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.
Type 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
The information you provide will be reviewed by our Events Group at our weekly meeting (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 are required, 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 applications that you may need to make (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, you may be contacted by one of our other teams.
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 multiple teams or authorities at once. This depends on the size, nature and activities at your event.
About safety advisory groups (SAGs)
We sometimes hold a safety advisory group for an event, to assess your preparation and development of the policies, plans, procedures and/or risk assessments that are needed for an event.
Each safety advisory group may 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. This would usually mean that you would submit your event management plan before the meeting, to make sure everyone at the SAG can read them 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.
Our safety advisory groups are not responsible for drawing up or signing-off plans or licence applications. It is your responsibility, as the applicant/event promoter if and how, to address any issues the safety advisory group raised and/or how to follow your legal requirements.
Licensing and safety advisory groups
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).
However, while safety advisory groups may be made up of different agencies, this typically includes the responsible authorities that may make representations on licence applications. Safety advisory groups do not prevent, or relieve, responsible authorities or interested parties from being able, or needing, to make representation about your event.