How to apply to put on an event

The following information is a step-by-step guide on how to apply to put on an event on Oxford City Council land:

Step 1 - Read all Information

Read our Events Pack, Terms and Conditions for Use of Parks & Open Spaces, and Fees & Charges for the hire of our land.

• Events Pack 2012 (96kB PDF)
• Terms and Conditions for use of Parks and Open Spaces (200kB DOC)
• Events Fees and Charges 2011-12 (56kB PDF)

Step 2 - Complete Event Application Form

Complete the Event Application form, print and send back to us. Don't advertise your event just yet!

• Events Application Form (1.2MB DOC)

Step 3 - Submit your Application

• Submit your signed Event Application within the required timescales and attach any supporting information as per the Supporting Information Required and Submissions Timeline document
  
  Supporting Information Required and Submission Timelines (51kB PDF)
  
  e.g. signed copy of Terms & Conditions for use of Parks & Open Spaces and evidence of a valid Public Liability Insurance certificate (if you have it at this stage).

By post: Events Office
Policy, Culture & Communications
Oxford City Council
Town Hall, Oxford, OX1 1BX

By email: events@oxford.gov.uk

• Once we receive your application, we will email you to let you know that we are processing it. Your application will then be sent to the relevant stakeholders who will include the emergency services and other internal Council departments for their approval. This initial consultation takes a minimum period of 2 weeks.
• We will then respond with a decision on your event and you will also be notified of the hire fee and deposit/bond fee and our payment terms and conditions.
• Once we have received your confirmation to the hire fee, your event will be booked into our Events Calendar.

Step 4 - Submit your supporting information

Further supporting information may be requested from relevant stakeholders or as outlined in Supporting Information Required and Submissions Timeline document (linked above). Any further supporting information MUST be submitted to the Events Office a minimum of 4 weeks before your event date. Failure to submit your required further supporting information may result in your event confirmation not being granted for which the Council accepts no responsibility or liability.

Step 5 - Make payment

The Events Office will then email you the invoice for the hire fee and for the deposit/bond as per our Fees and Charges (linked above). Other City Council Departments may request additional payments and they will contact you separately regarding these. Please refer to the Additional Costs section on our Fees and Charges document (i.e. road closures, distribution of free printed matter - leaflets, street trading consent). Payment must be made at least 28 days before your event start date.

Step 6 - Event confirmation granted

Final event confirmation (a letter of authority) from the Events Officer will only be granted once all the required supporting information has been submitted and the payment for the hire fee and deposit/bond has been made.

You may now advertise/promote your event.

Supporting Documents

• Events Pack 2012 (96kB PDF)
• Appendix A - Events Application Form (1.2MB DOC)
• Appendix B - Terms and Conditions for use of Parks and Open Spaces (200kB DOC)
• Appendix C - Risk Assessment Form Template and Guidance (43kB DOC)
• Appendix D - Catering Form (288kB DOC)
• Appendix E - Safety Inspection Checklist (323kB DOC)
• Appendix F - Accident Report Form (199kB DOC)
• Appendix G - Noise Risk Assessment Form and Guidelines (173kB PDF)
• Appendix H - Event Plan Template (197kB PDF)
• Appendix I - Fire Precautions Risk Assessment Guidance for Outdoor Events (849kB PDF)

Page last reviewed 25 January 2012