Hiring a park for an event
Parks and open spaces can be hired for a wide range of events, these include:
- circuses
- community festivals
- concerts
- craft fairs
- funfairs
- orienteering
All events are required to submit an event application a minimum of 3 months in advance to enable all necessary documentation to be compiled prior to the statutory 28 days consultation period which incorporates informing all the relevant parties of the upcoming events and a Safety Advisory Group Meeting to be convened if deemed necessary.
Before we can process your application, we require an Event Management Plan (EMP) detailing what your event entails, numbers expected and how you intend to run the event. Event organisers should consider the below and include the information within their EMP. Requirements will vary depending on the size of the event being organised.
- event site plans showing where in the park it will be located and what the layout of the event is
- risk assessment - insert as appendices to the EMP
- separate fire risk assessment - insert as appendices to the EMP
- separate COVID-19 specific risk assessment - insert as appendices to the EMP
- parking/traffic management plan
- security/stewarding
- communications / control
- structures / equipment / barriers / generators (Please note no petrol generators allowed) / lighting installations / sound systems
- entertainment
- relevant music/park premises licences
- catering / merchandising
- inflatables/funfair rides
- fireworks/pyrotechnics
- first aid provision
- emergency plan/emergency access routes
- waste management plan
- welfare facilities
- noise monitoring
- advertising
You will also need to provide copies of your public liability insurance to cover the event, a minimum of £5 million is required, your events Lost Children / Vulnerable Person policy and plan and your steward's briefing pack which must include your emergency procedures guidance.
Once your event has permission from the Council to proceed we will arrange T & C’s for completion, payment by you of the park hire fee, a deposit and you will also need to attend a meeting with the relevant Grounds Officer both before and after the event has taken place to discuss access arrangements and undertake a pre and post site inspection to determine deposit refunds.
Begin event application and/or upload supporting event documentation
Host a fitness class or training in parks
If you would like to host a fitness class or training activity in a park or open space, complete the online form.
Fees and charges 2021-2022
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 | £82 | £163 | £326 | To be negotiated |
| Rate per additional hour | £21 | £41 | £82 | 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 | £163 | £326 | £653 | To be negotiated |
| Rate per additional hour | £41 | £82 | £163 | 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 | £45 |
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 | £45 |
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 | £15.55 per 1 hour class |
|---|---|
| Long term/annual | £40 monthly fee per 1 hour class p/w |
Park Hire Information Pack
The mandatory information pack contains the terms and conditions, risk assessments and the associated documentation required for events (ZIP)*.
*These files may not be suitable for users of assistive technology. Request an accessible format
Advertising banners for your event?
Please make sure you have previously completed our Event application online or in paper form, before continuing to complete our Banner application.
You are able to place advertising banners in four of our major Parks and Open Spaces:
- Hall Place
- St Mary’s Recreation Ground
- Danson Park North/South