Application Form

This section defines who is making the application, and whether they are making the application on behalf of an organisation or as an individual. This determines the basis of the legal agreement between the two parties (Applicant and landowner/manager). The Applicant may also be referred to as the ‘Responsible Party’ or ‘Hirer’.

The Applicant/Responsible Party defines who the agreement is with, usually the organisation. If 'individual' is selected the named individual takes responsibility for all aspects of the event.

See Terms and Conditions for use of Parks and Open Spaces.

Alternate Contact 
For queries and correspondence relating to the event

Attendance and Access

Fees will be based on anticipated maximum attendances at the time of application, not actual attendance on the day (see associated ‘Fees and Charges’).

Attendance figures should include visitors, spectators, staff and suppliers.

Spot checks will take place at events to help ensure the accuracy of information provided and for some larger or high-risk events attendance verification may be required.

See London Borough of Bexley - Hiring a park for an event.

Dates and times

Event open times

Operating times for build and breakdown periods

Out-of-hours activity includes any onsite activity including vehicles arriving or leaving between 10pm - 8am.

Which site(s) do you intend to use?

The applicant warrants and guarantees that all necessary permissions and consents will be obtained prior to the commencement of the event period.

Sports pitches

Are there other areas of land in use (other than the sites defined above)?
e.g., private or neighbouring land

The applicant warrants and guarantees that all necessary consents will be obtained prior to the commencement of the event period.

Licensable activities

The following activities may be licensable. Sometimes this will depend on things like proposed timings and expected audience: 

• the sale or supply of alcohol 
• the provision of late-night refreshment 
• the provision of regulated entertainment (e.g., a performance of a play, an exhibition of a film, boxing or wrestling, a performance of live music, playing of recorded music, a performance of dance, entertainment of an adult nature)
• where commercial sales or trading is taking place 

This application is for permission to hold an event on the selected site; it is NOT a licence application for any licensable activities that may take place at the event. 

Where licensable activities are proposed, the Applicant understands that it is their responsibility to apply to the Council's licensing and street trading department, within the required deadlines, to get the necessary licences and consents, e.g., for Premises Licences, Temporary Event Notices, Street Trading, or Occasional Sales Licences. The Applicant warrants and guarantees that all necessary licences and consents will be obtained prior to commencement of the event period. 

w: Licences and street trading 
e: licensing@sevenoaks.gov.uk 

Event activities

We need to get an understanding of your event content and the activities taking place. 
If the content is not finalised at the time of application, include details of ALL possible activities and MAXIMUM numbers (including those to be delivered by your suppliers), to make sure they are considered when processing your application. If the number/type of activities later increases, a new application may be needed.

Stalls or concessions
Food - Drink - Retail - Information - Charity - Other

Entertainment
Music - Dance - Performance - Film - other

Animals
Dog Shows - Petting Zoos

Fireworks, pyrotechnics or lasers

Novelty rides, funfairs, inflatables

Sporting activities

Other

Describe the type and quantity of the infrastructure to be brought to the site.
If you are not sure, include details of everything that might be present to make sure it is considered when dealing with your application. Include MAXIMUM numbers; if the numbers later increase, a new application may be needed. The level of detail should help us to understand the type, size, and quantity of the infrastructure, e.g., 'one 12m round big top tent, up to 20 3x3m pop-up gazebos, 30m of Heras fencing, 10 toilet units'.

Only include details of infrastructure to be brought to the hired site. Significant infrastructure should be marked on your site plan.

Estimate the MAXIMUM number of vehicles that you plan to bring to the event site and explain why they are being granted access. This should include ALL vehicles (Applicant's and suppliers') and those that are dropping off/collecting, or remaining onsite.

Outside of event open hours

e.g., when the event is being built or dismantled or is closed. This includes the event day, before and after the event is opened to the public.

During event open hours

e.g., when the event is open to the public. Consider traders/catering vehicles allowed to remain on site, medical vehicles, staff/visitor parking, etc.

Supplementary information should ideally be sent at the same time as your application. Where this is not possible you can send it later, on the understanding that failure to complete a required field or supply the required level of information may result in delays processing your application or your application being terminated. Your application will not be considered complete until all supplementary information has been received. 

The level of supplementary information required will be dependent on your event content. Answer the questions as fully as possible, providing responses which are specific to your event content/scale/complexity. If you are unsure about the type of information to include, refer to the Application Guidance. We may ask for more information on any aspect of the event at any stage, e.g., if there is an area of concern or where further clarification is required.

It is essential for ALL events to provide a site plan (and/or route map), risk assessment, and proof of insurance.

For large or complex events, an Event Management Plan (EMP) is also required.

Site Map

A site map is needed for all Park Events, OR for Street Events where there is a static event element or infrastructure present.

Points 1 & 2 are essential.

1. Event location within the site
2. Layout of significant infrastructure and activities (must be consistent with the information provided in 'Event Activities' and 'Infrastructure')
3. Access/Egress routes, clearways, control points, RVPs
4. Significant services or features, e.g., information points, medical, production office, toilets

Health and Safety

The Applicant (i.e. the named organisation or indvidual) is responsible for ensuring the safe delivery of all aspects of the event, at all stages of the event period. This responsibility will include implementing and monitoring safe working practices and ensuring that the event is delivered in line with current safety legislation and expected industry standards.

Roles and responsibilities

Describe the overall management structure for your event. We need you to clarify management roles and responsibilities regarding the event organisation and delivery. You can upload an organogram to support this. The organogram should include the individuals' names, organisation and role/areas of responsibility.

If you are engaging others outside of your organisation, explain who will be involved and describe their relationship to the Applicant.

For example:

• Will you be engaging a production company to deliver all or part of the event on your behalf? If so, what are their responsibilities?
• Will you employ the services of a Health and Safety officer or consultant? If so, what are their responsibilities?
• Will you be engaging others to produce event documentation such as your Event Management Plan or Risk Assessment?

Do not include details of service providers, e.g., security, traffic management, waste management, traders etc. This will be included in the ‘Supplier Management’ section.

Applicants are responsible for ALL suppliers that they bring to the event site. 'Supplier' means any company or individual(s) engaged by the Applicant to perform any duties or activities at the Event, to include any employee, volunteer, contractor (sub-contractor) or agent of the Applicant. To clarify, this will include any artists/performers, activity providers, traders/stalls, concessions, service providers or infrastructure suppliers. This means that it is the Applicant’s responsibility to communicate the Terms and Conditions to their suppliers, check that they hold the relevant qualifications/competencies/insurances/ safety documentation to carry out the proposed activities, and that they follow any regulations set by the landowner/manager and/or Applicant.

Supplier Management Plan

We need you to provide a Supplier Management Plan, to describe the checks you will be carrying out on your suppliers before and during the event, e.g., supplier competencies, risk assessments, insurance, equipment certification, method statements, onsite checks or handovers.

Consider all types of supplier, points 1-5 are essential where present.

1. Infrastructure/TDS, e.g., marquees, gazebos, stages
2. Specialist structures and equipment, e.g., funfairs/rides, inflatables, cinema screens, machinery/plant
3. Electrical installations/other utilities
4. Traders (food/non-food), bars and concessions
   Note: For food providers, this should include details of their business trading name, registered address, local authority (where registered), and their most recent food hygiene rating inspection score and date.
5. Specialist providers, e.g., fireworks, special effects, pyrotechnics, animals
6. Service providers, e.g., medical, security, traffic, waste, event management services
7. Content providers, such as performers or activity providers.

Where known at the time of application, please supply the name of your suppliers for services:

Details of vehicles permitted to access the site must be included in the 'Vehicles' section of this form. Where vehicles are brought to site, the Applicant understands that the management of such vehicles is their responsibility.

Applicants are responsible for security and crowd management provision at their event. The levels of stewards/security required should be risk assessed and will be dependent on the scale, content and complexity of the event. Some roles will require specific training.

Give an overview of your security, stewarding, and crowd management plans to include:

1. Type and level of provision (e.g., 10 voluntary stewards and 5 SIA security guards)
2. Will they be briefed/trained?
3. Will they be easily identifiable (wearing tabards)?
4. How is site access / event capacity controlled?
5. Does the site layout facilitate suitable access/visitor flow and how would you deal with issues such as overcrowding? 
6. Are there any high-risk/problem areas?
7. Have you considered all stages of the event, e.g., night security (the site should not be left unattended during the hire period)?

Applicants are responsible for ensuring that the appropriate arrangements are in place with regards to information sharing and ensuring the welfare of those attending their event.

I will provide/provide for (where applicable to the event):

• An information/organiser contact point: organisers should be readily contactable by the attendees and the local community i.e. to report an issue or provide feedback.
  
  
• The safe-guarding of minors and vulnerable persons: there should be procedures in place to identify and provide for any vulnerable groups including minors.
  
  
• Bar management procedures: Applicants will be bound by licence conditions where there is alcohol. Management plans should include age verification, staff training, right to refuse and security arrangements.
  
  
• Drugs, search and eviction policy/arrangements: where a requirement has been identified, e.g., through police intelligence or where there is a history of drug issues associated with the event/event activities/audience profile.
  
  
• Equal opportunities: all events should be inclusive and accessible.
  
  
• Complaints procedures: details of issues/complaints should be recorded and escalated as appropriate.

Applicants must ensure that local and environmental disruption is minimised. In particular:

• Minimising disruption to residents and the surrounding community.
  
  
• Noise management: where the proposed activities involve music or amplification, or otherwise have the potential to cause noise disturbance, a noise management plan must be supplied.
  
  
• Sanitary provision: e.g., toilets will meet minimum requirements (see industry guidance such as The Purple Guide). Where offsite facilities are used, the Applicant will ensure that they have the appropriate permissions in place.
  
  
• Waste management: the Applicant is responsible for waste management and removal of litter from the site. The Council will not be responsible for removing event related litter, beyond that which is considered usual (non-event) for the site. Waste must be removed by a registered waste carrier (www.gov.uk/register-renew-waste-carrier-broker-dealer-england).
  
  
• Sustainability: the environmental impacts of events should be identified and minimised with demonstrable efforts to improve sustainability.
  
  

We need you to describe your arrangements to include:

1. Noise management - Essential where the proposed activities involve music or amplification, or otherwise have the potential to cause noise disturbance.
   
   
2. Waste management - Consider litter picking arrangements, bins and skips (recycling, general waste), and waste removal from site. Who are your suppliers and are they registered waste carriers?
   
   
3. Sustainability - Identify the environmental impacts of your event and explain how do intend to minimise them? Do you have any specific targets or restrictions in place, e.g., a ban on single use plastic (SUP) at the event? Have you considered all aspects of the event, e.g., use of recyclable products, recycling targets, minimising waste, responsible power/water consumption, considerate vehicle/transportation arrangements?

Applicants are responsible for making sure that suitable procedures and communication structures are in place to respond to minor emergencies, and to initiate a first response to more significant emergencies.

We need you to describe your emergency arrangements, to include the following points. Points 1-4b are essential for ALL events:

1. Communications structure, systems (e.g., radios) and emergency contact details (incl. closest A&E)
   
2. Medical plan (incl. First Aid arrangements)
   
3. Fire protection plan
   
4. Procedures for incidents
   a. Evacuation
   b. Fire (initial response)
   c. Lost Persons
   d. Suspect package/terrorism (initial response)
   e. Public disorder
   f. Event cancellation (incl. adverse weather)
   g. Major incident
   
5. Accident/incident reporting incl. RIDDOR
   
   

Applicants are responsible for making sure that event risk assessments are carried out to identify potential risks and that suitable measures are in place to minimise the risks.

There is a risk assessment template available in the 'Risk Assessment' section of the Application Guidance.

Applicants are responsible for making sure that all aspects of the event and event content are adequately insured, and that public liability insurance is maintained in accordance with the Terms and Conditions.

Insurance must be valid for the event period (arrival onsite until final departure from site).

Extra charges will apply where services are requested in addition to the standard land hire. This will include tree pruning, grass cutting, utilities, pitch markings, additional officer time, etc. It is important that any requests are made in writing to describe what is needed (including maps/photos) and dates, so that we can provide a quote for the requested works. Works will not be confirmed/agreed until the Applicant has specifically agreed to the quote provided.

Not all requests will be possible and they will need to be authorised, so make your requests early at the time of application.

There will be fees and charges associated with an event application, depending on factors like the duration, scale, and format of the event. A breakdown of the applicable fees will be provided to the Applicant by the Events Service via email upon acceptance of the application. At this point, the Applicant will need to confirm acceptance of the fees in writing before the application can progress.

Please see Fees and Charges for holding an event. 

Please note, all invoices associated with the event will be raised in the name of the Applicant/Responsible Party (usually the organisation) provided in this application form.

Please read: Terms and Conditions