Luton International Carnival 2024
Parade Application Form - deadline Sunday 11 February 2024, 11:59 pm
Please read all parade entry essential and key information before completing the application. If you have any questions or need help with completing the form please contact us via carnivaladmin@carnivalarts.org.uk
Essential Information
Parade Route
The Carnival opens at 12 noon in St George’s Square and in The Hat District with family entertainment. The Carnival Parade will set up and start at Flowers Way and make its way through Luton Town Centre, stopping off a the performance area at St Georges Sq, continuing down Guilford St and setting down at Sliver St outside The Mall.
Date: Monday 27 May 2024
Location: Luton Town Centre
Route: Flowers Way, through Luton Town Centre and the Hat District, ending at Sliver St.
Event start: 12 pm (noon)
Parade start: 1 pm
Parade end: 4.30 pm (approximate)
Event end: 6 pm
Please note this parade route information is subject to change
Conditions of entry
You may enter the Carnival procession as a carnival group, music band, club, school, community organisation, group of friends and family or as a business.
Your Carnival entry may take the form of a float, mas band, a walking troupe, marching band, live music band or a combination.
No undecorated floats will be permitted to enter the procession.
The handing out of leaflets and merchandising during the parade is strictly prohibited unless there has been a prior agreement with UKCCA.
The procession will be photographed and filmed for the purposes of documenting Carnival and for promotional material. As this is a performance in the public domain, we will assume your consent unless we are informed otherwise. The UKCCA cannot be held responsible for photographs or film taken by independent persons or companies and used in the press or on the web.
The nature of your entry must meet at least ONE of the following criteria:
Arts participatory – i.e. must involve members of your group /organisation in the actual creation of your float / costumes (examples: schools, youth projects, mas bands).
Be culturally specific – i.e. bring something of your group's own cultural identity to enrich the diversity of the carnival parade (examples: Irish, Indian, Chinese community or cultural groups).
Contain aspects of live performance – i.e. provide procession entertainment through dance, drumming, live music or street theatre (examples: steel bands, stilt walkers, samba dancers).
Entries are required to be original, visually exciting, thought-provoking, satirical or entertaining and in keeping with the overall spirit of carnival.
What we will NOT accept,
Anti-social messages including inappropriate logos and slogans, imagery of or depiction of weapons.
Bikinis Mas and inappropriate dress- we are a children’s and family carnival for all communities; therefore, we require all performers to be appropriately covered.
Direct advertising.
T-shirts bands.
We reserve the right to refuse and prevent entry to, and eject from, the parade at any time
All parade entrants will be asked to sign an agreement to comply with all the conditions of entry.
Health and safety - in brief
Each group taking part must nominate a Health and Safety representative (if possible, with a current knowledge of First Aid).
Each group should also nominate at least 2 members to become ‘Parade Group Volunteers’. The role of group volunteers is to assist with the safe management of the parade and in particular with the welfare of their individual group.
Each group must submit a Risk Assessment (on the hazards and risks that may occur whilst setting-up, parading and packing-up).
Each group must have Public Liability Insurance, for up to £5 million cover.
There will be restrictions & regulation on noise levels to meet license conditions.
You will be required to provide adult stewards from your group (1 per 8 participants) to look after your members on the day.
If under 18s are taking part, you must provide adequate adult supervision to ensure the safety of the children (at least 1 adult to every 5 children). Adults in charge of children, other than their own MUST have a valid DBS check and you should have a Child Protection & Safeguarding Policy.
No animals, no pyrotechnics, no throwing of sweets, gifts or any other item or substance
Absolutely, no imitation or replica firearms or other weapons are allowed. Groups in breach of this may be withdrawn from the procession.
Alcohol must not be visible or consumed during the parade. Groups in breach of this may be withdrawn from the procession.
Please make sure all members wear sensible/comfortable walking shoes or trainers that cushion the soles of the feet and that they match the colours of the costume.
We advise groups to eat in advance as well as take snacks with you to eat during the parade – snacks that are high in energy are recommended. Carrying water is also advised, especially if it’s a warm day.
This year briefings will be delivered by Gentian Events and our H&S Officer and our Production Manager, BT Events. They will be held virtually on TEAMs. Please ensure that you have tested your mics, sound, cameras and visuals.
Please ensure that at least one of your Parade and/or Band Stewards, as well as a representative from your management team, attends and is on time. Date to be confirmed.
A full list of Health and Safety Regulations will be sent to you with your entry is acceptance confirmation and along with an invitation to a Health and Safety briefing prior to the event. Attendance at the Health & Safety Briefing prior to Carnival is COMPULSORY.
Entry Fee
Schools, voluntary or charitable organisations, Free
Commercial organisations, from £500 (plus VAT)
Please note that the UKCCA is not able to provide any financial assistance for floats, costumes, and logistics outside of our regular funded activities. However, we can offer budgeting, funding and sponsorship advise, for more information and advice please contact us via carnivaladmin@carnivalarts.org.uk
Collecting for charity
You may collect for charity along the route subject to a collection permit. Please indicate on the booking form if you would like to apply for a permit, you will need to apply to Luton Council for a permit a minimum of 4 weeks before carnival.
Key Information
Theme
Luton Flying High!
With Luton Airport celbrating it’s 85th anniversary and Luton Town Football Club moving up to the Premiership, Luton is truly flying high!
let your imagination fly with ideas of aviation, airborne, ambition, dreams, adventure, fairytale and more!
here are some ideas to get you started.
plane designs through time
airlines - pilots and cabin crew -uniforms, hats, and dance routines……
destinations flown to from Luton
the different communities and their cultures that have flown here
Hilda Hewlett - the first British woman to earn a pilots licence who also set up a factory in Luton manufacturing aircrafts, which became an important in expanding the Royal Air Corps in WW1
flying machines - fantasy inventions and adventures
summer holidays!!!!
going 'home'
all things that can fly - birds, bees, butterflys, hot air balloons, airships, paper airplanes, kites and more……
Floats
We are working towards a greener carnival and phasing out diesel and petrol-based vehicles and generators in the parade. We encourage electric, push and cycle floats and electric, battery, bio-fuel and people powered sound to reduce your carbon footprint.
If you would like to discuss your float entry and/or wish to get advice on alternative powered floats and sound please contact us via carnivaladmin@carnivalarts.org.uk
The largest recommended size for a vehicle participating in the parade is equivalent to 7.5 ton. Any group wishing to participate in the parade with a vehicle over that size MUST get prior approval from the UKCCA.
Be aware of size restrictions on your vehicles and costumes which will be checked before the parade sets off!
Maximum height (along procession route): 4.26m (14ft)
Maximum width (along procession route): 4m (13ft)
Maximum weight of vehicles: 7.5 tons unladen
Provision of floats, sound and generators are the sole responsibility of your group unless an agreement is in place with the UKCCA.
Please ensure that your vehicle for the parade is properly insured for that purpose.
Make sure that the driver of the vehicle has the correct driving license and is carrying it if asked to produce it on the day.
Make sure that the operators of push and cycle floats are fully trained and briefed and understand health and safety requirements.
Please ensure the safe and secure rigging of the items on the float to avoid things falling off. This rigging should be covered in your risk assessment.
No articulated vehicles will be permitted to go along the parade route.
Only authorised floats and vehicles will be admitted. We reserve the right to refuse, prevent and eject floats if they are considered hazardous.
Performance Area
There will be no judging this year, but there are plenty of opportunities to showcase and perform along the route and at the performance area at St George’s square.
The performance area will give you space and time (3-5 mins) for any choreographed performances, costume showcases, live music sets or for your group to pause and wave to soak up the crowd's cheers and applause.
Music
Music is welcome as part of your costume and performance parade entry and can be played along the route. We are phasing out petrol and desil power trucks and generators and encourage the use of electric vhielces, push floats and cycles to acomidate battery or bio-fused generators for sound systems. if you wish to discuss or get further advice please contact us via carnivaladmin@carnivalarts.org.uk
Steel bands, marching bands, other live music bands and singing groups are very welcome in the parade. Please provide us with as much information as you can in your application regarding the type of music and essential logistic to enable us to best accommodate you.
For your showcase in the performance area at St George’s Sq our DJ will play the track you provide in your application. If you do not know at this time which track you will use or if you change your mind, please contact us by Sunday 05 May 2024, 11:59 pm with your chosen track via carnivaladmin@carnivalarts.org.uk
Original or rare recorded music for performance areas will need to be provided in MP3 format via the online application or via WeTransfer sent to carnivaladmin@carnivalarts.org.uk by Sunday 05 May 2024, 11:59 pm.
If you do not provide us with a track, our DJ will select a track at their discretion (not applicable to Steel and other live music bands).
Schools
If your school would like any further information regarding safeguarding, health and safety and logistics to complete your planning and risk assessments, please contact Fiona Martin, Learning & Participation Manager, via fiona@carnivalarts.org.uk.
Your entry can also be part of a National Children's Carnival Week project. For more information on our dedicated school's programme, please visit, www.carnivalarts.org.uk/national-childrens-carnival-week
The Application Form
Because of demand, completing the form will not guarantee inclusion in the Carnival.
You will be informed by Friday 15 March 2024, if you have been successful in your parade application.
Susessful applicants will receive a Parade Agreement detailing parade ID numbers, registration on the day, the setup point, parking and other key information. Please sign and return the agreement by Sunday 24 March 2024, 11:59pm by emailing carnivaladmin@carnivalarts.org.uk