Hold an activity in a park or open space

Permits are required to hold a fitness training or small group activity sessions in our Parks and Open Spaces. This enables us to manage activities (in respect of safety, usage levels and potential conflict), ensuring the parks are protected, access is maintained and that our parks can be enjoyed by all.

Issuing permits

Permits for ongoing activities are issued annually commencing April each year. You can also use this process to apply for occasional or one-off activities.

We have a dedicated Events Service available to assist you and answer any questions you may have.

Who needs to apply for a permit

Organisers of the following must apply:

• Commercial services such as fitness training activities e.g. personal trainers (over 5 participants), boot camps, group exercise or fitness classes.
• Educational activities e.g. educational workshops or forest schools.
• Other small group activities, which do not otherwise constitute an event ('small' is defined as 50 or less people).

Do not complete this form if you wish to:

• Apply to hold an event
• Hire a sports pitch

Make an initial enquiry

Before you apply you should make an initial enquiry so that we can confirm you are making the right type of application and offer advice on the viability of your proposal. This applies to both new enquiries and for ongoing permits where a change is proposed. Please include:

1. A few sentences to introduce yourself/your company and your experience and qualifications in delivering such activities
2. A site map showing the proposed location for the activity i.e. the area within which you would like to operate (not the whole park/site)
3. An overview of the proposed activity
4. Details of any infrastructure/equipment to be brought to the site
5. Dates and times
6. Anticipated attendance

We will assess your enquiry and let you know if you may proceed to make an application.

Information required

When you start your application, you will need full details of your proposed activity, including:

• A description of the activity
• Dates and times it will run (for irregular or ad-hoc sessions specific dates will be required)
• The correct name for your proposed site
• The maximum number of participants you would allow at each session (permit fees will be based on maximum attendance, at the time of application, not actual attendance on the day - see the fees and charges sheet (pdf, 241 KB)
• Names of the people who will deliver the activity
• Experience and qualifications held by those delivering the activity
• If your activity involves minors under the age of 18 and DBS certification is required under current guidelines, we will need you to certify that DBS certification is current and valid for all providers and we will ask for a copy of your child protection policy and details of specific arrangements in place
• If you are requesting any exceptions to the terms as conditions – such as tents, gazebos, music, lights, or toilets you will need to provide details, the associated risks must be addressed in your activity risk assessment.

Documents to provide

You will also be asked to upload these documents which you should have ready:

1. A site map which names the site you wish to use and defines the boundaries of your proposed activities (not just a location point)
2. Your emergency procedures (e.g. emergency arrangements, cluster points, access points, named responsible person, contact details, first aid arrangements, nearest hospital)
3. A completed risk assessment for your proposed activity
4. Proof of public liability insurance (£5 million cover)

Deadlines

You must submit your application as follows:

• New applicants or changes to existing permit: 10 weeks before the proposed start date
• Renew an existing permit with no changes: 28 days before the proposed start date. Ongoing agreements should be renewed annually beginning on 1 April and should be submitted by the end of February.

Fees and terms and conditions

Before you apply view:

• Fees and charges sheet (pdf, 241 KB)
• Terms and conditions (pdf, 284 KB)

Make an application

You should only submit your full application once the events team have confirmed you may do so except for renewals where there are no changes.

Also, you must submit a separate application for each site you wish to use.

Start my application

Contact

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

Email: richmond@theeventumbrella.com
Phone: 07482 422305