Apply to hold an event in a park or open space
COVID-19: Events update - April 2021
Following Government guidance, we are pleased to announce that we are now considering event applications in parks and open spaces, aiming to align as closely as possible to the proposed GOV.UK roadmap to recovery.
We welcome applications to hold events in the borough's parks and open spaces. To hold an event, you must first seek our permission by following the application process detailed below.
- What is an event
- Who can apply using this process
- Before you apply
- Application stages
- Make your application
- Further information
An 'event' is defined as:
- A gathering of 50 or more persons, or
- Where infrastructure (including tents or furniture) is brought to site*, or
- Where activities are proposed (licensable or other) which may constitute an event (at the discretion of the Events Service)
*The use of a gazebo for a small picnic or party is permitted without our approval, as long as it is safely erected and it does not cause damage to the ground.
Our parks and open spaces are not available for:
- Private hire or corporate events, for example weddings, private parties, business awaydays, conferences, gala dinners, award ceremonies. All events must be accessible to the public, either free of charge or with a ticket
- Promotional/marketing events, for example, promotions, product launches and brand activations, road shows or media events.
If you are unsure if your proposal will be classed as an event, please email email@example.com to seek clarification.
This application process is for those wishing to hold an event on Council owned or managed land. This applies to the use of our Parks and Open Spaces including the use of the Thames Towpath, for the purpose of holding an event.
The following events/activities fall outside of this process:
- Sole traders - ice cream or catering units that are stand-alone, email firstname.lastname@example.org for further information
Note: that any new concessions would be advertised and tendered.
- Walks talks and gatherings which may be managed at a community level (less than 50 people, no infrastructure or vehicles, non-chargeable, community-focused and run by community or Friend groups or local charities) email email@example.com for further information
- Fitness or small group activities including fitness training, educational activities and other small group activities, which do not otherwise constitute an event will need to apply to hold an activity in a park or open space
- Use of Sports Pitches and Grounds including for school sports days.
- Use of other Council land - events taking place on Network Management land, for example street events or any events that utilise or impact upon roads or pedestrian areas. View Road closures for special events
There are several things that you must do before you start your application.
Carry out a site visit to the proposed site and consider the requirements of the event in terms of site layout and topography, access for vehicles/pedestrians and facilities available. Please contact Park Events if you have queries following your initial visit.
Check you know the correct name for the site you wish to hire.
Check that your proposal is achievable in line with our application deadlines. The completed application form and supplementary information must be submitted in accordance with our timescales.
|Scale of event (daily attendance)||Application deadline (prior to event period)|
|Small (up to 499 people)||Minimum 10 weeks|
|Medium (500 to 4,999 people)||Minimum 10 weeks|
|Large (5,000 to 9,999 people)||Minimum 26 weeks|
|Major (10,000 plus daily attendance)||Minimum 26 weeks|
|Complex||Minimum 26 weeks|
New events, or repeat events where there are significant changes, will be subject to a consultation process involving local councillors and representatives of the local community.
The consultation process is required in order to gain permission in principle for the application to proceed. Should we agree to process an event application for you at short notice and consultation is required, the process will be terminated if any formal objections are raised.
Fees and charges
Read our fees and charges document for 2021/22 (pdf, 295KB) which explains how the fees and charges are applied. The hire fees applicable to your specific event will be confirmed upon acceptance of your application.
Read our application guidance(pdf, 555KB), so that you have an understanding of what will be required in terms of supplementary information to support your application, and to clarify your responsibilities.
Where licensable activities are proposed it is the hirers responsibility to obtain the necessary licences and consents directly with the Licencing team.
To contact Licensing, please use the contact details on the Licensing page.
Being granted a licence, or being given permission to hold an event, does not mean that you are guaranteed to be granted the other.
Suspending parking bays
If you wish to suspend a parking bay(s) to allow for access/parking for an event, you should apply directly to Parking Suspensions. If your event is dependent on you being granted particular suspensions, you should make initial enquiries before starting your application.
Once you have an overview plan of the event, you should send an email to firstname.lastname@example.org, providing basic information to allow us to assess viability of the proposal and check site availability.
You must include the following:
- A few sentences to introduce yourself/your company and your experience in delivering similar events.
- A site map showing proposed site layout and location (and route map where applicable).
- 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 (must include arrival/open/close/offsite dates, plus operating/opening times).
- Anticipated attendance: maximum expected per day (DAILY) and maximum expected at any one time (PEAK).
- Fees and charges 2021/22 (pdf, 316 KB)
- Terms and conditions (pdf, 238 KB)
- Application guidance (pdf, 479 KB)
- Risk assessment template (MS Word, 39 KB)
- Site inspection form (MS Word, 109 KB)
For further information please see our application guidance (pdf, 479 KB) document which also contains useful guidance links on organising a safe and successful event.
Park Events, Parks & Open Spaces, LBRuT, Civic Centre, 44 York Street, Twickenham, TW1 3BZ
Phone: 020 8891 1411
Updated: 29 November 2021