Party on the Pitch 2011; License Explanatory Letter

Dear Residents

Due to rumours and uncertainty regarding this year’s event, we, the Party on the Pitch Committee, want to take this opportunity to contact you directly to inform you of our plans for the June 18th event. Hopefully through your inclusion in the planning of the day we can satisfy any concerns you may have.

First of all, we feel we have to explain exactly what Party on the Pitch is and why we hold this event every year. It is no secret that in small rural villages such as Tycroes, businesses have faltered in recent memory and the traditional Rugby Clubs are no different. As an ever present institution in the village’s history in its Centenary year, we are battling against the tide every year to keep the premises open to pass on to future generations, in the same way we inherited it from our parents and grandparents. Permanent closure is a serious threat and Party on the Pitch was created out of this need for drastic innovation to save THE VILLAGE club, whose facilities are used by a variety of groups and organisations, including Tycroes Primary School. 

The second aim of our event is to create an affordable and fun day out for families in an area that is lacking in amenities for local families. To listen to the acts that we aim to provide can cost families hundreds of pounds and, as members of the community, we know this is not feasible for many who have children of their own. Marketed as “something for everyone” we feel that we have been successful in this aim, as the last few years have been wonderful and pleasant occasions enjoyed by all, from newborn up to pensioner. As volunteers, who give up literally 52 weeks a year for this event, we are unpaid and overworked. We are not in this for personal financial gain, but rather for the community to have an event it can be proud of and we hope we have been successful to this end. We need to stress for clarity that this is BY the Community FOR the Community. Every year we are learning and, although there are things that need to be fine tuned, hopefully, with your cooperation, we can improve each year.

To deal directly with an issue we know may have caused concern, we can categorically state that there will never be 10,000 people at this event. We already have a permanent licence for one weekend a year.  However, it has a 3,000 attendance limit and the layout is for a single rugby pitch.  This year, we decided to use 2 pitches and to try and increase the numbers attending.  This has meant a new licence application.  The cost is £1,190 for this application, whether for 5,000 or 9,999 attendees.  We therefore decided, after consultation with the council and police, to apply for a licence for up to 9.999, BUT with the exact limit being agreed by police/council each year.  This year we have already voluntarily limited the numbers to 6,000.

With regard to some other concerns that have been expressed, a Noise Management Plan for the event has already been approved by the Council Environmental Health Department and this week we held a meeting with Responsible Authorities in the form of a Safety Advisory Group, with representatives from the police and fire service and council representatives from Highways, Health and Safety, Environmental Health, and Licensing.  During the meeting, details for sanitary arrangements at the event were agreed and we voluntarily agreed to provide an increase of 25% in Security staff above the level initially required by the police.  Although yet to be approved, the Transport Management Plan for the event was discussed and the main constituents agreed.  The plan involves the use of a dedicated Park and Ride scheme, with a one way system along Penygarn Road, a dedicated parking area within the village and parking restrictions (which will be monitored and enforced by the police where necessary) along Penygarn Road.  Details of these arrangements, including the parking restrictions are already publicised at a dedicated Party on the Pitch transport website: (http://uk.groups.yahoo.com/group/Party_on_the_Pitch/)

 As a committee, we hope that this information has helped to allay any concerns you may have but, mindful of the need for the community to work together, we have already held a Party on the Pitch Open Meeting at on Monday 4 April 2011 in the Gelli Suite (first floor function room) of Tycroes RFC.  Representatives from the Club Committee and the Party on the Pitch Committee were available to answer any questions put to us but we are still open to communication from you, our community about any issue that arises. 

Hoping for your continued understanding and support

The Party on the Pitch Committee

www.thepartyonthepitch.com