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Organising an Event

Holding an event is a very rewarding exercise provided everything runs according to plan.  However, when things go wrong you will know from press coverage etc that the consequences to the event organiser can be very serious.

The Council can help you avoid things going wrong.

We ask that you complete an The following document is in PDF format & will open in a NEW WINDOW. You will need Adobe reader to view it. This can be obtained by clicking the 'Get Adobe Reader' link that follows the document.  Event Application Form (PDF) (below) where we ask you for contact details, information about the type of event you wish to hold and where etc.  This form may seem rather detailed but our insurers require it for all events – big or small !!.

You need to tell us about any event that you are planning in the North Hertfordshire District.  An event is described as any organised activity which is open to the public on Council owned or private land.

If the planned event is to be held on Council property you will need a Land Licence from the authority for it to go ahead.  If it’s to be held on private land, the Council still needs to be informed of your plans so that it can provide you with guidance and assistance about any requirements for licencing or notification to other agencies, to ensure that you do not inadvertently contravene any legal requirements.

Depending on the size and nature of the event, consultation may be needed with a range of agencies with different minimum application periods.  It is advised therefore, that you make your application at least three months before the date of your event.  Further details of likely timescale requirements can be found in the The following document is in PDF format & will open in a NEW WINDOW. You will need Adobe reader to view it. This can be obtained by clicking the 'Get Adobe Reader' link that follows the document.  Events Application Guide to Timescales (PDF)(below).  

Your application will be assessed by the Council’s  Safety Advisory Team (SAT) which has been established to help you to avoid putting the public and yourselves at risk.  We are pleased to provide advice through the information contained in the The following document is in PDF format & will open in a NEW WINDOW. You will need Adobe reader to view it. This can be obtained by clicking the 'Get Adobe Reader' link that follows the document.  Organising Events Guide (PDF) (below), and for larger events by supporting your event planning meetings.

Your request to hold a public event will be considered for acceptance subject to the following:

  • your submission of a completed Event Application Form and any other documentation as requested by the Council.
  • the approval of the Director of Community Development & Cultural Services, and other agencies as identified in the Safety Advisory Team Guide.
  • your written acceptance of the Conditions of Hire (if applicable).
  • payment of the appropriate fees

    Please provide as much general information as you can. The process will enable organisers to manage a successful and safe event.

Documents

  1. The following document is in PDF format & will open in a NEW WINDOW. You will need Adobe reader to view it. This can be obtained by clicking the 'Get Adobe Reader' link that follows the document.  Organising Events Guide
    This should be read by everyone planning an event before submitting the application form, as it will save time in the long run.  This Guide has been produced in partnership with the emergency services and various other organisations that you may need to consult when organising and holding an event.  The document may seem rather daunting but it has been written to cover as many likely event formats as possible.  Many areas of the document will not be relevant to the event that you are planning, but  some of it will, and therefore you are advised to look through it before submitting your application to the Council.

  2. The following document is in PDF format & will open in a NEW WINDOW. You will need Adobe reader to view it. This can be obtained by clicking the 'Get Adobe Reader' link that follows the document.  Events Application Guide to Timescales
    Please read this document to ensure that you do not submit an event application without leaving enough time for the Council’s approval.

  3. The following document is in PDF format & will open in a NEW WINDOW. You will need Adobe reader to view it. This can be obtained by clicking the 'Get Adobe Reader' link that follows the document.  Event Application Form
    This is required for all events.
    If you need any further details or help with the application form please contact us on 01462 474000 or email;service@north-herts.gov.uk  

  4. The following document is in PDF format & will open in a NEW WINDOW. You will need Adobe reader to view it. This can be obtained by clicking the 'Get Adobe Reader' link that follows the document.  Events Conditions of Hire

    This applies only to those events when a hire fee is required by the Council, typically these will be large events such as Fairs, Circuses etc.

  5. The following document is in PDF format & will open in a NEW WINDOW. You will need Adobe reader to view it. This can be obtained by clicking the 'Get Adobe Reader' link that follows the document. Hire Charges

To read pdf documents, you will need a copy of Adobe reader. You can download it free of charge by following this link - OPENS IN A NEW WINDOW

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