Events: Advice for organisers

Running an event on council property/land

NB: If you are applying for a street closure in respect of the Queen's Platinum Jubilee please complete the street parties application form  (not the application below)  

There are a number of legal requirements due to Coronavirus legislation which need to be met before any application can be granted. This additional legislation has made the decision process for events much more complex and as a result it currently takes longer.

How much notice do you need?

As a general rule, a minimum 12 weeks’ notice is required. Applications received within less than 12 weeks before the event are very unlikely to be considered and processed in time. If you are planning a large event involving more than 500 people it is recommended that you apply at least 16 weeks beforehand. In order to give your event the best chance of being able to go ahead please apply as early as you can in order to give time for any issues to be resolved.

If you’re planning a public event, there’s quite a lot to think about to ensure that your event is a safe one and that people can enjoy it, without causing nuisance or disruption to others. It’s important that you comply with all the legal requirements otherwise it will not be able to go ahead.

We want to be as helpful as possible to anyone thinking of running an event. In the last year we have helped many groups to plan and organise safe and successful events, from street parties and carnivals to fun runs, parades and concerts.

The event application form covers all you need to think about including:

  • closing roads or stopping traffic
  • licences to sell alcohol, play music or run a draw
  • making sure you have adequate insurance
  • getting rid of your rubbish after the event

If your event involves road closures and licence applications then you should consider applying at least six months in advance.

Once we receive your application, we can give you help and advice on planning your event and getting the permissions and licences that you need.

You will also need to provide the following documentation:

  • Site Specific event risk assessment
  • A COVID-19 risk assessment to take full account of the measures proposed to prevent and control the potential for COVID transmission
  • Fire risk assessment
  • Public liability insurance
  • Site plan/route plan
  • Event Management Plan (EMP) to include event overview and schedule, traffic management plan and emergency procedures
  • COVID-19 event checklist - please complete the front sheet as this will be used to assess your risk assessment and event plans, to ensure your documentation includes all the relevant information required before submission.

If your application successfully passes through the Safety Advisory Group (and the Director of Public Health (DPH) in some cases), you will be emailed confirmation from the Council.

It is also important to note that at this time, all events are subject to cancellation without liability to the Council and even when permission has been granted this could be revoked at any time, if necessary, which may include closing events that are already in progress.

Advice for all event organisers

Whether the event is on council land or elsewhere in the Borough the following advice applies:

The Government updated its advice on running events and attractions on 14 July 2021.

Events which may present a significant risk of transmission of coronavirus will be referred to the DPH at Hampshire County Council who, through the Health Protection Board, has the authority to prevent an event proceeding on the grounds of public health.

The Hampshire County Council Public Health team has created a guidance document for event organisers.

Health Protection (Coronavirus Restrictions) (England) (No.3) Regulations 2020

On 18 July 2020, legislation to grant local authorities new powers to respond to a serious and imminent threat to public health and to prevent COVID-19 transmission in a local authority’s area took effect. These regulations include powers for local authorities to issue a direction to:

  • restrict access to, or close, individual premises
  • prohibit certain events (or types of event) from taking place
  • restrict access to, or close, public outdoor places (or types of outdoor public places).

Depending on the size, nature and duration, some events may be referred to the DPH at Hampshire County Council who is responsible for overseeing the development and implementation of Hampshire Outbreak Control Plan. It is important for the DPH to have a role in advising whether events should take place from a preventing spread of infection perspective and be able to assess any cumulative impact of multiple events taking place, as events could have an impact on the transmission of the virus within and outside the borough.

A direction under these Regulations occurs when the local authority is satisfied that the following three legal conditions are met:

  • that giving the direction responds to a serious and imminent threat to public health
  • the direction is necessary to prevent, protect against, control or provide a public health response to the incidence or spread of infection by coronavirus in the local authority’s area
  • the prohibitions, requirements or restrictions imposed by the direction are a proportionate means of achieving that purpose.

These regulations will continue to apply until 24 March 2022. The powers may be used right up to the date of expiry.

Hampshire County Council Public Health Team have developed guidance for event organisers following the implementation of Plan B in December 2021.

All large events (over 1,000 people) and high risk events will be considered by the Safety Advisory Group whether they are on council land or not.