Organised Groups / Activities

Organised Groups & Activities Site Use Request Form

ALL organised groups and events must register by completing this Organised Group/Activities Site Use
Request Form.
In the majority of cases once this form is registered there will be no charge for using the site other than
we would encourage you to pay for parking, refreshments, retail or make a donation with this application
to support the site.
However if your activity or site use relates to something that receives payment or consideration, it is
commercial activity for which you will need to be issued with a permit for your activity before your
activity takes place. More information can be found in the Organised Groups /Activities Guidelines Form
RG1
SECTION 1
Contact Information
Contact name Mahalia Omonua / Johnbull Omonua
Company/Organization Holding Forth the Word Ministry Church
Address Bradwell Rd, New Bradwell, Milton Keynes
Post code MK13 0EJ
Contact telephone number 07940755919, 07956338110
E-mail address mahaliaomonua@yahoo.co.uk

Activity Details
Details of activity/purpose of
Picnic & walk in the woods church members. There will be no barbecue on the
hire. Please provide as much
day. Mini-van (if used) will be confirmed on the day.
info as possible
Is this a recurring
Proposed dates 17.06.2017 activity if so how No
often?
Picnic area, Walk in the
Location of activity Meeting point Picnic area
Woods
Expected number of adult Expected number
20 - 30 10 - 15
participants of child participants
Arrival time Departure time
Method of transport to site,
parking requirements
To be confirmed on the
Please note an additional fee is Car Number of vehicles
day
usually charged for coach and
minibus access and parking
Is your activity or use commercial, do you receive a payment or consideration relating
to your activity or use of the site. NO
If YES you will require a permit for your activity please also complete section 2

Further Information
If you would like to hire a specific venue or area of the
site, require a quote for catering, or would like to learn
more about the other services the Greensand Trust
can provide in support of your activity or event please
give details here

FORM RA1
SECTION 2
Commercial Permit Application Section (for Commercial Activities only)
This section must be completed if your group or activity meets our definition of a commercial activity .
You will need to be issued with a permit for your activity before your activity takes place.
Length of permit required Choose an item.
What charge is being made or income generated by the
activity?
How and where will you be promoting your activity? Any
promotional material which identifies or refers to the site
must be approved before issue.
Please provide evidence of all relevant insurance and
licences and organization policies for you event? (i.e.
public liability insurance, insurance for the specific activity
if not covered by public liability, DBS, child protection
policy and procedures, entertainments license, Health &
Safety policy, risk assessment
What Materials / Equipment will you be bringing to site?
(please separate into preparation and for the actual event
e.g. generator, toilet facilities, lighting)
What vehicles will need access to the site? (When,
where, what for?)

Donations - To be completed if you would like to make a donation in support of the Site
I would like to make a donation of
Please treat as Gift Aid donations all qualifying gifts of money made:
today in the past 4 years in the future
Please tick all boxes you wish to apply.
I confirm I have paid or will pay an amount of Income Tax and/or Capital Gains Tax for each tax year (6 April to 5 April) that is
at least equal to the amount of tax that all the charities or Community Amateur Sports Clubs (CASCs) that I donate to will
reclaim on my gifts for that tax year. I understand that other taxes such as VAT and Council Tax do not qualify. I understand
the charity will reclaim 25p of tax on every 1 that I give.
Donors details -Title: Initials: Surname: Date:

Preferred Payment Method

Please complete to enable us process your application for a Commercial Activities Permit or donation
Preferred Payment Method Choose an item.
Purchase Order if applicable
Billing Address
Card Number
Start Expiry Security
Postcode where card registered
Date Date No

Agreement
By submitting this application, I affirm that the information provided is accurate; that payment may be taken via the
preferred payment method and that I have read and agreed to abide by the Terms and Conditions as set out in this
document.

Signature / Authorised by Date 16.06.2017

Company / Group Name if Applicable Holding Forth the Word Ministry Church
Once completed, please return this form to Rushmere Country Park by one of the following methods:
E-mail to: info@greensandtrust.org
FORM RA1
 Organised Groups & Activities Site Use Terms & Conditions
1. Registration
ALL organised groups and events must register by completing this Organised Group / Activity Site Use Form.
Please fill out the form giving as much detail as possible
2. Definitions
For the purpose of this document the definition permit holder means any organised group, event and or commercial
activity granted permission or permit
Definition of a commercial activity is any activity which is conducted for gain. This includes non-profit making
organisations, eg. Say a charity who may be charging for participation in an event. Commercial activities on Sites are
managed to ensure minimal environmental impact and the delivery of high-quality visitor services. In some areas, the
number of permits is limited to protect the environment and visitor experiences.
3. Confirmation and or refusal
The Greensand Trust reserves the right to refuse or withdraw permission for you activity, such refusal will usually be due to
site or activity suitability.
4. Payment & Fees
Fees are charged for commercial activities to help the Greensand Trust meet direct and indirect costs in making resources
and facilities available to users.
Commercial Activity Fees will usually be calculated on a minimum of 15% of the revenue generated though the activity
using the site. For instance if you provide and event where participant pay a 10 charge, the Commercial Activity permit fee
would be 1.50 per person.
Fees relating to commercial activities are:
Application fee which must be paid when an application is lodged. This fee is charged to defray the costs
involved in administering and assessing the application. It is not refunded if the application is unsuccessful.
Usually a minimum charge is 25 though may be higher if a complex investigations or assessments required to
process the application, in such cases the applicant will be notified before charges applied
Deposit fee which is usually paid in advance once of any commercial permit have been agreed to allow a
permit to be issued. Usually calculated 20% of expected revenue, again this deposit is none refundable once
the commercial permit has been issued
Permit Fee these are charged on a per client basis. (Larger operations contribute more.) Recurring fees are
payable when a monthly return for activities carried out in the previous month is lodged. These returns and fees
payable must be lodged within 30 days of the end of each month.
The permit fee will usually be calculated at 15% of the revenue generated though the commercial activity less
any deposit already paid.
Recurring Permit fees are usually calculated at 15% of the value of the activities carried out in the previous
month lodged.
Charities and non-profit making groups will usually be calculated at 10% of the value of activities.
Though for some activities other calculations may apply but in such cases they will be advised on application.
Please note if your activity involves a specific area of the Site, Venue or Site Hire charges may also apply details of which
can be found on our Rushmere Venue Hire Guidance Sheet (Form RG4). Booking can be made via the Rushmere Booking
Request Form RA4
Returns
In order for you Permit Fee to be accurately calculated you are required to complete a return after your event. This may be
completed by e-mail or letter but must be submitted within 30 days of your activity having taken place or monthly if a
regularly recurring activity.
This must include:
Date / Dates of activity
Time spent on site
Number of Participants
Method of travel to site
Total of all revenue/ fees/ remunerations raised in relation to the activity
Value / % contribution due to site
5 Insurance
Please note that you should ensure you have all necessary public liability and other insurances for your event, activity or
use. The Trust accepts no responsibility, or liability for any loss, damage or injury which may occur in relation to your use.
The permit holder will indemnify Greensand against all liabilities, costs, expenses, damages and losses (including all legal
costs calculated on a full indemnity basis and other reasonable professional costs and expenses) suffered or incurred by
Greensand arising out or in connection with any claim made against Greensand by a third party arising out of or in
connection with the permit granted by the Greensand Trust under this agreement.
FORM RA1
6. Publicity and Programme
Any publicity material which relates to or identifies the Site should not be circulated until this has been submitted to and
approved by the Greensand Trust. Copies of the event programme or literature should be sent at least two weeks before
the event.
7. Health and Safety Requirements
Please note it is the responsibility your nominated Safety Officer to ensure the safety of your group and activities during
your time on site, but if you have any queries please contact our officers.
The Safety Officer should read the Emergency Evacuation Procedures on arrival and should follow staff instructions in the
event of an emergency.
The permit holder /safety officer shall ensure any employees and contractors take all reasonable precaution concerning
Ensuring there is an event or activity risk assessment in place
Creating a register of everyone in the group for use in the event of an incident.
Out of hours: Please note that some of the Visitor Centres fire exits are locked (the caf or visitor centre entrance/exits)
and instruct the group accordingly.
Further:
The permit Holder acknowledges and agrees Greensand Trust has not provided any assurance, warranty or
representation as to the suitability or safety of the Site for use concerning or in relation to the activity or event
proposed.
The Permit Holder shall ensure its employees, agents and contractors take reasonable care in their activities whilst
at the Site and in particular will take reasonable care to protect and conserve the flora, fauna and environment at
the Site. If Greensand Trust gives notice of environmental damage (including disturbance of sensitive species) is in
its opinion taking place the permit holder must immediately rectify this.
The permit holder must not bring onto the Site any dangerous, noxious, unstable, offensive or environmentally
damaging substances or materials. Must not light or allow any fire on the Site unless Greensand has given prior
written agreement and then only subject to the exact terms of such agreement.
The Permit Holder must obtain all necessary consents as may be necessary for its activity at the Site and observe
all statutory requirements relating to the same. The Permit holder agrees Greensand has no responsibility in this
regard. If however Greensand becomes aware of any default by the permit holder as to this it may issue a notice to
permit holder who must rectify the matter immediately.
8. Children
Anyone running sessions for children must arrange for sufficient adult supervision by persons accustomed to the care and
control of children. Where the purpose is to deliver an event for children or vulnerable adults the Trust requires that:
You should make the necessary arrangements to ensure that the person(s) delivering this event obtain a standard
or enhanced certificate from Disclosure and Barring Service.
Only event providers with a satisfactory disclosure certificate may undertake work That an adequate ratio of
supervision is provided
The Hirer should be aware of the provisions of the Childrens Act 1989.
Children must be under supervision at all times. Consideration should be given to other visitors to the park and
noise to be kept at a reasonable level.
9. Parking
Is only allowed in the designated parking areas.
Any publicity, including invitations, issued by the hirer should clearly advise as to these parking and access requirements
including any parking charges. Parking tokens for Rushmere Country Park can be purchase in advance of your event.
10. Photography and Filming
Photography or filming at the facilities is strictly prohibited or requires a commercial permit.
11. Conduct of Participants
Please make your group aware that the Visitor Centre/site is open to the public and to have consideration for other users
and not leave bags or personal belongings etc. unattended.
The Trust reserves the right to evict any person who does not adhere to the conditions, or who is considered by Trust staff
to be a danger to other members of the public, staff or the site itself.
12. Public spaces
The outdoor spaces are part of an area which is a publically accessible site. It is the responsibility of the hirer for good
order and conduct of their patrons during the visit. The Greensand Trust does not accept responsibility for interactions with
members of the public and/or their dogs/horses/bikes/cars.
13. Activities
Activities should reflect the nature of the environment and surrounds. The suitability of the activities will be considered upon
application. Not all activities will be able to be accommodated within the park or visitor centre.
14. Suitability & Limits
Organised Group and Commercial activities must be compatible with the management priorities of protected areas.
Conservation comes first. Use and Activities must be sustainable and in keeping with the environment. Use and Activities
FORM RA1
will only be granted where advantages to the Site and the public outweigh any potential disturbance or damage. Permission
or Permits will not be issued for activities which would cause substantial damage to the natural or cultural heritage of the
site or surrounding area. Strict terms and conditions apply to protect the Park.
The Greensand Trust has a duty to protect the environment and we require you to ensure that your group or activity does
no harm and is not invasive or damaging in any way. Please consult with our relevant Trust officers who have detailed
knowledge of the site and its sensitivities and can advise on what is and is not appropriate.
15. Reputation
The Permit Holder must not do anything or allow anything to be done at the Site which is likely to bring Greensand into
disrepute, taking into account particularly its status as a charity and its work and reputation as a conservation and
environment organisation.
The Permit Holder must not use or permit or suffer to be used the Site for any purpose or activity which in the reasonable
opinion of Greensand is illegal immoral noisy noxious or dangerous or which may be or become an actionable nuisance to
or cause damage to the Greensand Trust or any other person (including owners or occupiers of any adjoining or
neighbouring premises).

FORM RA1