If you are planning an event, the information on this page should give you an idea of some of the main considerations you will have to make. For larger events, we have also written an Events Toolkit (available on the Event Forms & Guidance page) which goes into much more depth about the different aspects of organising an event.
- Where to start
- Location of the event
- Licences for alcohol, entertainment or late night refreshment
- Other licenses
- Consult local residents and businesses
- Prepare an Event Management Plan
- Risk Assessment
- First Aid
- Trading Standards
- Food Safety
- Accessibility to everyone
- Reduce your environmental impact
- If the land/building is private, you need permission from the owner.
- If you want to use a public park or open space, you need permission from the Events Team. You can contact them on 01225 396056 to check availability. You can apply to hold an event here. Please note: Completing the application does not give permission for the event to be held. You must await confirmation and a Licence for Land Hire from the Events Team.
- If you want to use a public highway, you need to apply for a road closure. You will need to complete an application form which you can download from the Event Forms & Guidance page. For information or pre-application advice, contact the Traffic and Safety Team on 01225 394041 or firstname.lastname@example.org who will be happy to advise. For a standard road closure, you can download Form 2 - Street Closures (TPCA) in the documents menu on the Temporary Traffic Regulation Orders page. If you require a road closure for which parking is suspended or the nature of the road is changed (for example the direction of traffic flow) you can download Form 3 - Street Closures (RTRA) also in the documents menu on the Temporary Traffic Regulation Orders page.
You will need a licence if you want to do any of the following:
- Sell alcohol (including giving it away as part of the ticket price or in exchange for a ‘donation’).
- Serve hot food or drink between 11.00pm and 5.00am.
- Provide regulated entertainment (such as live music) to the public or a section of the public.
- Provide regulated entertainment (such as live music) with a view to making a profit, even if the ‘profit’ will be given to charity.
First, check with the owner of the land/building where you want to hold the event; they may already have a licence you can use.
Additional licences may be needed for selling food or goods on the public highway, charity collections or lotteries. If in doubt, visit the Licensable Activities page or contact the Licensing team on 01225 477531 or email@example.com.
You should consult local residents and businesses who may be affected by the event. This is usually done by delivering letters or leaflets to each address and contacting their residents' associations. The Federation of Bath Residents' Associations and the Bath City Centre Action Group has a list of residents' associations and their contact details.
Local residents and businesses have the opportunity to object to most applications so it is in your best interests to talk to them and address their concerns before making any application.
You can find some useful tips in the Event Management Plan Template document. There are also a number of other useful documents and links that will assist in planning an event on the Event Forms & Guidance page.
You will need to undertake a risk assessment for your event which should be submitted through your online Event Application. You can find some useful information in our guidance document Safety at Events - Risk Assessments and a Risk Assessment Template
Your risk assessment should help you decide what level of first aid provision you need. For very small, low risk events, it may be enough to have a first aid kit on site and a nominated person in charge of it. However, larger or higher-risk events will require professional first aid cover.
To determine your requirements and obligations, read the Event Medical Guidance document.
Contact trading standards if any food, drink or goods will be sold during the event - they may want to visit the event to check that traders are operating legally. Contact the Trading Standards Duty Officer on 01225 397653 or firstname.lastname@example.org.
A full list of caterers should be included in your Event Management Plan, which will be shared with the Food Safety Team. They can provide you with some useful advice on food safety. You can contact the Food Safety Team on 01225 477508 or email@example.com.
Think about how best to cater for the needs of those with access needs and sensory impairments when you first begin to plan your event. Your event should be accessible to everyone and when planning an event take steps to ensure this where reasonably practicable. Advice and suggestions for improving accessibility can be found on Attitude is Everything’s website.
There are lots of things you can do to minimise the impact of your event on the environment. Start by following this useful advice from Waste Services on dealing with waste and recycling at your event.
DEFRA has a helpful Sustainable Events Guide for organisers of corporate events, training and conferences.