Let’s Get the Party Started 2013Your guide to organising an event

Welcome from the Mayor of Newham Sir Robin Wales

What kind of event do you want to organise?

Funding your event

What happened last year

How your councillors can help

How schools can get involved

Venues in Newham

What next?

Useful contacts

During 2012 Newham had the enviable reputation of delivering the hugely successful Let’s Get the Party Started grants programme which saw many thousands of Newham residents participating in over 1000 resident led community events across the borough.

Community events are a vital way of keeping people connected and bringing Newham’s local neighbourhoods to life and that’s why I want to continue to support residents who would like to organise their own community activities during 2013/14.

This year I want to build on the success of 2012 which saw more than 1,000 resident-led celebrations across the borough. We want to encourage you to hold even more events, activities and street parties to help bring our community together, and to help to pass the word onto your friends, colleagues and relatives who may also be keen to organise an event in Newham.

This booklet provides information on planning an event in Newham and signposts you to the Newham website where more detailed information on organising your street party or event along with frequently asked questions is held.

Perhaps you want to organise a street party, organise a sports day, arrange a community planting day or stage a concert in your local school – the list is endless. Whatever your idea we want to help make your vision become a reality.

So come on – let’s get the party started in Newham all over again during 2013!

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Contents Welcome Mayor Sir Robin Wales

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To help you decide on what type of event to organise, listed below are the main types of events.

Street party> Self organised> For residents/neighbours only> Publicity sent only to residents> No licenses are normally necessary if only background music will be played and no selling is involved*> Risk assessment is usually needed > Co-ordination with the local authority and/or emergency services may be required

Small community events> Anyone can attend – less than 499 people > Self organised> Publicity sent to residents and local community> No licenses are normally necessary if only background music will be played and no selling is involved*> Risk assessment usually needed > Co-ordination with the local authority and/or emergency services may be required> Examples include community fete, picnic, small guided walk

Large public events> Anyone can attend – more than 499 people > Professional/skilled organisers> Publicity sent to all (newspapers, websites)> License and insurance is required> Risk assessment usually needed> Co-ordination with the local authority and/or emergency services required> Examples include outdoor concerts, festivals and large sports competitions

*If you are organising a street party or small event and want to sell alcohol and/or provide certain types of entertainment (music, singing, or dancing) and a maximum of 499 people are attending, you will require a Temporary Event Notice (TEN). Applications must be submitted to the Newham Licensing Team no later than 15 days before your event. The notice costs £21 (go to www.newham.gov.uk/party for more information on licensing).

What kind of event do you want to organise?

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Let’s Get the Party Started GrantsNewham Council can contribute to your event through our Let’s Get the Party Started grants which offers a one-off payment of up to £250*. To be eligible you will need to demonstrate that your event will

> be open and welcoming to Newham residents from all backgrounds > encourage people to get active, participate and fulfil their potential> be held in the borough> be targeted on Newham and bring direct benefit to residents of Newham

Applications must be:> submitted by a Newham resident aged 16+ or a Newham-based group or organisation> related to a specific planned event> for expenses that are directly connected to the event > one of only two successful grant applications to this programme submitted by the applicant within the calendar year

Grants will be paid through an approved not-for-profit organisation and will be subject to terms and conditions.Some tips to consider when applying for a Let’s Get the Party Started Grant

or any other funding

> ensure you match the criteria for allocating funds and ensure you evidence this in your application (with supporting documents if necessary)> confirm how the funder wants you to apply to them> know how much you can apply for and ensure you are realistic about how these funds will be used > keep a copy of your application form and any additional documents for reference

Successful applicationsIf you are successful and receive funding, from either the LGTPS grant or any other funding:

> update your funder with how the project is going or if you need advice> invite them to your event> keep a record of your income and expenditure, including receipts> complete an evaluation report of your project as required. This will also help if you plan to organise other events or activities.

*In exceptional cases, organisers could receive up to £500 towards event costs.

Funding your event

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Unsuccessful applicationsIf you are refused funding, find out the reasons why – this may help you with future applications.

Tips on fundraisingLet’s Get the Party Started grants should not be relied on as the only source for financing your event. You should also think about alternatives such as asking neighbours, friends and family to help contribute. Both the local community and businesses can also support the event by providing refreshments and equipment loan e.g. DJ decks or furniture.

More informationFor details of funding opportunities offered by Newham Council visit: www.newham.gov.uk/party or email the team: communitygrants@newham.gov.uk For other funding opportunities call 020 3373 1460

Funding your event

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2012 was an amazing time in Newham’s history and, to celebrate this very special time, the council encouraged residents to join in the celebrations by offering community grants for resident led events in Newham. With the council’s support almost 190,000 people celebrated at over 1000 events and activities across the borough, including celebrations for St. George’s Day, the Queen’s Diamond Jubilee and the 2012 Olympic and Paralympic games coming to London.

Look out for new ideas for events and activities you could organise in the Newham Magazine over the coming months.

So what are you waiting for? Start planning an event today and help to bring our community together.

For more information and to complete an application form, please visit www.newham.gov.uk/party or email us at communitygrants@newham.gov.uk

The residents from Rowntree Clifford Close held a very successful Diamond Jubilee Event last year – here’s what the organiser had to say:

“Lots of people, who would not have done otherwise, had a chance to celebrate the Jubilee with others. They would have missed out maybe because they live alone, have no family around, have mobility problems, are quite isolated from society, wouldn’t have the money to go out. People from different backgrounds and age groups in our local area celebrated together who wouldn’t otherwise eg Asian families, elderly white British residents, teenagers of all kinds. A number of different people worked together to plan and organise it too, again including representatives from the sheltered housing, alternatives and the church. So the occupants/users of the three main buildings around Rowntree Clifford Close got to know each other much better”.

What happened last year

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Newham Volunteers really helped out on the street parties and events that took place during 2012. One volunteer even organised her own event. Here’s what she had to say:

“I think the council’s Let’s Get the Party Started (LGTPS) programme is a fantastic way of bringing people together. I never thought I could organise my own event, but with the help of the LGTPS programme,

I was able to hold my own Queen’s Diamond Jubilee street party which had about 200 local residents attend! I have been out of work for sometime now and the LGTPS programme gave me some great insights into the world of event organising. I love meeting new people and the LGTPS programme gave me a greater sense of belonging and made me feel more a part of my community”.

What happened last year

Diamond Jubilee: The celebrations continue

Wednesday June 13, 2012, Recorder 29

Family and friends of all ages gathered on

the Jeyes Estate, Pelly Road, Plaistow, for food

and festivities to celebrate the Queen’s Diamond Jubilee

Two school sites that are usually separate joined together in Upton Park for

their Diamond Jubilee party. Both buildings

of Upton Cross Primary School, in Churston

Avenue, joined to celebrate 60 years of Queen Elizabeth II. After a series of lessons

learning about the monarch and her reign,

the children dressed up as a person from

British history, the Royal Family, or in Commonweath colours of red, white or blue. Everyone received a commemorative

coin to mark the day. The school funded the

party with the help of a grant from Newham

Council’s Get the Party Started scheme.

A community in Forest Gate were delighted to take part in the

Diamond Jubilee with a party from MacArthur Close to Wyatt Road.

Neighbours competed against each other in traditional, fun, family

races while the less active enjoyed the food on offer and

community company. Resident Tawa Bankole said: “It went really

well. It was a joyous and great occasion. It was good to see a lot of

young people and to see their eagerness to win a medal.”

Play our Spot the Sir Robin contest!

Neighbours in Cotswold Gardens, East Ham,got together in large numbers for their

Diamond Jubilee celebrations. Newham Mayor Sir Robin Wales joined them - but can you

spot him in the crowd? Bonus points go to any eagle-eyed readers who also spot Cllr

Unmesh Desai Picture Andrew Baker

A Black Poplar tree was planted in Memorial

Park, West Ham, by the Mayor and Cllr Paul

Schafer and pupils from Gainsborough School,

West Ham. The planting was in celebration of

the Queen’s Diamond Jubilee.

Older generations and younger generations got together to carry

on a Royal tradition in Ravenscroft Road, Canning Town. Residents

sat down together at long tables stretching the length of the street to

toast the Queen’s Diamond Jubilee.

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Councillors are elected by the community to decide how the council should carry out out its various activities. They are leaders in their local communities and work with local residents to run events, activities and projects to help strengthen and improve the local area. Your local councillor will be able to support you in putting together an event and can put you in contact with lots of local groups and projects.

Newham is divided into nine community forum areas:

> Beckton> Canning Town and Custom House> East Ham> Forest Gate> Green Street> Manor Park> Plaistow> Royal Docks> Stratford and West Ham

Each forum has an Active Community Team (ACT) of volunteers who work with councillors. In 2013 councillors and ACT volunteers will be organising spring community festivals across the borough. You can get involved by having a stall, running an activity or performing on stage.

Councillors and ACT volunteers have a lot of valuable experience of putting on events and activities, which they would be happy to share with you. The teams meet regularly across the borough and you are welcome to go along and find out how you can get involved.

More informationContact the Community Leaders & Engagement team on 020 3373 6045 or email community.forums@newham.gov.uk

How your local councillors can help

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How schools can get involved in 2013

Schools are an ideal community base to hold an event. Why not use this opportunity to celebrate by either getting additional funding for an existing school event and/or staging a one-off 2013 extravaganza. Schools can work with parents and the local community to organise any type of celebration such as a school festival, street party, dance performance or community fete. You could use the school grounds or a local park.

As well as small grants, we can provide support and advice on planning, event licensing, health and safety and promotion. So bring on the school discos, summer pageant and get your school involved in the borough wide party!

More informationIf you would like more information for your school, please contact Community Grants on 020 3373 1460 or email communitygrants@newham.gov.uk

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Outdoor venuesParks1 Barking Road Recreation Ground, Barking Road E62 Beckton District Park North, Tollgate Road E63 Beckton District Park South, Stansfeld Road E64 Brampton Park, Masterman Road E65 Canning Town Recreation Ground, Prince Regent Lane E166 Central Park, High Street South E67 Cundy Park, Victoria Dock Road E168 Forest Lane Park, Magpie Close E79 Gooseley Playing Field, St. Alban’s Avenue E610 Hermit Road Recreation Ground, Bethel Avenue E1611 King George V Park, King George Avenue E1612 Keir Hardie Recreation Ground, Appleby Road E1613 Lister Gardens, Upper Road E1314 Little Ilford Park, Dore Avenue E1215 Lyle Park, Bradfield Road E1616 Memorial Park Grange Road E1317 New Beckton Park, Savage Gardens E618 Plaistow Park, Greengate Street E1319 Plashet Park, Rutland Road E720 Priory Park, Grangewood Street E621 Royal Victoria Gardens, Pier Road E1622 Star Park, Star Lane E1623 Stratford Park, West Ham Lane E1524 Thames Barrier Park, North Woolwich Road, London E16 2HP25 West Ham Park, Upton Lane, E7 9PU

Open Spaces and Amenity Areas1 Abbey Lane Open Space, Abbey Lane E152 Beaumont Road Amenity Area, Beaumont Road E133 Bridge Road Amenity Area, Bridge Road E154 Carson Road Open Space, Carson Road E165 Chandos Road Open Space, Chandos Road, E156 Fisher Street Open Space, Fisher Street E167 Hathaway Crescent Open Space, Hathaway Crescent E128 Mayfield Road Amenity Area, Mayfield Road E169 May Green, Queens Road West E1310 Oak Crescent Open Space, Oak Crescent E1611 Odessa Road Open Space, Odessa Road E712 Roman Road Open Space, Roman Road E613 Sandal Street Amenity Area, Sandal Street E1514 Valetta Grove Amenity Area, Valetta Grove E1315 New City Road Open Space, New City Road and Haig Road West E13

Events held in parks and open spaces must be booked through the Active Newham Team. To hold an event in one of the Borough’s parks or open spaces, please emailinfo@activenewham.org.ukor call 020 3373 9000.

As well as confirming a date for your event, hiring either an indoor or outdoor venue is one of the first things you’ll need to do.

As part of the celebrations in 2013, Newham Council can assist with arranging bookings of indoor venues, parks and open spaces directly managed by the council and its partners. Please note this is subject to the availability of these venues to residents on the dates required and on condition your LGTPS grnt has been approved.

The following is the list of Council-owned venues for hire in Newham: Those outlined in bold: Beckton, Field, Jack Cornwell, Katherine Road and Upton Community Centres are offering subsidised lets of up to 4 hours subject to availability.

Indoor venues1 Aldersbrook Community Centre, Brading Crescent, London, E11 5HH2 Ascot Community Centre, Hermit Road, Canning Town, E16 4HP3 Beckton Community Centre, East Ham Manor Way, E6 5NG4 Chandos Community Centre, Colegrave Road, E15 1DZ5 Chatsworth Resource Centre, Chatsworth Road, Stratford, E15 1RE6 Community Road Centre, Community Road, Stratford, E15 1JT7 Cundy Community Centre, Hartington Road, London, E16 3NP8 Drew (Asta) Centre, 14a Camel Road, Silvertown, E16 2DG9 Field Community Centre, 147 Station Road, Forest Gate, E7 0AE

10 Flanders Community Centre, 116 Napier Road, East Ham, E6 2SG11 Hathaway Community Centre, Hathaway Crescent, Manor Park, E12 6LR12 Hibiscus Community Centre, Buckingham Road, Stratford, E15 1SP13 Jack Cornwell Community Centre, Jack Cornwell Street, Manor Park, E12 5NN14 Katherine Road Community Centre, 254 Katherine Road, E7 8PN15 Manor Park Community Centre, 524 High Street North, Manor Park, E12 6QN16 Newham African Caribbean Centre, 627-633 Barking Road, E13 9EZ17 One Love Community Centre, 1 Bishops Avenue, Upton Park, E13 0RB18 Paul Street Community Centre, 48 West Ham Lane, Stratford, E15 4PT19 Plaistow Park Community Centre, 63 Queens Road West, Plaistow, E13 0PE20 Queens Park Terrace, Queens Terrace, Plaistow, E13 9AL21 The Well Community Centre, 49 Vicarage Lane, East Ham, E6 6DQ22 Trinity Community Centre, Bothwell Close, Canning Town, E16 1QS23 Upton Community Centre, Claude Road, Upton Park, London, E13 0QB24 Vicarage Lane Community Centre, Govier Close, Stratford, E15 4HW25 Newham Town Hall, Barking Road, East Ham E6 2RP*26 Old Town Hall Stratford, 29 The Broadway, Stratford E15 4BQ*

To hire a Newham Council Community Centre for your event, please contact:communitycentres@newham.gov.uk

Hiring a venue

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If you want our support to make your event happen – you need to:

1 go to www.newham.gov.uk/party2 download and complete the grant application form with all the information about the event you want to organise – this will enable us to offer the relevant support and advice with funding, licensing and road closures3 submit your form a minimum of 8 weeks before your event

Event organiser checklist

Decide on what type of event you want to do

Set a date for your event

Book your venue

Submit any applications to close roads no later than eight weeks before your event

Submit your application for a Temporary Event Notice no later than 15 days before your event

Speak to the local community and businesses about supporting your event

Inform your neighbours about the event and ask them to get involved

Submit your application for a Let’s Get the Party Started grant

Ensure the venue has a Premises License

Book your activities for the event e.g. bouncy castles

Write a risk assessment for your event

Purchase public liability insurance

Produce your publicity

What next?

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Let’s Get the Party Started GrantsGrants TeamLondon Borough of NewhamNewham Dockside1000 Dockside RoadLondonE16 2QUTel: 020 3373 6019Email: communitygrants@newham.gov.uk

British Red CrossUnit 1014 Wandle WayMitcham, SurreyCR4 4FGTel: 020 7793 3360

East Ham Fire SafetyFire Precaution Officer210 High Street SouthEast HamLondon E6 3RS Email: newhamgroup@london-fire.gov.uk Tel: 020 8555 1200 ext 52131

Environmental Health (Food)London Borough of Newham Housing & Public ProtectionHealth, Safety and Licensing – Food Safety 3rd Floor Westside1000 Dockside Road London E16 2QU Tel: 020 8430 2000 ext 34724 / 39868

Environmental Health (Health and Safety)London Borough of Newham Housing & Public ProtectionHealth, Safety and Licensing – Health & Safety 3rd Floor Westside1000 Dockside Road London E16 2QU Tel: 020 8430 2000 ext 30252

Environmental Health (Noise & Nuisance)London Borough of Newham Community SafetyNeighbourhood Support – Noise and Nuisance TeamUnits 2 To 4 Warehouse K 2 Western GatewayLondonE16 1DRTel: 020 8430 2000 ext 34651

Health and Safety teamLondon Borough of Newham Health and Safety Enforcement & Asbestos Audit TeamHousing & Public Protection3rd Floor Westside1000 Dockside Road London E16 2QU Email: health.safety@newham.gov.uk

Active NewhamThe Old Dispensary30 Romford RoadLondonE15 4BZ

Tel: 020 3373 9000Email: info@activenewham.org.uk

Licensing teamLondon Borough of Newham Housing & Public ProtectionHealth, Safety and Licensing – Licensing 1st Floor Town Hall Annexe330-354 Barking RoadEast HamLondonE6 2RTTel: 020 8430 2000 ext 31925Email: Licensing@newham.gov.uk

Police Events and PlanningTel: 020 8217 5279Email: KF-eventplanning@met.police.uk

Police LicensingTel: 020 8217 5955

St John’s Ambulance27 St John’s LaneLondon EC1M 4BUTel: 08700 10 49 50

Technical Services (Refuse Clearance)Tel: 020 8430 2000

Technical Services (Traffic Management)Tel: 020 8430 2000 ext 31463Email: Ann.Purser@newham.gov.uk

Useful contacts

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www.newham.gov.uk