Issue - meetings

To approve a request from Cancer Research UK to hold the annual Race for Life Event on the Downs in 2024.

The Conservators received a report presenting a request from Cancer Research UK to hold the annual Race for Life Event on the Downs in 2024.

The following matters were considered:

a)            Cap on Participants Numbers. A Member of the Conservators raised that the approximate participants number is very high and quite vague and suggested that Conservators might be inclined to suggest a cap on numbers at the event. The Chair noted the comment and informed the Conservators that it is something to be considered and explored if events of this sort of scale are applying to be held on the Downs more regularly. The Chair raised that it can be communicated to event organisers that a cap on numbers of participants is being considered by the Conservators.

b)            Downs Education Stand. A Member of the Conservators raised that the event would be a good opportunity for visitor education and having a stand with a handout about the Downs would spread awareness of the local nature, Downs uses and byelaws. The Chair thanked the Member for the suggestion and indicated that if it could be coordinated between the Jockey Club and Borough Council, then it would be a great way to raise awareness. A Member of the Conservators raised a concern about giving out a paper handout, citing the cost and risk of littering, and suggested an email to participants from event organisers could be a better and more sustainable option, or an option of including a handout within the information pack they will receive prior to the event from the organisers.

c)            Footfall damage. A Member of the Conservators acknowledged that the event has been previously supported and approved by the Conservators for a number of years but wished to highlight the issue of increased footfall on the Downs and the potential damage it can cause.

d)            Downskeepers. A Member of the Conservators asked where the input from Downskeepers is regarding the impact of the event last year and a summary of how it went from their perspective. The Member highlighted the importance of listening to the feedback and advice of the team who help organise, police, and clear up after the event. The Chair informed the Conservators that they intend to invite Nigel Whybrow to future Conservators Meetings on an ad hoc basis to provide a report on what is happening on the Downs. The Chair also proposed asking the Downskeepers to come and give an update, in person or written, so their invaluable input is not being overlooked, and getting an update from TGMB fed back to future Conservators Meetings.

e)            Tadworth 10. A Member of the Conservators raised that it is important for the organisers of events on the Downs to be made aware that participants must not cross the track at any point, other than at the agreed designated points shared with participants prior to the event and requested that this could be fed back to the organisers of the Tadworth 10 event. The Chair noted  ...  view the full minutes text for item 55