Application to hold an event

Please complete the below application form if you would like to hold an event on Havant Borough Council land.

This application must be completed and returned 5 weeks prior the event (minimum). If the forms and paperwork are not received within the timeframe, the application may not be processed.
All sections should be answered or your application may be delayed.
Please read the Conditions of Hire document prior to completing this form (this can be found on the Havant Borough Council website)
You will receive an acknowledgement within 14 working days once your application has been received by an HBC officer.
If you change any details on your application after submitting the first application, you must resubmit the amendments for consideration.

Before completing the form, please upload the following documents:

Site map
A copy of your public liability insurance (minimum £10 mil)
A copy of your risk assessment

If you have any queries prior to submitting your application please contact our Events Officer by emailing eventsHBC@havant.gov.uk

Upload site map

One file only.
10 MB limit.
Allowed types: gif, jpg, jpeg, png, bmp, eps, tif, pict, psd, txt, rtf, html, odf, pdf, doc, docx, ppt, pptx, xls, xlsx, xml, avi, mov, mp3, mp4, ogg, wav, bz2, dmg, gz, jar, rar, sit, svg, tar, zip.

Upload public liability insurance copy

One file only.
10 MB limit.
Allowed types: txt, rtf, pdf, doc, docx, odt, ppt, pptx, odp, xls, xlsx, ods.

Upload risk assessment copy

One file only.
10 MB limit.
Allowed types: txt, rtf, pdf, doc, docx, odt, ppt, pptx, odp, xls, xlsx, ods.

Personal information

Full name

Organisation

Position

Full address

Postcode

Telephone number

Email address

Website

General information

Name of event

Location required

Dates required

If the area is required outside these times for setting up etc. please give details.

Anticipated attendance figure

If the anticipated number exceeds 499 this application and a more in-depth traffic management form will be reviewed by Havant Borough Council's Safety Advisory Group.

What kind of event will this be?

To select multiple items, please hold down the 'ctrl' key as well as clicking on those that apply.

Please provide a full description of the event inducing attractions and activities.

Licensing

Licensable activities are the sale/supply of alcohol, live or recorded music, plays, films, indoor sporting events, boxing/wrestling, performance of dance, anything similar to live or recorded music or performance of dance, late night refreshment (the supply of hot food or drink between 23:00 – 05:00), street trading, pavement licences, tables and chairs, raffles, lotteries, betting and charity collections.

Will there be any alcohol at the event?

Will there be any live or recorded music?

Will there be any plays, films, indoor sporting events, boxing/wrestling, performance of dance, anything similar to live or recorded music or performance of dance?

Will there be late night refreshments (the supply of hot food or drink between 23:00 – 05:00)?

Will there be any stalls/trading at the event?

If yes, what will they be selling?

Will these stalls be providing outdoor seating?

Will there be any raffles, lotteries, or betting at the event?

Will there be any charity collections at the event?

If the event is being held at a public open space (for example a park/precinct/street etc), how will the numbers attending the event be monitored?

Collection and removal of litter, refuse and other waste

Please give details of the arrangements to collect and remove litter, refuse and other waste from the area during and after the event.

Catering

If you require any further information regarding food provision, please contact the Food & Safety Team at: eHealth@havant.gov.uk or visit: www.havant.gov.uk/environmental-health/food-safety

Do you wish to sell food and/or drink at this event?

Name of catering company

Address

Address 2

City/Town

County

Post Code

Registered to which Local Authority

Food Hygiene rating (MUST be two or above)

If multiple catering businesses form part of your submission, please include their company name, address, local authority registration and food hygiene rating here

Please provide details of refreshments to be sold, for each food business include trading name and address, local authority where registered and type of food.

Car parking

Please outline your parking arrangements for event staff, contractors and volunteers. (How many event vehicles will there be, where will they park and how do you intend to manage the parking of those vehicles?)

Where will visitors to your event park their cars (please include number of designated spaces for disabled)?

How will you direct visitors safely to your event from the car park (e.g. road crossing arrangements etc)?

Are there any Council operated car parks that need to be closed in order to hold the event? If yes, please specify the location of the car park and the amount of space required for the event. A minimum of 2 months notice is required.

Traffic management and road safety

Will you need to apply for any of the following on the public highway?

To select multiple items, please hold down the 'ctrl' key as well as clicking on those that apply.

If you have selected any of the above, please provide an overview of the locations, dates and times below and provide a detailed traffic management plan.

Please note, the above options require a minimum of 6 months notice.

PA equipment

Do you intend to use public address equipment or have amplified music at the event?

If you have answered "Yes" to the previous question, please provide details (including timings).

Structures

Will there be any of the following items at the event?

To select multiple items, please hold down the 'ctrl' key as well as clicking on those that apply.

If you have selected any of the above, please provide details.

Toilet facilities

Are there public toilets available at the location applied for?

Medical facilities

Please provide details of First Aid cover at the event.

Number of paramedics.

Number of trained First Aiders.

Number of First Aid posts.

If you have completed any of the above, please provide details.

Additional information or requests

Will radio communication be provided at the event?

If yes, which staff / locations will have radios.

If an event safety control is required, where will it be accommodated / located?

Declaration

I confirm I have read the Conditions of Hire for Events on Parks and Open Spaces and agree to comply with them.

Name

Today's date

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Earlier waste collections during hot weather