.
•  Assessment of the impact and interaction with casual users during the event.

 A model Health & Safety plan can be obtained from the Council for organisations and individuals not having their own.

8. In general, Council will reserve the right for any event deemed to carry a significant public risk to require the organising entity to hold public liability insurance to a minimum of $500,000 for any single claim involving participants, spectators and members of the public who may seek damages as a result of the event.  On demand a copy of this insurance shall be lodged with the Council no later than 10 working days before the event.

9. The sale of foodstuffs, drinks or any other merchandise or services requires formal prior approval of the Council which will be in writing.

10. The Council reserves the right to limit the number of events in any given period.  For guidance this will be no more than two weekend and four weekday events in one calendar month.

11. No sound or music amplification shall be employed unless specifically agreed in advance in writing.

12. Access for events on the walkway and surrounding reserves will be provided free of charge.

13. Specific services from the Council may attract charges.

14. The organiser of the event will be held accountable for the cost of any damage (including damage to landscape and vegetation) which is caused by the event.

15. In general, no motorised vehicles shall be brought into the areas (aside from designated car parks) without the prior permission of the Council.

16. Any event found to be operating without the prior approval of the Council and deemed to be impeding the use and enjoyment of the Coastal Walkway for casual users will be stopped immediately and the Council will seek costs of any action taken against the organiser of the unauthorised event.

17. No event or activity will be approved that will, or is likely to, cause damage to any facility or landscape in the area.

18. The Council may refuse to accept a booking for an activity that it assesses to be illegal, likely to offend, is of a political nature or may by association bring the Council into controversy or disrepute.

Criteria and conditions for the hire of equipment, provision of services and sale of food or drink on the coastal walkway and adjacent reserves (concessions)

It is the objective of the Council that concessions allowed on the Coastal Walkway and adjacent reserves provide the public with a high quality experience.

The Council (as a result of extensive community consultation) has established the following values as guidelines for activities on the Coastal Walkway:

• Casual access – an anytime, unhindered experience.
• Pedestrian priority – safe to stroll or jog without the concerns of vehicle negotiation.
• Opportunities for other casual use such as cycling, roller blading etc.
• Uncluttered, largely naturally landscaped environment.
• Non-intrusive services provided for adding value to the Coastal Walkway experience not for their own sake.

Based upon these values the following guidelines and criteria have been developed.

1. No concession will be granted which has the potential to interfere with the public’s ability to utilise the walkway or surrounding reserves, or have a detrimental effect upon the environment of the area.

2. To ensure the high quality experience noted above the Council reserves the right to limit the number of concessions on the Walkway, any area of the Walkway, or any adjacent reserve.

3. In general, concessions will only be offered to operators with a proven record of providing a high quality service.

4. Concessions may indicate a preferred site but the Council reserves the right to offer only alternate site/s.

5. The services and/or range of food and beverages offered for sale shall be subject to prior agreement and are not to be amended without approval of the Council which will be in writing.

6. Concessions will normally be offered for a maximum period of three years.

7. Under normal circumstances all new concessions will be tendered at the same time, however the Council reserves the right to tender concessions at any time.

8. Temporary concessions may be granted in addition to longer term concessions.  In general these will be for goods and services not provided by an existing concessionaire in the same general area.  Temporary concessions will normally not exceed 14 days in duration.

9. All concessionaires (including temporary concessionaires) shall carry public liability insurance to the value of $500,000 for any one claim.

10. All concessionaires shall comply with all relevant Bylaws and regulations at all times.

11. All concessionaires shall hold relevant certification (eg. food hygiene) or be able to obtain such certification prior to the commencement of taking up the concession.

12. Any concession which involves the hire or use of equipment by the public shall prior to being granted a concession provide a full Health and Safety Assessment and Plan.  The Council reserves the right to reject any proposal that it considers unsafe or unsuitable.

13. All advertising signage associated with a concession shall be subject to prior approval and is not to be altered without approval of the Council which will be in writing.

14. Tables and chairs may be allowed.  These are to be agreed in advance in terms of number and location and any changes approved in writing.

15. In providing the service, no damage shall be caused to the landscape, fixtures or fittings.

16. Concessionaires will be held accountable for the cost of repairing any damage (including damage to landscape and vegetation) which is a result of their operations.

17. No vehicle shall be taken onto the reserve or walkway other than is necessary to provide the service.  Any towing vehicle shall be removed to an official car park during the period of service provision.  Any access required through land belonging to a third party shall be arranged by the concessionaire.

18. Sufficient receptacles shall be provided by each concessionaire to accommodate all rubbish generated by their operation.  Such receptacles shall be agreed with the Council prior to the commencement of the service and are not to be changed or altered without the Council’s agreement which will be in writing.

19. It is the concessionaire’s responsibility to maintain and empty at sufficient frequency those rubbish receptacles required as a result of their activity.  All rubbish from the service shall be removed at least daily from the area by the concessionaire.  (This is to include the removal of any staining on hard surfaces.) 

20. The concessionaire shall not transfer, sublet or in any way assign the rights to provide the service without the approval of the Council.

Reviewed three yearly (next review 2010).