Hiring a park for an event
Bexley’s parks are available to hire for a wide range of events. All types of application are welcome, from community-based, to charity or commercial event offerings.
You need our permission to hold an event in one of our parks and you will need to agree to our terms and conditions (PDF). The Event Umbrella is available to help guide you through the process. Please read the information provided and then email bexley@theeventumbrella.com if you have further questions.
To ensure this is the right application process for you, we need to know if your proposal would be classed as 'an event'. This will be defined as:
- a gathering of 50 or more persons
- where infrastructure is brought to site
- where activities are offered (licensable or other) which may constitute an event e.g., music, catering, or coordinated activities
There is a separate process for fitness class or training in parks and film and photography, visit the Bexley Film Office website for further information.
Application process
Our event application stages flowchart (PDF) explains the stages of the process. This process is for the use of council-owned or managed land, to hold an event.
Additional applications (where applicable) will be required for:
- licences and permits
- road closure application
- parking dispensations and suspensions
- advertising banner request form
Make an initial enquiry
We need to check that your proposal is viable before asking you to make a formal application. For example, we need to be sure that:
- you are applying through the correct process
- the land you want to use is managed by the parks service
- the land is available on your proposed dates
- the proposed events meet with Bexley’s ‘Use of parks’
Please email bexley@theeventumbrella.com with the following information:
- a few sentences to introduce yourself/company and your experience in delivering events
- a site map showing proposed site layout and location (and/or route map where applicable)
- event area in m2 or hectare i.e., area which the event occupies (within the event perimeter)
- an overview of proposed activities that will be taking place at the event
- a summary of any proposed infrastructure to be brought to site e.g., 2 marquees, 20 gazebos, 5 toilets, 1 stage
- event dates and times including both the construction and open phases - include arrival/open/close/offsite dates and event opening times
- anticipated attendance: maximum expected per day (DAILY) and maximum expected at any one time (PEAK)
- event ticket fees (if applicable)
Required Information
In support of your application, you must supply an Event Management Plan (EMP) to clarify the event activities and content, and to describe the management plans that will be in place at the event. The content of the EMP will vary dependant on the scale and nature of the event, but the following should be considered:
- the event name, site, anticipated attendance, dates, and timings
- details of the planned activities taking place, for example, will there be live or recorded music, catering, stalls, animal shows, fireworks, rides, or inflatables
- details of the infrastructure to be brought to site (to include generators and AV equipment). Infrastructure should be consistent with your site plan
- licensing arrangements – details of type of licence and associated arrangements e.g. Designated Premises Supervisors details, details of licence holder and management arrangements for sale of alcohol
- maps and plans – to show location of the event within the site and major infrastructure
- health and safety – policy statement and assurances, roles and responsibilities
- supplier management – supplier management plans, and the checks you will be conducting on your suppliers
- vehicle management:
- onsite: details of arrangements, restrictions, expected vehicle numbers and consideration of ground protection
- offsite: parking and traffic management plans - security and crowd management – details of management arrangements, security/ stewarding provision and competency
- information and welfare – arrangements around information sharing and ensuring the welfare of attendees (including children and vulnerable persons)
- environment – assurances regarding minimising disruption and adequate provision of sanitary/waste facilities. A noise management plan is required where applicable (music, amplification, or potential for noise disturbance). Event sustainability must be considered
- emergency planning – details of your emergency plans including communications, medical, fire protection and procedures for lost persons/fire/evacuation
- risk assessment – to identify potential risks and ensure appropriate measures are in place to minimise the risks. A fire risk assessment must be included
- insurance – proof of event public liability insurance in accordance with the Terms and Conditions must be provided, value required dependant on the type and size of the event.
Application deadlines
The completed application form and supporting documentation (including site plan, risk assessment and insurance documentation) must be submitted as follows:
| Scale of event | Application deadline (minimum weeks prior to proposed event date) |
|---|---|
| Small (up to 499 daily attendance) | 13 |
| Medium (500 to 1999 daily attendance) | 18 |
| Large (2000 plus daily attendance) or complex (or 'multiple components’) e.g. Multi-stage, Multi-performance, Multi-activity, Multi-day, Multi site or large scale (>5 hectares). | 26 |
Fees and charges 2024/25
Parks and Open Spaces Site and banner display hire
Non-Fundraising Charities (20% discount for organisations based in borough)
| Less than ½ hectare | ½ to 2 hectares | Above 2 hectares | Above 5 hectares | |
|---|---|---|---|---|
| Minimum charge of 4 hours | £94 | £188 | £376 | To be negotiated |
| Rate per additional hour | £23.50 | £47 | £94 | To be negotiated |
Fundraising Charities (20% discount for organisations based in borough)
| Less than ½ hectare | ½ to 2 hectares | Above 2 hectares | Above 5 hectares | |
|---|---|---|---|---|
| Minimum charge of 4 hours | £188 | £376 | £752 | To be negotiated |
| Rate per additional hour | £47 | £94 | £188 | To be negotiated |
Site hire deposit fee
| Less than ½ hectare | ½ to 2 hectares | Above 2 hectares | Above 5 hectares |
|---|---|---|---|
| £250 | £500 | £1000 | To be negotiated |
Commercial Bodies
Funfairs, non-operational days, circuses, advance booking trailers, events/sports days, sponsored walks, regular weekly/monthly bookings, festivals/long stay events and wedding/photography - subject to negotiation. Negotiation on the Council’s behalf delegated to Head of Parks and Open Spaces.
| Banner Display Hire | |
|---|---|
| Charge per week | £60 |
Authority delegated to the Head of Parks and Open Spaces in consultation with the Environment Cabinet Member to negotiate promotional rates for banner display hire for Council grant funded. organisations.
| Wedding Photography | |
|---|---|
| One off fee | £60 or £65 if using the council's insurance |
This charge is towards administration costs to ensure the wedding party does not clash with another wedding party or any event taking place in the park.
Fitness classes
The charge covers initial admin costs as well as ground hire charges.
| Short term/specific term | £17.50 per 1 hour class |
|---|---|
| Long term/annual | £46 monthly fee per 1 hour class per week |
Park Hire information pack
The mandatory information pack below lists the terms and conditions, risk assessments and the associated documentation required to apply for events.
- Application Stages Flowchart (PDF)
- Terms and Conditions (PDF)
- Event guidance notes (PDF)
- Event guidance checklist (PDF)
- Example – Stewards briefing pack (PDF)
- Event risk assessment guidance notes (PDF)
- Event fire risk assessment guidance notes (PDF)
- Example risk assessment (PDF)
- Blank risk assessment form (PDF)
- Blank fire risk assessment form without temporary structure (PDF)
- Blank fire risk assessment form with temporary structure (PDF)
- Safety inspection Checklist (PDF)
- Accident report form (PDF)
- Event Participation list (PDF)
What happens next
We will email you to let you know what the next steps are but please be aware, if your application is accepted:
- we will issue further Terms and Conditions, specific to your application
- you will be required to pay the fee in advance of the event
- a deposit will be charged, and payment must be received in advance of the event
- you will need to attend an onsite meeting with our ground officer pre and post event
How to apply
For all new events, or repeat events where there are significant changes, you must send an initial enquiry email to check if the proposal is viable before making an application.
This form should take around 45 minutes to complete.