PARADE BOOKING FORM IMPORTANT INFORMATION ABOUT THE CARNIVAL PARADE 2017, SATURDAY 8th July PLEASE NOTE THAT THE PARADE STARTS FROM BOTWELL LEISURE CENTRE THIS YEAR PLEASE MAKE SURE YOU READ ALL THE FOLLOWING INFORMATION CAREFULLY: The Parade will be, in the main, a walking parade with possibly a few small vehicles such as minibuses or cars (not Floats). Bicycles and other non-motor powered vehicles will also be permitted. Please note that due to the constraints of where the Parade needs to form up this year there will be a limit to the number of motorised vehicles that will be permitted to take part in the parade so if you are able to take part without a vehicle this would be preferable. The Council and the Police will be stewarding and managing traffic but cannot take responsibility for individual or group safety this is the applicants' responsibility. Please note that abusive or anti-social behaviour will not be tolerated and the event management reserve the right to remove from the parade at their discretion anyone who is in their view obstructing the safe management of the event. Public Liability insurance is required for all participants in the parade Parade Assembly Walking Groups will assemble on the path behind Botwell Leisure Centre between 10.00am and 11.30am (please do not arrive before 10.00am). Any motorised vehicles will need to park in allocated spaces in the Council Car Park in Central Avenue so that they can be slotted into the parade as it starts to move off. You will be issued a parade number once the application process has closed; this number will be your allocated place in the order of the procession. Stewards will be on hand to guide you on the day. Judging of the Parade participants will take place between 12.00 noon and 12.20pm so all groups must be ready and in place by 11.55 noon latest. We will be unable to accommodate latecomers. There will be at least 30 minutes wait between forming up and departing so please make sure that everyone in your group has the ability to stand for reasonably long periods and that weather conditions are taken into account and suitable garments are worn. All Walking Groups must have at least one marshal to take responsibility for leading and marshalling the group, and must ensure that there are enough additional adults to safely marshal any children parading. Please note that once the parade is in motion, there must be no stopping. A walking pace is set and walking groups will be required to keep up with this pace. IT IS NOT POSSIBLE TO STOP FOR PERFORMANCE PURPOSES. If for any reason you are concerned about your own or another's ability to safely keep up with the pace set, please alert a steward as soon as possible who will decide if the group or individual should remove themselves from the parade. Vehicles - if you wish to use a motor vehicle such as a mini bus or a car it must possess: Valid Road Tax must be in place (confirmation from DVLA)
An MOT Separate Insurance that covers participation in the parade Drivers must also have a valid driving licence covering the category of the vehicle We will need copies of all of these documents with the application to keep on record and ask that you also bring these documents on the day of the parade so that they can be checked. Marshalling Vehicles - you must provide at least one marshal per vehicle. Arrival at the Park Walking Groups - will be directed by stewards to the main stage area via the Freemans Lane entrance to the park. All Parade participants are asked to remain in their groups as they walk into the park and gather in front of the stage where prize winners will be announced from 1.40pm. Vehicles - will be directed by stewards into Botwell Lane to park and all parade participants on/in vehicles will be required to disembark and proceed immediately on foot to the main stage area in the park via the Freemans Lane entrance. Please be advised that following disembarkation, all traffic management will cease and all motor vehicles involved in the parade must leave the disembarkation point. Some limited parking will be available within the park but this will be bookable in advance and on a first come first served basis, (please advise if you need parking when you make your application) Vehicles will not be permitted to wait for participants at the disembarkation point or leave the disembarkation point with participants on board. Would you like help with sourcing costumes? The Compass Theatre Costume Wardrobe will be offering costumes at a discounted rate for parade participants. For a 50 deposit, which is fully refundable when returning costumes within 2 weeks of the carnival, washed and undamaged, costumes can be hired for 5 each. The costume store is open to the public on Wednesday evenings from 8pm. You will need to bring proof of your confirmed parade booking with you. If you are not able to fund a costume then we may be able to help by providing funds to purchase simple but brightly coloured T-Shirts for the day - funds are limited however so we will need to assess each application individually. TO ENTER THIS YEAR S CARNIVAL PARADE PLEASE COMPLETE THE FORM BELOW IN FULL AND RETURN IT VIA EMAIL OR POST TO THE ADDRESS BELOW BY 17 th MARCH LATEST. (PLEASE NOTE THAT WE ARE NOT ABLE TO ACCEPT APPLICATIONS RECEIVED AFTER THIS DATE) E-Mail: hayescarnival@hillingdon.gov.uk Post: Hayes Carnival Parade,, 4N/05 Civic Centre, Uxbridge UB8 1UW.
Part 1: Personal and Organisation Details Name of organisation Address of organisation Post Code Main activity of organisation: Charity number if applicable Type of organisation Commercial Community Group Council Other if other please give details Name of main contact Address of main contact Post Code of main contact E-mail Telephone Mobile Insurance Public liability insurance is required for all participants in the parade. You will need to check that your insurance covers this activity. Please attach a copy or scan of your insurance certificate when you submit this form. We cannot accept an application without proof of insurance. Parade Details Will you be using a vehicle? Will you require parking in the park? (Please note this is very limited and not guaranteed) If you are using a vehicle, how many YES/NO If yes, what type: YES/NO Total number:
participants will you have on board? If you are using a vehicle, will you also have participants that are walking? Total number aged Under 18: If yes, what is the total number of walking participants? How many aged 18 and under? If you are a Walking Group, how many participants will be in your group? Total number: Total number aged under 18: Will your group be dressing up (if so, please indicate how (this is not essential but the detail will help with the order of the parade if you are). Yes/No Do you intend to bring any non motor powered vehicles (e.g. trailer, customised bicycle, scooters, pushchairs, other) Yes No If yes, please give details Will your procession involve music? Yes No If yes, please give details Will your procession involve an alternative power source e.g. a generator to power a trailer mounted sound system? Yes No Please note that only diesel powered generators will be permitted. If yes, please give details:
Contacts on the Day Name of lead person on the day Lead person's mobile phone number (this person must be contactable on the day) If bringing a vehicle, please also provide the driver s name and telephone number Please also provide copies of the following with your application form Valid driving licences covering the category of the vehicle Valid Road Tax (or email confirmation from DVLA) Valid MOT Valid Insurance that covers participation in the parade Please tell us how you plan to steward your Walking Group/Vehicle How many years has the organisation been participating in the Carnival? Please include any other information which may be relevant and may assist in the planning of the parade