Apply to hold an event in a park or open space

We are keen to see the borough’s parks and open spaces used by people attending or organising events. In order to hold an event, you must first seek our permission to hire the land by following the application process detailed below.

Holding an event

An 'event' is defined as:

  • a gathering of 50 or more persons, or
  • where infrastructure (including tents or furniture) is brought to site*, or
  • where activities are proposed (licensable or other) which may constitute an event (at the discretion of the Head of Parks).

*The use of a gazebo for a small picnic or party is permitted without our approval, as long as it is safely erected and it does not cause damage to the ground.

Our parks and open spaces are not available for private hire. All events must be accessible to the public, either free of charge or with a ticket.

If you are unsure if your proposal will be classed as an event, please email parkevents@richmond.gov.uk before you apply.

Who can apply using this process

This application process is for those wishing to hire council owned or managed land, primarily to hold events in our parks, including events that use the Thames Towpath (within the borough).

Street events

Organisers of street events, or any events that utilise or impact upon roads or pedestrian areas, will need to seek permission from Highways and Transport. If the event impacts on a Red Route, permission from TfL will also be required.

Email highwaysandtransport@richmond.gov.uk for further information.

If the event uses a park in addition to a road or pedestrian area, then permission will be required from both departments.

Sports pitches

If you wish to hire sports pitches email richmondsports@continental-landscapes.co.uk.

Funfairs and circuses

If you are a funfair or circus operator email parkevents@richmond.gov.uk

Fitness training or small group activities

Organisers of fitness training or other small group activities need to apply for a permit.

Before you apply

There are several things that you must do before you start your application.

Site

Carry out a site visit to the proposed site and consider the requirements of the event in terms of site layout and topography, access for vehicles/pedestrians and facilities available. Please contact Park Events if you have queries following your initial visit.

Check you know the correct name for the site you wish to hire.

Application deadlines

Check that your proposal is achievable in line with our application deadlines. The completed application form and supplementary information must be submitted in accordance with our timescales.

Type of event Timescale
Small (up to 499 people) Minimum 10 weeks prior to proposed event date
Medium (500 to 5000 people) Minimum 10 weeks prior to proposed event date
Large (over 5000 people), or events where a premises licence is required Minimum 26 weeks prior to proposed event date

New events

For new events, or repeat events where there are significant changes, will be subject to a consultation process involving local councillors and representatives of the local community.

This consultation process is required in order to gain permission in principle for the application to proceed. The application will then need to be processed, and any final approvals will be issued. Should we agree to process an event application for you at short notice and consultation is required, the process will be terminated if any formal objections are raised.

Fees

Read our fees and charges document(pdf, 326KB) to get a general understanding of how the fees and charges are applied. The hire fees applicable to your specific event will be confirmed upon acceptance of your application.

Supplementary information

Read our supplementary information guidance(pdf, 298KB), so that you have an understanding of what will be required in terms of supplementary information to support your event, and your responsibilities as Hirer.

Licensable activities

Where licensable activities are proposed it is the hirers responsibility to obtain the necessary licences and consents directly with the Licencing team

Enquiries can be sent to licensing@richmond.gov.uk to clarify what is required.

Being granted a licence, or being given permission to hold an event, does not mean that you are guaranteed to be granted the other.

Suspending parking bays

If you wish to suspend a parking bay(s) to allow for access/parking for an event, you should apply directly to parkingsuspensions@richmond.gov.uk. If your event is dependent on you being granted particular suspensions, you should make initial enquiries before starting your application.

Initial enquiry

Once you have an overview plan of the event, you should send an email to parkevents@richmond.gov.uk, providing basic information to allow us to assess viability of the proposal and check site availability.

Please provide:

  1. A few sentences to introduce yourself/your company and your experience in delivering similar events
  2. A site map showing proposed site layout and location (and route map where applicable)
  3. Overview of proposed activities (including any licensable activities)
  4. Summary of any proposed infrastructure to be brought to site
  5. Dates and times of proposed activities , opening/closing times, build and offsite dates etc
  6. Anticipated attendance (overall per day and peak at any one time)

Application stages

  1. Send an initial enquiry by email, to provide us with an overview of your proposed event, date and location.
  2. We will respond and advise if your proposal is viable. If so, you will be directed to make an application.
  3. We will write to confirm your application status i.e. application accepted or declined and will clarify the hire fee. Once the Hirer has confirmed they wish to proceed on this basis, we will issue Invoice 1 (advance payment, hire fee) and any consultations required will be carried out.
  4. We will then carry out a detailed check of the application and supplementary documents, and issue Invoice 2 (remainder of hire fee).
  5. We will grant permission in principle for the event to proceed (where consultation is successful or not required). We will then carry out a detailed check of the application and supplementary documents and issue Invoice 2 for the remaining fees.
  6. Final approval will be granted.

Make your application

Supporting documents

Further Information

For guidelines and procedures please read our parks and open spaces events policy(pdf, 132KB).

For further advice on organising a safe and successful event visit:

Contact

Park Events, Parks & Open Spaces, LBRuT, Civic Centre, 44 York Street, Twickenham, TW1 3BZ

Email: parkevents@richmond.gov.uk
Phone: 020 8891 1411

Updated: 13 March 2017