Agenda and minutes

To note the current position with regard to holding sporting events at Epsom Downs Racecourse along with the potential for changes in approach. In the light of possible changes to arrangements, to determine an application for variation to the fixture date for the 2020 Derby.

The Conservators received a report requesting them to note the current position with regard to holding sporting events at Epsom Downs Racecourse and the potential for changes in approach. The report requested the Conservators to determine an application for variation to the fixture date of the 2020 Derby.

The Conservators received a presentation from Epsom and Ewell Borough Council’s Chief Legal Officer outlining the Government’s guidance on lifting restrictions on social-distancing measures (“Our plan to re-build: The UK Government’s Covid-19 Recovery Strategy”).

The Conservators received a presentation from Simon Durrant introducing an application from Epsom Downs Racecourse to run the Derby and Oaks races ‘behind closed doors’ on a single date in July or August 2020 with a public exclusion zone and the temporary closure of bridle paths.

The following matters were considered:

a)            Fencing arrangements: The Conservators were informed that free-standing fencing would be provided to enable a ‘behind closed doors’ running of the Derby to be held. This fencing would not cause damage to grass and would be scrim-covered to block views, thus discouraging public attendance on race day.

b)           Management and promotion of event. Simon Durrant informed the meeting that a comprehensive communication strategy would be put in place for the Derby, and that it would be made clear that it would not be open to public observation on the Downs. Communications with local communities would also stress that the best way for them to support and enjoy the Derby 2020 would be by watching it on television. The Racecourse would work closely with Surrey Police and its security and stewarding provider to ensure that a safe, secure zone for the Derby was provided as outlined in the proposal.

Following consideration it was resolved:

That the Conservators:

(1)          had considered the special circumstances affecting racing at Epsom Downs Racecourse;

(2)          noted the current position in relation to the holding of a race day not open to the general public and the safe conditions requested for the holding of such an event at Epsom Downs Racecourse;

(3)          had considered the request for a change to the date of the 2020 Derby with a flexibility of dates in July or August 2020 along with the fencing/secure area which is required, shown edged red on the Plan attached as the Annex to the report;

(4)          approved:

a)            Flexibility for the Derby to be held on a date in July or August  2020, with notice of such date to be given to the Clerk to the Conservators at least 3 days before the event occurs and

b)           the details of the fencing / secure area arrangements as set out in the Application for consent, attached at the Annex to the report.