Event Notification

Organising an event

When organising an event you may need to make more than one application, as your event may well be subject to more than one piece of legislation such as road closures, permission to use land that is owned by Stevenage Borough Council.

Aims of the Safety Advisory Team

The aims of the Safety Advisory Team here at Stevenage is to look at events proposed to be held in the borough of Stevenage and to provide advice and guidance to the event’s organisers to enable them to host a safe and successful event.

The Safety Advisory Team (SAT) is made up from a cross-section of agencies which includes officers from the Council, as well as representatives from Hertfordshire Constabulary, Herts Fire and Rescue.

Event Notification Form

Planning for an event can be a lengthy process, with some large scale events taking up to a year to organise safely.  Even small scale events such as school fetes or street parties can take a few months to prepare for.

It would be very helpful if as event organiser you could complete an events notification form. This information is then put into a diary circulated to the Stevenage Safety Advisory Team - This enables the group to be aware of events planned around the Borough that has the potential to attract a large audience.

Event to be held on SBC land

If you plan to hold all or part of your event on land owned by the Council, you will need to notify our Parks and Amenities Department on 01438 242323, who subject to their approval, will then provide you with the relevant terms and conditions of use.

Should you wish to hold your event within the Fairlands Valley, you will need to notify Stevenage Leisure on 01438 353241 who subject to their approval, will then provide you with the relevant terms and conditions of use.

The land will then be reserved for your use.

Please note: if the land is not owned by the council you should always obtain consent from any other land owner.  Proof of permission to use the landowners land may be requested of you.

Event to be held on the public road or footpath, or requiring a diversion or closure of a road or footpath

Depending on the extent of the road or footpath use, diversion or closure, an application will need to be made either to Hertfordshire Highways or to the Engineers Department at SBC for a road closure.

Both Hertfordshire Highways and Stevenage Borough Council’s Engineers will advise you as to which type of application will be required and whether they will support your application. Due to the timescales that can be involved (including any public advertising of a road closure) the application should be made as soon as possible, allowing suitable time in advance for your application to be considered dependent as to the nature and scale of your event.

As a guide, please allow three months for an application to be made.  For large scale events, please allow six months for these applications to be considered.

If you are organising an event for St. George's Day, Armed Forces Day, Good Friday Walk of Witness, a Scouts Parade, Fairlands Valley Parks annual Fireworks display, the Town Centres Christmas Lights Switch-On or Remembrance Sunday and require a road closure you need to apply under the Town and Police Clauses Act, please complete a road closure application form alongside the events notification form.

Demonstrations and parades

Demonstrations are covered by section 11 of the Public Order Act 1986.  In certain circumstances the Council may, following consultation with Hertfordshire Constabulary, close roads to allow special events or parades to take place within the Borough.
When special events require the road to be closed off to general traffic, a temporary road closure will be required. Such closures require a Traffic Regulation Order.  Normally all costs involved for both the closure and the diversion signing will have to be borne by the event organiser. 

At least six weeks’ notice is required and for some events up to three months will be needed in order to organise them properly. Notice for large events may require even longer.

Without the consent of The Secretary of State, roads which are closed for sporting events can usually only be closed once a year.

Demonstrations cannot be dealt with by the Council. For these events Hertfordshire Constabulary must be contacted so that they may make the appropriate arrangements.

Written notice must be given to the Police of any proposal to hold a public procession which in intended:

  1. To demonstrate support for or opposition to the views or actions of any person or body of persons;
  2. To publicise a cause or campaign;
  3. To mark or commemorate an event.

The written notification to the Police will need to include:

  1. The date of the procession;
  2. The intended start time;
  3. The proposed route;
  4. The name and address of the organiser(s)

Hertfordshire Constabulary asks that the notice be delivered to them by recorded delivery to;

  • Hertfordshire Constabulary Event Planning Department, Stevenage Police Station, Lytton Way, Stevenage, Hertfordshire, SG1 1HF

or by hand to the Police Station in the area in which the procession is intended to start, not less than seven (7) days before the day of the procession.

Notification to Hertfordshire Constabulary and the Borough Council does not constitute that the event will be supported by either organisation.  Participants will be responsible for their own risk.  The Police will only be available to keep the peace and to deal with any emergencies that may arise.

Event requiring consent under the Licensing Act 2003

For attendance figures above 500, including staff and security, you may be required to make an application for a premises license, which can be time specific to cover your event.

Typically these cover activities such as:

  • the sale by retail of alcohol;
  • the provision of regulated entertainment
  • the provision of late night refreshment (the provision of hot food or hot drink supplied between the hours of 23:00hrs and 05:00hrs)

Regulated entertainment is defined as:

  • a performance of a play (for example, a pantomime or amateur dramatic production)
  • an exhibition of a film (excluding the viewing of television programmes broadcast at the time they are broadcast to the general public)
  • an indoor sporting event
  • boxing or wrestling (including any combination of the two, for example cage fighting)
  • a performance of live music (for example, singers, duos, bands or a choir)
  • the playing of recorded music (for example, a disco)
  • any combination of live and recorded music (for example, karaoke)
  • a performance of dance (for example, a display of ballet or other dancing)
  • provision of facilities for making music (for example, the provision of musical instruments)
  • provision of facilities for dancing (for example, the provision of a dance floor or similar)
  • any combination of the above
  • anything of a similar nature to the above

For advice and links to our on-line application forms use the link below

Please note: The Safety Advisory Team does not grant formal permission to organisers for public events. The Safety Advisory Team does not accept any liability for any loss, or damage as a result of any event that takes place within the Borough.

Download

Guide to putting on safe and successful events

Events notification form

Request to hold an event on public open space

Pavilion Hire terms

Application for a road closure (SBC)

Temporary Traffic Regulation Order (HCC)

Fire safety advice and your responsibilities

Contact details

Stevenage Borough Council
Daneshill House, Danestrete, Stevenage, Hertfordshire, SG1 1HN.

licensing@stevenage.gov.uk
01438 242259

Environmental Health
Stevenage Borough Council
Daneshill House, Danestrete, Stevenage, Hertfordshire, SG1 1HN.

env.health@stevenage.gov.uk
01438 242665

Engineering Services
Stevenage Borough Council
Daneshill House, Danestrete, Stevenage, Hertfordshire, SG1 1HN.

engineers@stevenage.gov.uk
01438 242844

Hertfordshire Constabulary Event Planning Department
Stevenage Police Station
Lytton Way, Stevenage, Hertfordshire, SG1 1HF

01438 757063/757218

Environment Department (Highways)
Hertfordshire County Council,
County Hall, Pegs Lane, Hertford, Hertfordshire, SG13 8DN

nm.north@hertfordshire.gov.uk

Useful web-links

Street Parties

Streetparty.org

Organise a Street Party (Gov.uk)

Guide to organising a street party (Gov.uk)

Health and Safety

Health and Safety Executive

Guidance on running events safely

Five Steps

Fairgrounds and amusement parks: Guidance on safe practice

Managing crowds safety

Health and safety at motor sport events: A guide for employers and organisers

Institution of Occupational Safety and Health (IOSH)

Purple Guide Launch

Nuisance

Noise Council code of practice on environmental noise at concerts

BBPA - Guidance on Licensed Property Noise Control

Fire Safety

Fire safety risk assessment: small and medium places of assembly

Fire safety risk assessment: large places of assembly

Fire Safety - Organised Open Air Events