Issue - meetings

This report informs Conservators of the current confirmed events on the 2025/26 Events Calendar for the Downs and seeks approval for two new events proposed to take place in 2026.

The Conservators received a report informing them of the current confirmed events on the 2025/26 Events Calendar for the Downs and seeking approval for two new events proposed to take place in 2026.

The following matters were considered:

a)            Amendment to 2026 Calendar. The Interim Assistant Head of Service & Streetcare Manager raised that there is an additional event to be added to the 2026 event calendar. She informed the Conservators that the Banstead Rotary Club annual walk will be held on the 26^th of April and will be no more than roughly 60 people, with 20 spectators and staff. She highlighted that it is classified as an A event, with low impact on the Downs and is run in support of local charities. She also raised that a request has been received from the RAC Club to use the Downs for parking. She explained that this request is the same as received in previous years and is currently being discussed. If approved, this would be on the 8^th of July.

b)            Declarations. The Chair declared that he is a member of the Tadworth Athletic Club. Councillor Clive Woodbridge declared that he is a member of the RAC Club.

c)            Banstead Walk. A Member of the Conservators asked for the timings and day of the week for the Banstead Walk event so as to ensure it does not interfere with training times.The Interim Assistant Head of Service & Streetcare Manager confirmed that the event will be held on a Sunday, and it does not interfere with training as it will begin after training and conclude at 15:30.

d)            Additional Events. A Member of the Conservators flagged that any additional events on the Downs increase footfall and it is the Conservators responsibility  to consider the implications of allowing additional events to be held on the Downs. The Chair noted the comments and agreed that there is a delicate balance to be struck. The Interim Assistant Head of Service & Streetcare Manager highlighted that the Cancer Research Race for Life event no longer takes place on the Downs, and the two new applications are much smaller events. She explained that officers and Conservators would be reticent about bringing back or allowing such a large event again.

Following consideration, the Conservators unanimously resolved to:

(1)      Note the Events Calendar for 2025/26.

(2)      Approve the event request for the Andy Macfarlane Charity Walk as set out in Appendix 1.

(3)      Approve the event request for The Oddballs – 2000 Perch event as set out in Appendix 2.

(4)      Note the increase to fees and charges for Events on the Downs as set out in section 8 of this report.