Event procedure

We hold approximately 70 outdoor events a year so it is important that you check availability with us as far ahead as possible.    We can reserve a date for you provided that your completed application is sent to us as soon as possible afterwards.

Your application to hold an event must include a booking form, site plan and risk assessment (further information is also available in our related links section at the top right of this page). If you have any questions or need help with your application -  then please do not hesitate to contact us at the address provided.

When we have received your event application it has to be checked thoroughly by Health and Safety and also the Parks Facilities Manager. Other Council departments will need to be involved if other elements such as food, music, dance and entertainment etc are to be included in the event. Some events with large numbers or potentially hazardous elements will have to be submitted to the Council’s Safety Advisory Group (SAG) for approval. The SAG meets once a month and includes  various representatives from Council departments such as Health and Safety, Food Control, Licensing etc and from external agencies such as the Police, Ambulance and Paramedic Service etc. The purpose of the group is to ensure that events are efficiently and safely run to take into account issues such as:

• health and safety
• traffic control/ parking
• first aid
• noise pollution
• litter
• ground damage
• crowd control   

It is important that you read and fully understand the documentation below so that you are aware of the kind of issues you need to consider when planning your event. These documents are available to download at the bottom of this page. You'll also need to open all of the related links at the top right of this page to read about everything which may be relevant to your event.

Please complete the booking form, risk assessment and site layout plan, ideally three months before the event, and certainly no later than six weeks before the event.

To save paper and time we would prefer you to email the documents to us using the address at the top of this page.

Site plans must include the position of all activities that make up the event, emergency vehicle access point, and all entrance and exit points.

We will submit your application for an event either to Health and Safety, or if appropriate to the next SAG meeting, which is held during the first week of each month.

We will let you know whether the event has been approved or whether further information or changes/additions to the risk assessment or site plan is required.

Once your event documentation is satisfactory you will be issued with a letter of approval. Please note you will also be required to send a copy of Public Liability Insurance a week prior to the event.