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.
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- 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.
Please tick to confirm you have read the above privacy statement *
Section 1 - Event organiser(s) details
Event name *
Organisation applying and charity/business number (if applicable)
Name of event organiser(s) (person or people responsible for health and safety, noise control and overall running of the event on the day) *
Address for correspondence *
Address for billing (if different)
Contact number prior to event *
Contact number during the event *
Email address *
Confirm Email address *
Section 2 - Event timings
Start date *
Finish date *
Start time (24 hour clock) *
Finish time (24 hour clock) *
Date and time of site access for set-up *
Date and time when site will be vacated *
Section 3 - Location of event
Have you made contact with the owners of the property and do you have their permission to use it for the event? (see section 4 for use of council property) *Yes No
Address (including postcode) *
Map available *Yes No
Section 4 - Council property including public open spaces and car parks
Will the event take place on or near council-owned property? *Yes No Unsure
If yes or unsure, please provide details of the land *
Is the event on: *
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
Please give a description of the event (for example - what happens during the event, are there any activities or side shows, how can visitors take part?) *
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.
Is your event part of a wider festival or are there other events being held or marketed in association with it? *Yes No
Please provide details *
Is your event held annually? *Yes No
Would you like your event to be considered as a future annual regular event by the council? *Yes No
How many people (including staff, traders & spectators) do you expect at the overall event? *
What is the maximum number of people (including spectators and participants) you expect to be in attendance at any one time? *
How many people are expected per day? *
Will a generator be used on site? If so, what type(s) and how many? *
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

Please complete each line *

	Yes	No
Commercial event *	Commercial event - Yes	Commercial event - No
Not for profit event *	Not for profit event - Yes	Not for profit event - No
Religious/celebration *	Religious/celebration - Yes	Religious/celebration - No
Registered charity event* *	Registered charity event* - Yes	Registered charity event* - No
Unregistered charity event *	Unregistered charity event - Yes	Unregistered charity event - No
Will all income raised go to the charity concerned? *	Will all income raised go to the charity concerned? - Yes	Will all income raised go to the charity concerned? - No

* Please provide charity number
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

Event venue *

	Yes	No
Indoor (for example parish hall or community centre) *	Indoor (for example parish hall or community centre) - Yes	Indoor (for example parish hall or community centre) - No
Outdoor with defined boundaries *	Outdoor with defined boundaries - Yes	Outdoor with defined boundaries - No
Outdoor - widespread or street *	Outdoor - widespread or street - Yes	Outdoor - widespread or street - No

Audience accommodation *

	Yes	No
All seated *	All seated - Yes	All seated - No
Mixed (at least 50% seated) *	Mixed (at least 50% seated) - Yes	Mixed (at least 50% seated) - No
Standing or active *	Standing or active - Yes	Standing or active - No

Audience age and profile *

	Yes	No
Families *	Families - Yes	Families - No
All ages, not in family groups *	All ages, not in family groups - Yes	All ages, not in family groups - No
Mainly adults *	Mainly adults - Yes	Mainly adults - No
Mainly young people/adults (16-30 years) *	Mainly young people/adults (16-30 years) - Yes	Mainly young people/adults (16-30 years) - No
Mainly elderly *	Mainly elderly - Yes	Mainly elderly - No

Section 8 - Licensed premises
Are you holding your event on licensed premises? *Yes No
Licence number *
Calculated maximum occupancy levels *
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
If this section does not apply to your event, please tick the box and go to section 10

The following activities may require authorisation from the Council’s Licensing Team, please indicate whether your planned event will include any of the following activities. If you answer ‘yes’, please provide further details in the ‘Planned Activities

	Yes	No
Plays or films	Plays or films - Yes	Plays or films - No
Indoor sporting event	Indoor sporting event - Yes	Indoor sporting event - No
Boxing	Boxing - Yes	Boxing - No
Live/recorded music	Live/recorded music - Yes	Live/recorded music - No
Performance of dance	Performance of dance - Yes	Performance of dance - No
Sale of alcohol	Sale of alcohol - Yes	Sale of alcohol - No
Provision of late night refreshment (hot food/drink between 11pm-5am)	Provision of late night refreshment (hot food/drink between 11pm-5am) - Yes	Provision of late night refreshment (hot food/drink between 11pm-5am) - No
Street trading stalls	Street trading stalls - Yes	Street trading stalls - No
Charitable collections	Charitable collections - Yes	Charitable collections - No
Gambling (e.g. casino, betting, bingo, poker, lottery)	Gambling (e.g. casino, betting, bingo, poker, lottery) - Yes	Gambling (e.g. casino, betting, bingo, poker, lottery) - No
Adult Entertainment (e.g. lap-dancing, nudity)	Adult Entertainment (e.g. lap-dancing, nudity) - Yes	Adult Entertainment (e.g. lap-dancing, nudity) - No

Planned activities
Please upload your premises licence
Section 10 - Noise management
Start time of live or recorded music
Finish time of live or recorded music
Number of stages
Type and size of sound system to be used (please provide a brief description of the sound system to be used. This should include amplification levels, speaker design, map of layout and orientation of stage, position of the front of house sound deck)
Will you be using a public address system? *Yes No
Have you considered the impact of noise on neighbours at your event? *Yes No
Control Measures (please provide a brief description of the measures taken to control noise to prevent public nuisance and details of any off site monitoring points)
Please Note: For larger events you may be expected to supply a Noise Management Plan
Name and contact details of sound engineer and/or consultant monitoring sound levels
Date and time that sound propagation tests will be undertaken
Is there a procedure for engaging with local residents pre-event and dealing with noise complaints received during the event?Yes No
Please provide details of the procedure for notifying residents about the event and logging/dealing with complaints during the event
Please upload your Noise Management Plan (if required)
Section 11 - Catering
Are you having any catering (food and drink) at your event? *Yes No
Please list the organisations, businesses or individuals providing catering at your event
Check your catering providers by using Food Standards Agency National Food Hygiene Score
Section 12 - Waste
How will litter and waste produced at the event be managed? *
If you are using an outside company to manage litter and waste please provide details of the company you are using.
What toilet facilities will be available? *
Number of toilets
Please tick if you require a quotation for street cleansing or waste disposal
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
Please provide copies of the waste carrier’s license and any relevant documentation.
Section 13 - Water supply
Types of water *Mains Private N/A
Please provide a brief description of the water supply (this should include meter info, pipe layout and sampling programme.
A map of the layout would also be useful
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
Organisation providing cover (if applicable)
Contact name for matters relating to medical provision
Contact number during event
Email address
Number of paramedics attending
Number of first aiders attending
Number of doctors attending
Number of ambulances attending
Do you have a severe weather plan?Yes No
Section 15 - Fire safety

Have you considered the following as part of your event planning? *

	Yes	No
Fire warning *	Fire warning - Yes	Fire warning - No
Means of escape *	Means of escape - Yes	Means of escape - No
Fire marshalls *	Fire marshalls - Yes	Fire marshalls - No
Firefighting equipment *	Firefighting equipment - Yes	Firefighting equipment - No
Access for fire appliances *	Access for fire appliances - Yes	Access for fire appliances - No
Arson *	Arson - Yes	Arson - No
Assembly points *	Assembly points - Yes	Assembly points - No
Fire risk assessment *	Fire risk assessment - Yes	Fire risk assessment - No
Is your event within 150m of hard standing capable of supporting a Fire Appliance (12.5 tonnes) *	Is your event within 150m of hard standing capable of supporting a Fire Appliance (12.5 tonnes) - Yes	Is your event within 150m of hard standing capable of supporting a Fire Appliance (12.5 tonnes) - No

Firework displays, bonfires, pyrotechnics and lasers
Are you having any fireworks or bonfires? *Yes No
Date of firework display
Start time of firework display
End time of firework display
Estimated bonfire duration
Start time of bonfire
End time of bonfire
Location of fireworks (if different to the above event location)
Map of layout
Name and contact details of company running the display or person(s) firing and running the display and appropriate training/experience
Please upload a weather plan (if required)
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
Do you wish to erect bunting/banners/posters on the highway? *Yes No
This will require permission, please contact Hampshire County Council - highways-transport.north@hants.gov.uk
Have you considered the impact your event may have on every day traffic, transport or parking? *Yes No
Please provide details of your plans, for example visitors queuing to get into the event obstructing every day traffic from continuing their usual journey or visitors parking up on the side of the carriageway due to lack of event parking.
Will your event require a closure of a public highway, any other temporary traffic regulation order, or implementation of parking restrictions? *Yes No
List road/street names to be closed, the section of that road to be closed and location of ‘no waiting’ cones including which side of the carriageway
List road/street names to be used as part of the diversion route
Will your event require a closure of a Footpath or Public Right of Way? *Yes No
Please state the location of the closure, including where it starts and finishes
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.
If applicable, please explain why you must use the highway and not an alternative off-highway location for your event
Will your event affect public transport routes?Yes No
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.
Please upload a traffic management plan (if required)
Section 17 Debrief arrangements
Please detail your event safety debrief plans
Please outline if you have any debrief events already planned
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
Copy of Public Liability Insurance Certificate
Risk Assessment
COVID specific risk assessment
Fire Risk Assessment
Site plan
Event specific documentation
ESMP Event Safety Managment Plan
Temporary Event Notice
Employer’s Liability Insurance Certificate
Product Liability Insurance Certificate
Supplier/Contractors Liability Insurance - public
Supplier/Contractors Liability Insurances - employers
Supplier/Contractors Liability Insurance - product
Supplier/Contractor Risk Assessment
Contractors Fire Risk Assessment
COSHH Assessment
PIPA or ADIPS certificate (for inflatable equipment)
ADIPS certificate (for mechanical amusement rides)
Food Hygiene Certificate(s)
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Event application form

Section 1 - Event organiser(s) details

Section 2 - Event timings

Section 3 - Location of event

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

Section 5 - Description

Section 6 - Event type

Section 7 - Activities

Section 8 - Licensed premises

Section 9 - Licensable activities

Section 10 - Noise management

Section 11 - Catering

Section 12 - Waste

Section 13 - Water supply

Section 14 - Medical Provision

Section 15 - Fire safety

Section 16 - Traffic management and highway impact

Section 17 Debrief arrangements

Documentation to include

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