Holding an event in our parks

Tell us if you want to hold an event in one of our parks. We cannot offer any guarantee a particular park will be available unless you have told us about your plans. 

We need the following notice periods to book an event in our parks:

  • up to 500 people: two months
  • 500 to 10,000 people: three months
  • 10,000+ people: six months

Your event plans will need to be looked at by the city’s safety advisory group (SAG), made up of emergency services and local authority representatives. Sometimes, event organisers are invited to attend a meeting of this group to discuss their proposals.

You must send us the following in time for the above deadlines. Other documents may be needed, depending on the type of event you want to hold:

  • a signed, dated and completed event application form
  • signed and completed terms and conditions
  • proof of current public liability insurance, covering liabilities to at least £5 million
  • a site-specific event risk assessment (minimum for small events – this must explain the actions you will take in an emergency)
  • a site plan showing the locations of event infrastructure and attractions, as well as entrances and routes for emergency vehicles, lost children point, and the locations of generators and fuel storage
  • list of activities taking place (this may form part of your site plan)
  • appropriate documents to cover activities carried out by third-party contractors, such as caterers – this will usually include proof they are covered by their own public liability insurance, that they have their own risk assessments in place, have up-to-date qualifications and safety certificates, and proof of having passed a food hygiene inspection with a score of at least three
  • copies of any flyers or notices that you are producing to promote your event
  • proof that you have adequate First Aid cover in place

You may be asked to provide the following:

  • a separate event safety plan 
  • a separate site security plan
  • a separate fire risk assessment 
  • proof you have obtained all appropriate licences to cover your event – these may include PRS or PPL licences for live and recorded music, temporary events notices or premises licences (if you are asked to obtain one)
  • a child or vulnerable persons protection policy or guidelines
  • proof of current registrations with the disclosure and barring service
  • notes covering the contents of stewards’ briefings
  • evidence you have recruited and trained enough stewards and marshals to ensure public safety
  • evidence you have informed the emergency services of your intentions to hold an event, and consulted further where necessary

Read the guidance manual and download application forms