Event application form

Event application
  • Privacy Statement

  • Basingstoke and Deane Borough Council is the data controller for the personal information you provide on this form. You can contact the council by phone on 01256 844844, via email to customer.service@basingstoke.gov.uk or by writing to us at Civic Offices, London Road, Basingstoke RG21 4AH. The council’s Data Protection Officer can be contacted at dpo@basingstoke.gov.uk

    The personal information you provide will be used to process your request. It is necessary for you to provide this information to us so that we can process your request/provide the service you have requested.

    • We may share your information with other teams within the council in order to provide a service to you, to ensure our records are kept up to date or otherwise where we are required to do so.
    • We will not disclose any information to other organisations unless we are required by law to do so or to prevent fraud.
    • Your personal details will only be held as long as is needed for this purpose and in accordance with our retention policy.

    Please read our full privacy statement for information on how we collect, use and keep your personal information.

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  • Section 1 - Event organiser(s) details

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  • Section 2 - Event timings

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  • Section 3 - Location of event

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  • Section 4 - Council property including public open spaces and car parks

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  • Please Note: We strongly advise that you enquire at the earliest possible opportunity about availability of council land. Please contact events@basingstoke.gov.uk to discuss possible locations.

  • Section 5 - Description

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  • Please Note: Please ensure you advise the events team if you make any alterations, amendments or additions to your event once you have submitted your event application form. Please contact events@basingstoke.gov.uk with your updates.

    View advice on health and safety at the event.

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  • Please note: The council prefers clean energy such as solar powered electricity as part of its desire for events in the borough to be carbon neutral by 2025. The council understands that currently this may not be possible due to cost and manufacturing and therefore permits the use of red diesel generators at events.

  • Section 6 - Event type

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     YesNo
    Commercial event *
    Not for profit event *
    Religious/celebration *
    Registered charity event* *
    Unregistered charity event *
    Will all income raised go to the charity concerned? *
  • Please Note: If you plan to raise money for charity at your event you may need to apply for a street collection permit. If you are raising money on behalf of a registered charity, proof of donation and partnership with associated charity is required.

  • Section 7 - Activities

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     YesNo
    Indoor (for example parish hall or community centre) *
    Outdoor with defined boundaries *
    Outdoor - widespread or street *
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     YesNo
    All seated *
    Mixed (at least 50% seated) *
    Standing or active *
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     YesNo
    Families *
    All ages, not in family groups *
    Mainly adults *
    Mainly young people/adults (16-30 years) *
    Mainly elderly *
  • Section 8 - Licensed premises

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  • Please Note: You must ensure that you check with the licence holder that all activities at your event are covered by the existing premises licence if not you may need to make an application to the Licensing Team

  • Section 9 - Licensable activities

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    Plays or films
    Indoor sporting event
    Boxing
    Live/recorded music
    Performance of dance
    Sale of alcohol
    Provision of late night refreshment (hot food/drink between 11pm-5am)
    Street trading stalls
    Charitable collections
    Gambling (e.g. casino, betting, bingo, poker, lottery)
    Adult Entertainment (e.g. lap-dancing, nudity)
  • Section 10 - Noise management

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  • Please Note: For larger events you may be expected to supply a Noise Management Plan

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  • Section 11 - Catering

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  • Section 12 - Waste

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  • Please Note that additional street cleansing services are chargeable by the council. Litter bins are not to be used for waste arising from the event.

    Organisers have a statutory duty to ensure adequate arrangements are provided to collect and dispose of any waste arising from their event and this must not rely on any normally provided waste management services. If applicable you will be required to provide the following:

    • A copy of your waste carriers licence
    • Waste Transfer Notes
    • Evidence of Commercial Contract
  • Section 13 - Water supply

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  • Please Note: If you require access to water for an event in the War Memorial Park please contact events@basingstoke.gov.uk to arrange standpipe hire which will be charged at a daily hire rate of £10 per day, there are three supply locations within the park which can be used. You will also be charged for the water used throughout the duration of the event at a rate of £1.29 per cubic metre.

  • Section 14 - Medical Provision

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  • Section 15 - Fire safety

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     YesNo
    Fire warning *
    Means of escape *
    Fire marshalls *
    Firefighting equipment *
    Access for fire appliances *
    Arson *
    Assembly points *
    Fire risk assessment *
    Is your event within 150m of hard standing capable of supporting a Fire Appliance (12.5 tonnes) *
  • Firework displays, bonfires, pyrotechnics and lasers

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  • Please Note: The above information should be readily available as it will help you ensure your display is run safely. The following guidance sets out the minimum standards expected from firework operators, clearly taking into account the size and location of the display. Hampshire Fire and Rescue will also need to be informed of the fireworks display, you can contact them at csprotection.admin@hantsfire.gov.uk.

    Organising firework displays

  • Section 16 - Traffic management and highway impact

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  • This will require permission, please contact Hampshire County Council - highways-transport.north@hants.gov.uk

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  • Please Note: If any public highway needs to be closed you will need to consult with engineering@basingstoke.gov.uk. Once we receive your notification we will advise you on how to proceed with this consultation. For events that it affects the highway, you will be expected to supply a Traffic Management Plan.

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  • Bus companies must be consulted with details of your closure and diversion routes. You will need to provide evidence of consultation with bus operators and provide a clear, concise plan of the alternative arrangements agreed with them.

  • Section 17 Debrief arrangements

  • Please Note: You should provide information on any concerns or issues that occurred during your event and these should be logged and discussed after the event. Emergency services or local authority representatives may wish to attend any debrief which is arranged. Relevant information should be provided to us within one month.

  • Documentation to include

  • Compulsory documentation

  • Event specific documentation

  • To help us avoid abuse of our system, please enter the correct answer to the question below.

 

Contact us

  • Contact us online
  • 01256 844844
  • Civic Offices
    London Road
    Basingstoke
    RG21 4AH
  • Opening hours
    Monday to Thursday
    8.30am to 5pm
    Fridays
    8.30am to 4.30pm
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