Event applications

Updated guidance on events - 22 October 2020

If you are planning a public or private event, whether it is indoors or outdoors you must contact the Events team events@basingstoke.gov.uk.

You may be required to submit an Event Management and Safety Plan detailing how you will make your planned event safe for all attendees and contractors. This must specifically address COVID 19 precautions.

All events can only proceed subject to approval by the Hampshire County Council Public Health Board (HCC PHB). Even if your event is approved by Basingstoke and Deane Borough Council it may still be cancelled by HCC PHB or central government.

Hampshire County Council – Position Statement: Events

Hampshire County Council’s strong advice is that large gatherings should not take place. This is because of the difficulty adhering to the rule of six and social distancing, and the potential for the virus to be spread between different households, across communities and around the county.

Should event organisers choose to continue with events, they will be referred to District or Borough Environmental Health and Licensing colleagues, and – for larger events – to the local Safety Advisory Group. This is to ensure adherence at all times to the strictest public health precautions, and event organisers will be required to demonstrate that the necessary COVID-secure measures are in place. Individual events are being reviewed on a case by case basis, including an assessment of thresholds under Directions issued under Health Protection Regulations, where required.

The County Council continues to work closely with partners in Public Health England, local government, the NHS and other key organisations in response to the Covid-19 pandemic to minimise the spread of the virus and help protect local residents and communities across Hampshire. Our priority is to Keep Hampshire Safe, please visit the County Council's Covid-19 webpages for latest updates

PDF document Event checklist - COVID-19 (PDF) [290 kb]

PDF document COVID-19 - Event consideration process flowchart (PDF) [111 kb]

Find out more information on government guidelines surrounding public gatherings

Basingstoke and Deane Borough Council land is used for all sorts of events and activities throughout the year, from community group BBQs to larger scale music and sporting events. These events provide a fantastic opportunity for people to celebrate something special, raise money, raise awareness, learn something new or simply enjoy the outdoors.

Applications for use of recreational land and public open space

In order to run an event, of any size on council land you'll need to have written permission and need to provide documents that show your event will be run in a safe and proper manner. Some of these are compulsory documents, such as public liability insurance and risk assessments, but there may be others that will depend on the nature of your event, such as safety certificates for certain equipment or a license to sell alcohol.

If you are interested in organising an event or activity on council land you can apply online using the form below, you may be charged an event application admin fee.

If you are considering applying to run a 5K fun or charity run, please contact the events team before putting in an application, as there are a number of restrictions in place until July 2020. Please note that if you are fundraising for a charity, we require proof from the charity that you are an agreed third party fundraiser.

Please note that there is a minimum four week processing period for any event. From January 2020 event organisers will be required to pay a damage deposit for using council land, the charge will be decided based on the event application and size of the event

Event application form

Please make sure you have read and understand the council's Conditions of Use below, before completing the application form.

PDF document Conditions of Use (PDF) [122 kb]

Organising an event can be a daunting task if you have never done it before, but it can also be a very rewarding and valuable experience. If you would like to discuss a possible event, or have any questions about the application process, please contact us.

PDF document A guide for event organisers (PDF) [708 kb]

Fees

Hire of council land for events
Prices from 1 April 2020
Booking cancellation fee
Three months prior to event
One month prior to event
One week prior to event
15% of booking price
20% of booking price
50% of booking price
Event permit application fee (per application)   £12.73
Corporate events   £767.35
Commercial hire (per event)   £1,328.70
Charity/Community/Church/Education Group hire (per event)   Free
Hot air balloon launches (per launch)   £70.02
Circuses daily hire fee Small - up to 500 seats capacity
Medium - 501 to 750 seats capacity
Large - 751 to 1000 seats capacity
Non event day
£798.25
£1,060.90
£1,328.70
£396.55
Funfair daily hire fee Small - up to five rides
Medium - six to ten rides
Large - more than 10 rides
Non event day
£478.95
£798.25
£1,328.70
£242.05
Fitness Classes (charged per session per quarter)
Up to 20 people per class
Up to 40 people per class
Over 40 people per class
£79.83
£119.48
£179.22
Standpipe hire (for water access) Day hire rate £10.82

All prices are inclusive of VAT unless otherwise stated

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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