Organising events in Richmond upon Thames
Richmond Council strives to support the planning and delivery of public events in the borough.
We are aware that there are two types of events:
- Events taking place on council owned or managed land (parks and open spaces, highways, venues)
- Events taking place on land that is outside of local authority ownership or management
As we are currently in a pandemic the Council must be informed about all planned events in the borough. There are currently COVID-19 restrictions in place, so through this process we can advise you accordingly and signpost to the relevant legislation and guidance and advise on any local restrictions.
In July 2020, councils were given additional powers to ensure that the spread of COVID-19 was minimised in their areas. These new powers (The Health Protection (Coronavirus, Restrictions) (England) (No. 3) Regulations 2020) give council's power to restrict access to, or close individual premises or public outdoor places as well as prohibit certain events from taking place where there is a serious or imminent threat of transmission of coronavirus. For example, where there is a local spike and a large event going ahead would risk further transmission of the virus. Regulations set out three conditions which need to be met before a direction can be issued. These are:
- That giving a direction responds to a serious and imminent threat to public health
- That the direction is necessary for the purpose of preventing, protecting against, controlling or providing a public health response to the incidence or spread of infection by coronavirus in the local authority’s area
- That the prohibitions, requirements or restrictions imposed by the direction are a proportionate means of achieving that purpose
Therefore, to avoid disappointment and to help ensure that your event is as safe as possible, please review the below so we can help guide you through the process.
We consider applications for all types of events (fetes, music concerts, sporting events, firework displays and more), from all sections of the community.
Events on Council land or property
Currently, the Council is restricting public activity on its land and property. However, if you would like to hold an event on Council land or property, please contact the below services - they will advise on the Council’s current policy on public events:
Events on non-Council land or property
If you are planning on holding your event on land that is outside of local authority ownership or management, it is essential that you let us know as soon as possible by submitting an event notification online.
All events will be assessed on the details given in the application form, so it is important that this contains as much relevant information as possible. We will guide you through this process and may ask for additional information if required.
For larger and more 'risky' events, the event organisers will be expected to submit an event management plan and risk assessment, which will be shared with relevant Council services involved in the event and with members of the Safety Advisory Group. The Safety Advisory Group is a multi- agency forum that provides specialist independent advice to event organisers to promote high levels of safety and welfare at events. Organisers of large or high risk events and some medium events may be required to present to the borough’s Safety Advisory Group.
Some events will require licences, for which a fee is required. If you are intending to sell alcohol, provide entertainment or serve hot food, to name a few activities, you will need a Temporary Event Notice. If you need to close a road or pavement for your activity you will need a Road/Pavement Licence.
Please note: The licensing process can take up to three months to complete so it is advisable to seek advice in the initial planning stages of your event.
Application timelines for events held not on Council land or property
In order to give your event full consideration, we require your completed application by the deadlines stipulated below:
|Event size||Number of attendees||Notice required|
|Small event||Up to 499 attendees||10 weeks' notice|
|Medium event||Up to 500 - 4,999 attendees||10 weeks' notice|
|Large event||Up to 5,000 - 9,999 attendees||26 weeks' notice|
|Major event||Over 10,000 attendees||26 weeks' notice|
We will acknowledge receipt of your application within two working days. Within 10 working days we will let you know what the next steps are and whether we require any additional information.
Assessment timelines for events held not on Council land or property
Applications are assessed against several criteria, including but not limited to:
- Type of event
- Whether any activities require a licence such as:
- The sale of alcohol
- Cooking and/or sale of food
- Musical performance
- Road closures
- Inherent risks with the event
- Compliance with regulatory requirements, which will be assessed by members of the Safety Advisory Group
Advisory group with regulatory powers
In addition to the above, COVID-19 has meant the introduction of additional criteria:
- Events must meet the COVID-19-secure requirements
- Local epidemiology will be reviewed
COVID-19 review for all events
Health risks around COVID-19 mean that there are strict criteria around how many people can meet and the precautions that need to be in place to ensure people stay safe, or to reflect and local restrictions. Events that proceed must be 'COVID-secure' and comply with current COVID guidance.
Below is a checklist of areas to consider when preparing your COVID-19 Management Plans. Arrangements must be tailored to suit your specific event and activities. You will need to cross reference and research the relevant sections of GOV.UK guidance and be aware that this may span more than one sector. It may be helpful to look at some of the more general guidance such as:
- Guidance for mass gatherings
- Working safely during COVID-19
- Coronavirus outbreak FAQs – what you can and can’t do
- The visitor economy guidance
- Guidance for performing arts
- Guidance for sport and recreation
Event organisers should be aware that local lockdown arrangements can be imposed very short notice if there is a local spike or second wave of COVID-19.
A final review of epidemiology criteria will be undertaken within seven days of the event and may result in the permission being revoked.
For further information please contact firstname.lastname@example.org.
Up to: Local services update
Updated: 23 December 2020