How to let us know that you are organising an event in Aldershot or Farnborough.
If you are planning to organise an event in Rushmoor, it is important that we know about it. This is so that we can help you make sure that the right people and authorities know. It also means you can get the right permissions in place.
Types of events we need to know about
We may need to know about any type of event taking place in Aldershot and Farnborough. This includes fun fairs, fun runs, public performances, and fêtes.
You don't need to tell us about an event if it is part of everyday activities at a place, for example, a pub holding a party or a family picnic in a park.
If you are not sure, you can contact us using the details on this page.
Tell us about your event
The earlier that you can tell us of an event that you are planning, the more time you will have to sort out any advice that we provide, and to make sure there is enough time for any applications that you need.
You will need to have some idea of your event's dates, times, activities and location to provide us enough information for us to help you. We recommend that you complete the above form before making any firm bookings. This is to make sure that the event can go ahead as planned.
Events on council land
If you would like to hold an event on council land, we will need to give you written permission to do so. Without this permission, your event cannot go ahead.
You can apply to hold an event on our land using the above event application form. This will only be for the date and purpose you tell us about.
We may ask you for more information about your application. This will depend on the type or size of the event you are planning, but could include you providing insurance details and risk assessments. If you do not come back to us when expected, it is likely that we will not allow your event to go ahead.
What happens after you let us know about your event
Our events group will review the information you provide. The group meets every two weeks, usually on a Friday.
We will give you a lead officer, who will be your main point of contact about your event. We will also work out what permissions you require, and which authorities need to be made aware of your event.
Your lead officer will contact you by email, so that you know who to contact going forward.
We will let you know of any permissions you need to apply for (for example, a Temporary Event Notice or Street Trading Consent) and how to go about this.
We will make sure the right teams at the council and other authorities (for example the police and fire service) are aware of your event, if needed.
While you will have a lead officer for your event, if we have more technical questions, one of our other teams may contact you.
We may ask you for more information and / or an event management plan, depending on the type of event you are planning.
For some events, we may also ask you to attend a safety advisory group (SAG) meeting, so that you can discuss your event with several teams or authorities at once. This depends on the size, nature and activities at your event.
About the safety advisory group (SAG)
The safety advisory group includes various teams at the council, the police, fire and rescue service and Hampshire County Council.
Depending on the scale and type of event proposed, we will often notify all members of the safety advisory group about it.
Although this will include sending them copies of your event management plans, it does not mean that they will all review your plans in detail, and they will not be checking them for acceptability or compliance in all areas.
We will use the plans to consider if we need to hold a safety advisory group meeting and if there are any actions that need to be taken in light of the scale and nature of the proposals.
Where a member of the safety advisory group has any comment or feedback on the event / plans but we don't consider it necessary to hold a meeting, either the member or your lead officer will let you know to you by email.
Safety advisory group meetings
We sometimes hold a safety advisory group meeting for an event, to assess your preparation and development of the policies, plans, procedures and/or risk assessments you need for an event.
The safety advisory group meeting is likely to be made up of a mix of responsible authorities and other agencies with an operational and/or strategic interest in the management and organisation of your event.
So that everyone can comment and advise on your event proposals, we usually ask you to present an overview of your proposals to the meeting. We will usually ask you to submit your event management plan before the meeting, so that the safety advisory group has the chance to read it in advance.
You should be prepared to answer questions on your event proposals following your presentation. You should also be prepared to negotiate arrangements with the safety advisory group. This may involve negotiating conditions around any licence application for the event, or parts of the event.
The safety advisory group is not responsible for drawing up or signing off plans, or for checking licence applications for full compliance with any legislation or requirements. It is your responsibility, as the applicant/event promoter if and how, to address any issues the safety advisory group raises and/or how to follow your legal requirements.
Licensing and the safety advisory group
In our experience, if you go through the safety advisory group process and address the group's concerns, you are less likely to attract representations about your proposal(s) and any associated licence application(s), from the responsible authorities.
Safety advisory groups are usually made up of different agencies, which typically includes the responsible authorities that may make representations on licence applications. However, safety advisory groups do not prevent, or relieve, responsible authorities or interested parties from being able, or needing, to make representation about your event.