What you need to do
If you’re planning to hold an event in the Havant Borough or an event on council-owned land, you must complete an Event Notification form.
The Event Notification form enables the council to assess proposals, confirm safety measures, check licenses and review required documentation. It also gives you the opportunity to tell the council all about your event.
Your notification must also include:
- event management plan
- a site specific event risk assessment
- a Public Liability Insurance certificate
- a site plan or route map
You must make sure your documentation includes all relevant information about your event. Your documentation must clearly show, with evidence, that the safety measures stated can be delivered, maintained and enforced throughout the event.
On receipt of your notification, your documentation will be assessed by our Events Officer and if your notification doesn’t contain enough detail then we will contact you to support you through your documentation. You will receive a reply to your Event Notification in 2 working days with these next steps.
If the documentation is complete it will be circulated to the relevant internal teams for land hire/ licensing etc. Depending on the size of your event and the licensable activities it may also be passed to the Safety Advisory Group (SAG) for consideration where you will be invited to attend a SAG meeting. This will give you a chance to discuss your event further and to answer any remaining questions.
The Events Officer will then contact you about any further information required. Once all requirements have been met, your event will be approved to go ahead. You will receive an email to confirm approval.
How much notice you need to give
You must submit your Event Notification form and supporting documents at least eight weeks before your event – this gives your event the time it needs to be assessed by the Events Officer and the next SAG meeting. SAG meetings take place on the last Thursday of every month. If we do not receive your documentation within this time frame, your application may not be considered.
If you are holding your event on a public highway or road, then at least twelve weeks notice is required. This allows enough time for the legal process to be completed. Please submit your traffic management plan with your Notification Form.
How much it costs
The cost of holding an event in the Havant Borough or an event on council-owned land, varies depending on the location, duration and nature of the event. Costs will be discussed with you during the notification process.
Contact us
If you just have a question or would like to discuss an idea for an event, contact us at events@havant.gov.uk and we would be more than happy to help.