TO HOLD AN EVENT ON HAVANT
BOROUGH COUNCIL LAND
NOTE
1. This application must be completed and returned 5 weeks prior the
event (minimum). If the forms and paperwork are not received within the
timeframe, the application may not be processed.
2. All sections should be answered or your application may be delayed.
3. Please read the Conditions of Hire document prior to completing this form
(this can be found on the Havant Borough Council website)
4. You will receive an acknowledgement within 14 working days once your
application has been received by an HBC officer.
5. If you change any details on your application after submitting the first
application, you must resubmit the amendments for consideration.
Community Officer (Events)
The Public Service Plaza,
Civic Centre Road,
Havant, Hampshire
PO9 2AX
If you have any queries please contact:
023 9244 6495
EventsHBC@havant.gov.uk
APPLICATION
Application return address:
ORGANISERS DETAILS
Name
Organisation
Position
Address
Telephone Event public enquiries number
Email
Website
Finish time
GENERAL INFORMATION
1
2
3
4
Name of event
Location required
Dates required
Start time
If the area is required outside these times for setting up etc.
please give details.
5
Anticipated attendance figure
If the anticipated number exceeds 499 this application and a more
in-depth traffic management form will be reviewed by HBC’s Safety
Advisory Group
6
Is the event:
7
Commercial
Free to the public Open and accessible to all
Charity / Fundraising
Members only
Other (Please state)
Tickets charged at
Please provide a full description of the event inducing
attractions and activities.
8
Have you contacted Havant Borough Council
licensing department to enquire about:
9
Temporary Event Notices – music
Premises licenses
Selling of Alcohol
Yes No
Please state the reference number the licensing department
provided
10
COLLECTION AND REMOVAL OF
LITTER, REFUSE AND OTHER WASTE
Please give details of the arrangements to collect and remove
litter, refuse and other waste from the area during and after the
event.
11
CATERING
12
Do you wish to sell food and/or drink?
Yes No
If you require any further information regarding food provision,
please contact the Food & Safety Team on (023) 9244 6654.
Please provide details of refreshments to be sold, for each food
business include trading name and address, local authority
where registered and type of food.
13
Please state bar opening / closing times
14
Bar to open at and close at
CAR PARKING
Please outline your parking arrangements for event staff,
contractors and volunteers. (How many event vehicles will there be,
where will they park and how do you intend to manage the parking
of those vehicles?) Please also show car parking arrangements on
your event site map.
Company
Authority Food type
Please send details of any additional suppliers as a separate document.
Where will visitors to your event park their cars (please include
number of designated spaces for disabled)?
How will you direct visitors safely to your event from the car park
(e.g. road crossing arrangements etc)?
Are there any Council operated car parks that need to be closed in
order to hold the event? If yes, please specify the location of the car
park and the amount of space required for the event. A minimum of 2
months notice is required.
TRAFFIC MANAGEMENT & ROAD SAFETY
Will you need to apply for any of the following on the public highway?
Please refer to guidance notes for further information
Road/footpath closure
(If yes, please contact Legal Services on 02392 446216)
Signs, cones or traffic management
On street parking restrictions
PA EQUIPMENT
If you have ticked any of the above, please provide an overview of
the locations, dates and times below and provide a detailed traffic
management plan.
The above options require a minimum of 6 months notice.
15
Do you intend to use public address equipment
or have amplified music at the event?
Yes No
If yes, please give details.
STRUCTURES ETC
16
Will there be any of the following items at the event? (please tick)
Stages
Towers / structures
Temporary seating
Electrical installations
Marquees / gazebo
17
If you have ticked any of the above, please provide details.
TOILET FACILITIES
18
Are there public toilets available at the
location applied for?
Yes No
19
Do you intend to provide additional portable
toilets? If yes, see Events Safety Guide for
additional information
Yes No
MEDICAL FACILITIES
20
Please provide details of First Aid cover at the event.
(a) Number of Paramedics
(b) Number of trained First Aiders
(c) Number of First Aid posts
(d) Number of ambulances
21
If you have ticked any of the above, please provide details.
ADDITIONAL INFORMATION OR REQUESTS
22
Will radio communication be provided
at the event?
Yes No
If yes, which staff / locations will have radios.
23
If an event safety control is required, where will it be
accommodated / located?
DECLARATION
Please ensure that the following documentation is enclosed with
this application.
Risk Assessment
Public Liability
Insurance Certificate
(£5million minimum)
Site plan
Traffic Management Plan
I confirm I have read the Conditions of Hire for Events on Parks and
Open Spaces and agree to comply with them.
Signed (Hirer)
Date
Print name
MARKETING
We would like to promote your non profit event through our social
media page Whats on in Havant Borough:
www.facebook.com/havantboroughcommunity
Please provide a short description of the event (how you wish it to be
seen, max 150 characters) along with an image.
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