Phone system

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Planning and applying for an event

Events are an important part of everyday community life bringing people closer together. Both council land and private land across the borough is used for all sorts of events and activities throughout the year, from community group BBQs to larger scale music and sporting events.

Events include:

  • celebrations
  • commemorations
  • religious gatherings
  • annual events
  • arts and music festivals
  • community group BBQ's, village fetes, markets
  • sporting events and fitness classes

The council manages a limited amount of open green space where outdoor events can take place. This often gets booked up a year in advance so get any application in as early as possible. Events cannot be booked on designated sports pitches.

To run an event of any size on council land or on private land, an online event application form must be completed.

A minimum of 12 weeks notice is required to ensure that all essential plans and permissions are in place.

If you require more detail about whether something is considered an event please contact us at

Event costs

View our event costs webpage

Documentation required for an event application

The safety of residents is our priority when reviewing event applications.

You’ll need to provide the following documents that show your event will be run in a safe and proper manner:

Event specific documentation

The Events team will advise you after submission of your application which of the following documentation will be required for your event.

The application form must be submitted online, but supporting documents should be emailed to

Apply to hold an event

The event application process

The council review the event application and associated documentation to assess the risks and what reasonable steps are going to be taken to reduce and mitigate the risks of running the event.

Where more than 30 people are likely to attend, events will be considered at the Basingstoke and Deane Safety Advisory Group (SAG). The SAG exists to advise event organisers on how to deliver a safer event based on the Event Safety Management Plan (ESMP) and Risk Assessments provided.

The SAG consists of representatives from:

  • the council’s Events Team, Environmental Health Team and Licencing Team
  • Highways Hampshire
  • Public Health Hampshire
  • NHS, Police Licencing
  • Hampshire Fire and Rescue
  • Hampshire Constabulary
  • Health and Safety Council representatives

You will receive an email offering feedback on your application. If council land is approved, a letter of confirmation and event specific terms and conditions will be provided. A signed copy of the terms and conditions will need to be returned to the events team.

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