Information on events planning and enforcement

Roedd y cais yn llwyddiannus.

Dear Stratford on Avon District Council,

I would like information on what measures are being taken to ensure that events in the local area are being held in accordance with both local and national regulations and guidelines, including Health and Safety & social distancing at any events held within Stratford-upon-Avon or the surrounding area.

I understand there is a large show taking place at Stratford-upon-Avon racecourse in June, specifically I request information and correspondence in relation to the show(s), and the venue and decisions or considerations made by the council or related organisations.

I understand the proposed event is taking place whilst restrictions in relation to covid and events are still in place, and that there can be expected to be 1000’s of people attending and camping overnight, with a bar area and several music tents.

I would specifically also like information on what action the council is taking to ensure social distancing will be adhered to and enforced at the show, and generally that other regulations for the events are being followed.

The information should also contain any submissions from the venue or show, detailing measures that they are putting in place, or propose to put in place, or any other correspondence.

JS

Info, Stratford on Avon District Council

Thank you for your email

 

This is to notify you that Stratford District Council have received your
correspondence and you will receive an official response in due course.

 

Please Note: This is an automated response - Please do not reply to this.

 

Customer Services Centre
Stratford on Avon District Council, Elizabeth House, Church Street,
Stratford upon Avon, Warwickshire, CV37 6HX
Switchboard +44 (0)1789 267575,
email [1][Stratford on Avon District Council request email], web [2]www.stratford.gov.uk

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References

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Stratford on Avon District Council

Processing Freedom of Information Request
Freedom of Information #21405
Dear JS,

We have started processing your Freedom of Information request. A response
may take up to 20 working days. If you have not received a response after
29/04/2021 , please contact the council ([email address]).

Your Freedom of Information reference number is #21405.

Regards,

Freedom of Information Officer
Stratford-on-Avon District Council

dangos adrannau a ddyfynnir

Stratford on Avon District Council

19 Atodiad

Freedom of Information Response
#21405
Dear JS

Further to your request, please see the attached documents. Please note
that any personal data has been redacted.

If you are dissatisfied with the handling of your request, you have the
right to ask for an internal review. An internal review request should be
submitted in writing within 40 working days of receiving the original
reply and should be addressed to:

Phil Grafton, Monitoring Officer,
Stratford-on-Avon District Council,
Elizabeth House,
Church Street,
Stratford-upon-Avon,
Warwickshire
CV37 6HX.

You also have the right to make a complaint to the Information
Commissioner's Office. You can contact the ICO using the information
below;

Tel: 0303 123 1113
E-mail: [email address].
Live chat: https://ico.org.uk/make-a-complaint/

Regards,

Freedom of Information Officer
Stratford-on-Avon District Council

dangos adrannau a ddyfynnir

Dear Stratford on Avon District Council,

Thank you for the reply it looks like the information provided is missing attachments from the emails for example "I have also attached a MoU in regard to events held in Warwickshire which includes trigger points in which if 5 or more are met the event will not be permitted to go ahead. "

Would you kindly review the information provided and provide all attachments?

The way the information has been provided with no file names, and single documents like site plans being provided on multiple pages make it impossible to review.

Would you kindly resent all data in a usable format?

Yours faithfully,

JS

Info, Stratford on Avon District Council

Thank you for your email

 

This is to notify you that Stratford District Council have received your
correspondence and you will receive an official response in due course.

 

Please Note: This is an automated response - Please do not reply to this.

 

Customer Services Centre
Stratford on Avon District Council, Elizabeth House, Church Street,
Stratford upon Avon, Warwickshire, CV37 6HX
Switchboard +44 (0)1789 267575,
email [1][Stratford on Avon District Council request email], web [2]www.stratford.gov.uk

dangos adrannau a ddyfynnir

References

Visible links
1. mailto:[email address]
mailto:[Stratford on Avon District Council request email]
2. Original URL: http://www.stratford.gov.uk/. Click or tap if you trust this link.
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Gerard Gray, Stratford on Avon District Council

Good afternoon JS,

 

I write to you in my position as Information Governance Manager for
Stratford-on-Avon District Council in relation to your two issues raised
below. I summarise the two issues as follows:

-          That it appears attachments for e-Mails have not been included
in the response.

-          That the information is not in a ‘useable format’.

I respond to these points separately.

 

It appears attachments for e-Mails have not been included in the response.

From my investigations today, I have ascertained that you have been
provided with the attachments from the e-Mails which you received,
although I understand that this was not clear and for that I apologise on
behalf of The Council. I provide below the names of the files which were
attached to the e-Mails.

 

e-Mail file name: Re FW Adventure Overland Show 2021_Redacted

Attachment: AOS-Questions

Attachment: Event Management Plan x 2_Redacted

 

The information is not in a ‘useable format’.

From your communication below, you have stated that your issue is that
‘The way the information has been provided with no file names, and single
documents like site plans being provided on multiple pages make it
impossible to review.’ The purpose of the Freedom of Information
legislation is to acquire information held by The Council, not for The
Council to alter how files are held (by, for instance, combining files,
renaming them or providing additional details or further explanations) in
the process of providing a response to your request. The Council consider
that to do so could potentially lead to suggestions that a responding
organisation are intentionally manipulating data in order to present
information in a biased manner- in other words, ‘controlling’ how you
interpret the data you have received. In the Freedom of Information
legislation, you have a statutory right to specify the ‘form’ of the data
(e.g. whether the data is presented digitally or in physical form) but not
the ‘format’ (e.g. specifying a specific file type, such as PDF or CSV
file). As such, you have received the files in the format which they are
held by The Council, with correct file names and content. I can, however,
confirm for you that all files provided for you relate to the planned
Adventureland event at Stratford-upon-Avon Racecourse.

---

 

I hope that this satisfactorily answers your queries. I note that,
although you have asked for a review, you have not specifically requested
a formal Internal Review. As all information meeting the remit of your
request has been provided for you, I interpret your request instead as a
follow-up query which I have responded to with the above.

 

Regards,

 

Gerard Gray

Information Governance Manager

Law and Governance

Stratford-on-Avon and Warwick District Councils

 

---

 

From: JS <[1][FOI #742509 email]>
Sent: 20 April 2021 10:30
To: Info <[2][Stratford on Avon District Council request email]>
Subject: Internal review of Freedom of Information request - Information
on events planning and enforcement

 

Dear Stratford on Avon District Council,

Thank you for the reply it looks like the information provided is missing
attachments from the emails for example "I have also attached a MoU in
regard to events held in Warwickshire which includes trigger points in
which if 5 or more are met the event will not be permitted to go ahead. "

Would you kindly review the information provided and provide all
attachments?

The way the information has been provided with no file names, and single
documents like site plans being provided on multiple pages make it
impossible to review.

Would you kindly resent all data in a usable format?

Yours faithfully,

JS

dangos adrannau a ddyfynnir

Stratford on Avon District Council

Processing Internal Review (FOI/EIR) Request
Internal Review (FOI/EIR) #21454
Dear JS,

We have started processing your Internal Review (FOI/EIR) request. A
response may take up to 20 working days. If you have not received a
response after 20/05/2021 , please contact the council
([email address]).

Your Internal Review (FOI/EIR) reference number is #21454.

Regards,

Freedom of Information Officer
Stratford-on-Avon District Council

dangos adrannau a ddyfynnir

Stratford on Avon District Council

Internal Review (FOI/EIR) Response
#21454
Dear JS

Please note, following my original reply which I sent to you in the last
few minutes, I identified that you mentioned that you were specifically
making an 'Internal Review request' in the subject line of your e-Mail to
Stratford-on-Avon District Council. In accordance with Freedom of
Information legislation, I have therefore processed the request as a
formal Internal Review and provide the response below. I apologise for my
error in not identifying this beforehand, and encourage you to take this
response as the 'correct' response from The Council, as there are some
amendments from my previous e-Mail to you.

I write to you in my position as Information Governance Manager for
Stratford-on-Avon District Council in relation to your two issues raised
below. I summarise the two issues as follows:

- That it appears attachments for e-Mails have not been included in the
response.
- That the information is not in a ‘useable format’.

I respond to these points separately.
-----
ISSUE: It appears attachments for e-Mails have not been included in the
response.
RESPONSE: From my investigations today, I have ascertained that you have
been provided with the attachments from the e-Mails which you received,
although I understand that this was not clear and for that I apologise on
behalf of The Council. I provide below the names of the files which were
attached to the e-Mails.

e-Mail file name: Re FW Adventure Overland Show 2021_Redacted
Attachment: AOS-Questions
Attachment: Event Management Plan x 2_Redacted

-----

ISSUE: The information is not in a ‘useable format’.
RESPONSE: From your communication below, you have stated that your issue
is that ‘The way the information has been provided with no file names, and
single documents like site plans being provided on multiple pages make it
impossible to review.’ The purpose of the Freedom of Information
legislation is to acquire information held by The Council, not for The
Council to alter how files are held (by, for instance, combining files,
renaming them or providing additional details or further explanations) in
the process of providing a response to your request. The Council consider
that to do so could potentially lead to suggestions that a responding
organisation are intentionally manipulating data in order to present
information in a biased manner- in other words, ‘controlling’ how you
interpret the data you have received. In the Freedom of Information
legislation, you have a statutory right to specify the ‘form’ of the data
(e.g. whether the data is presented digitally or in physical form) but not
the ‘format’ (e.g. specifying a specific file type, such as PDF or CSV
file). As such, you have received the files in the format which they are
held by The Council. I can confirm for you that all files provided for you
relate to the planned Adventureland event at Stratford-upon-Avon
Racecourse, as this was the only event reasonably considered by The
Council to meet the remit of your request.

However, I notice that there has been an error in disclosure to you, in
that file names have erroneously been replaced with the file name
'attachment'. I will look into this separately, but will re-send the files
outside of our internal FOI system in an attempt to enable file names to
be uploaded to the WhatDoTheyKnow platform correctly.

-----

I hope that this satisfactorily answers your queries.

Regards,

If you are dissatisfied with the handling of the internal review, you have
the right to make a complaint to the Information Commissioner's Office.
You can contact the ICO using the information below;

Tel: 0303 123 1113
E-mail: [email address].
Live chat: https://ico.org.uk/make-a-complaint/

Regards,

Freedom of Information Officer
Stratford-on-Avon District Council

dangos adrannau a ddyfynnir

Gerard Gray, Stratford on Avon District Council

19 Atodiad

Please see attached the files requested under this Freedom of Information
request.

 

Regards,

 

Gerard Gray

Information Governance Manager

Law and Governance

Stratford-on-Avon and Warwick District Councils             

 

dangos adrannau a ddyfynnir

Dear Gerard Gray,
Thank you for the outcome of the internal review,

I note you did not specficlly respond to the example provided ""I have also attached a MoU in regard to events held in Warwickshire which includes trigger points in which if 5 or more are met the event will not be permitted to go ahead. "

Would you kindly tell me which attachment the MOU is as i do not see this.
I would like to give you the oportunity to respond prior to raising a complaint with the ICO, as i trust this is an oversight.

If trust you will clarify this before the end of this week?

Yours sincerely,

JS

Dear Gerard Gray,
I also note a SAG meeting took place, which is very relevant. I do not see any documents in releation to this.
Would you kindly provide any additional correspondence, outcomes and meeting notes from all parties to date 28/04) , that have not yet been provided.

Yours sincerely,

JS

Gerard Gray, Stratford on Avon District Council

1 Atodiad

  • Attachment

    Warwickshire approach to Festivities and Event in 2021 final MoU 15.03.21.docx

    377K Download View as HTML

Good afternoon,

My apologies for the erroneous absence of the MoU template in the files which were disclosed to you. Please see attached. It is important to note that the document is a template which has been created by Warwickshire County Council. The officer who originally sent the file via e-Mail has provided me with the following supplementary information in relation to this file;

"In reference to my comment in the original e-mail, the landscape surrounding COVID-19 and the Government's stance has now changed. Within the document it states "If there are concerns related to five of more of the triggers an event(s) will not take place." This comment is no longer valid. Instead, if 5 or more of triggers are met all we will do is look to reduce the capacity of the event and potentially change the way it runs."

I note that you make a further request for information below, which states: " Would you kindly provide any additional correspondence, outcomes and meeting notes from all parties to date 28/04) , that have not yet been provided." Please note that any request for information may only include data held by The Council on the date which the original request was made; in this case the 30th March. As such, the new information requested would not fall under this remit and will require a new request for information to be processed. In order to avoid a situation where the response to our requests will overlap, we will process the following request for you:

"Any correspondence, outcomes and meeting notes from all parties, from 30th March 2021 to date, in relation to the 'Adventureland' show taking place at the Stratford-on-Avon racecourse. This will include documentation in relation to the SAG meeting which occurred in that time."

Please be advised that this new request will be subject to the same 20-working day response timeframe for The Council from today's date. Please also note that, as you have made this request from the original WhatDoTheyKnow e-Mail address, the response will be sent to the same WhatDoTheyKnow e-Mail address. As such, for WhatDoTheyKnow's purposes, both FOIA requests will be contained within one location.

Regards,

Gerard Gray
Information Governance Manager
Law and Governance
Stratford-on-Avon and Warwick District Councils

dangos adrannau a ddyfynnir

Stratford on Avon District Council

Processing Freedom of Information Request
Freedom of Information #21477
Dear JS ,

We have started processing your Freedom of Information request. A response
may take up to 20 working days. If you have not received a response after
27/05/2021 , please contact the council ([email address]).

Your Freedom of Information reference number is #21477.

Regards,

Freedom of Information Officer
Stratford-on-Avon District Council

dangos adrannau a ddyfynnir

Stratford on Avon District Council

18 Atodiad

Freedom of Information Response
#21477
Dear JS

Further to your request, please see attached our response.

As we are sending the files in the same way as the previous request, we
will check the website soon to ensure the files have retained their names.

If you are dissatisfied with the handling of your request, you have the
right to ask for an internal review. An internal review request should be
submitted in writing within 40 working days of receiving the original
reply and should be addressed to:

Phil Grafton, Monitoring Officer,
Stratford-on-Avon District Council,
Elizabeth House,
Church Street,
Stratford-upon-Avon,
Warwickshire
CV37 6HX.

You also have the right to make a complaint to the Information
Commissioner's Office. You can contact the ICO using the information
below;

Tel: 0303 123 1113
E-mail: [email address].
Live chat: https://ico.org.uk/make-a-complaint/

Regards,

Freedom of Information Officer
Stratford-on-Avon District Council

dangos adrannau a ddyfynnir

foi, Stratford on Avon District Council

18 Atodiad

Good Morning

 

In regards to the response provided for #21477 we have checked the
WhatDoTheyKnow website and have seen that the attachments have just been
uploaded as ‘attachment’ rather than with their file name.

 

I have attached the documents again with the original file names.

 

Kind Regards

 

Freedom of Information Officer

Stratford on Avon District Council

 

dangos adrannau a ddyfynnir