Public event over 1000 people

Events will not go ahead without written confirmation from us.

We need to receive your:

• application no later than nine months before your event
• draft supporting documents no later than six months before your event

Further information and guidance

For more advice on organising a safe and successful event, read our event guidance notes (PDF) [509KB] or visit the HSE website. (opens new window)

Events are charged based on:

• the size
• the number of people attending
• the number of event days
• planned activities at the event

Fees start from £65 to run an event.

Community events will receive a 50% reduction from the fee.

Events that are 100% fundraising will receive a 60% reduction from the fee.

Set up and dismantle days are charged at half the event hire charge per day.

Park hire fees will be confirmed when we have received your completed event application form.

To run a public event over 1000 people we need to receive:

• fill in our outdoor event application form (Word doc) [101KB]
• read our  terms and conditions document (PDF) [93KB]
• sign the declaration

Once we've received your application, we'll:

• check your application
• write to you and acknowledge your application
• confirm fees and charges
• confirm if your event will be reviewed by the Safety Advisory Group (SAG)
• let you know about any additional requirements

Before your event can be confirmed, you will need to:

• fill in our  risk assessment template (Word doc) [111KB] or provide your own risk assessment
• attach a copy of your Public Liability Insurance certificate
• provide a site location and event layout plan
• provide any other details we have asked for

You can email your application and supporting documents to parks@guildford.gov.uk

What happens next?

When we've received all the necessary documents and information needed from you, we'll:

• write to you by email and confirm that your event can go ahead
• invoice you for the hire of the park