You can get this Portsmouth City Council information in large print, Braille, audio or another language by calling

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1 Events team Core 3-4, floor 5, Civic Offices, Guildhall Square, Portsmouth PO1 2AD Phone: Date: 2015 Dear Sir/Madam Thank you for your enquiry regarding holding an outdoor event in Portsmouth. Attached is a copy of our Event Application Form, which requires completion before an event being held on Portsmouth City Council land can be considered. This allows us to ensure that your event will be run safely and sensibly, adheres to all legal and licensing requirements and to check that the venue you wish to use is available and that the event will not clash with any other activity in the city. Please complete every section of the attached form where applicable and provide as much information about the event as you can. Once completed, please return the form, along with all required documentation to the above address at least 12 weeks prior if the event includes activity on the Public Highway or a road closure is require or at least 6 weeks prior to the event to allow time for processing. IF FORMS ARE NOT RECEIVED AT LEAST 6 WEEKS BEFORE THE EVENT THE APPLICATION MAY NOT BE PROCESSED AND PERMISSION MAY NOT BE GIVEN. If you change any details of your application including site plan, infrastructure, or road closures after you have submitted it for approval by Portsmouth City Council, you must resubmit the changed information for consideration. A hire fee and deposit are required for the use of Portsmouth City Council land, please ensure you are aware of all relevant costs on submission of your application. There will be also be a fee for processing your application - please see the relevant costs at the back of this application. Information regarding your event will be circulated to other Portsmouth City Council departments such as Network Management, Pollution Control Team, Licensing and Health & Safety and external organisations such as the blue light services who may be required to be involved with your event, or require further information. Once your application has been processed, you will be informed by letter or that your event can go ahead. If all documentation is not submitted at least 6 weeks before the event, or does not meet all requirements, the event will not be processed. Yours faithfully Heather Todd Assistant Events Manager You can get this Portsmouth City Council information in large print, Braille, audio or another language by calling

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3 Event application form: page 1 of 10 Event application form This form must be submitted at least 12 weeks if event includes activity on the Public Highway or at least 6 weeks before the event to allow time for processing. If forms and all paperwork are not received in time, your application may not be processed. It is a legal requirement that event organisers deliver safe and well-managed outdoor events, and Portsmouth City Council requires that event organisers complete this application form to help us assess this. Name of event Date/s of event Proposed location of event If you require help completing this form or if you would like advice on organising your event, please contact the Events Team at Portsmouth City Council: Telephone: events@portsmouthcc.gov.uk For office use only: Date received Processed by Hire fee to be charged Published: January 2015 / Ref: 18.2

4 Event application form: page 2 of 10 Event organiser s details Please complete the following information which will be used solely for the purpose of obtaining permission to hold an event and will remain secure. Information will not be shared with any other organisation outside of the events application process. Name of organisation Name of event organiser (responsible for health and safety, noise control and overall running of the event on the day) Contact address Postcode Daytime telephone number Mobile number address Website address Event public enquiries number

5 Event application form: page 3 of 10 Event details The more information you provide about your event the easier it is to process and the fewer questions we may need to ask you so please provide a full description or a programme of your event, attaching additional information if necessary. If any details for your event change after submission of this form it is up to you to inform us. Full description of event (please include all elements you are proposing such as stalls, displays, music etc) Event timings Date and time required to enter site for event preparation Start and finish times of the event Date and time when the site will be vacated after the event Approximate number of people expected to attend per day Type of event (please tick one box only) Is the event free to members of public? Registered charity event* n-registered charity event* Commercial event t-for-profit event Yes Local or national charity? * We may request to see your event accounts after the event Is the event open and accessible to all? Yes

6 Event application form: page 4 of 10 Activity at the event Do you intend to utilise or permit any of the following attractions at the event? Please tick all of the appropriate boxes in each section. Please note that the release of balloons and/or Chinese lanterns are not permitted on council land. Other Licensable activity Live and/or recorded music Performance of a play and/or dance Showing of a film Bar / alcohol Late night refreshments (sale/supply of hot food or hot drinks any time between 2300 and 0500 hours) Other activity Fireworks / pyrotechnics / lasers Children s or juvenile s rides / attractions Inflatables (e.g. bouncy castle) Market stalls Food / drink stalls Any animal involvement Carnival procession Barbeque Other (please specify below) Temporary structures/equipment Do you intend to utilise any of the following at the event? If so, please tick all the appropriate boxes and ensure these are included on your site plan. Marquees / tents / gazebos* Portable generator** Portable staging* PA system* Stage barrier* PA mixer tower* Lighting rig* Other* (please specify in the right hand box) t applicable Other Road closure/traffic management Please note that these will incur costs. Do you anticipate the need to apply for (please tick) If yes, please contact: Road(s) requested to be closed: Road closure Traffic diversion On street parking restrictions Car park closure Times closure required:

7 Event application form: page 5 of 10 Contractors, catering concessions and inflatable play equipment Please confirm that all contractors and catering concessions at the event comply with current health and safety regulations and food safety legislation and will have provided you with up to date public liability insurance, risk assessments, inspection certificates and method statements in relation to this event. See Sections 11, 15, 16 and 17 in Terms of Conditions. Please confirm that PIPA and ADIPs documentation has been obtained in relation to all inflatable equipment and bouncy castles at the event and that all equipment will be managed by the company supplying it. All documentation must be readily available for inspection, prior to or during the event, by Portsmouth City Council staff on request. Failure to provide documentation, when requested, can result in your event being cancelled at short notice. We encourage event organisers to use local companies where possible. Declaration The following documentation must be enclosed with this application. I have enclosed the following Risk assessment / method statement Completed by a competent H&S advisor Public Liability Insurance Certificate ( 5million cover minimum is required) Site plan This is important if your event includes structures such as tents, stages, parking areas etc Route plan This is important as it details where the event will take place and details road crossing points etc Yes Yes Yes Yes Failure to submit relevant and up-to-date documentation will delay the processing of your application and your event may not be able to go ahead. Road closure map Yes Traffic management plan Yes Stewarding plan Yes If you have answered no to any of the above questions, please give details why

8 Event application form: page 6 of 10 The organisers will have plans and procedures in place to deal with the following: Crowd Management Emergencies and evacuations First Aid Lost children and vulnerable adults Security and stewarding Toilet provision Traffic management Waste management and litter collection I hereby confirm that I have read, understood and agree to comply with the Terms and Conditions for Holding an Event on Portsmouth City Council Land (available from the Events Team or online at and the departmental terms and conditions of hire and all reasonable instructions given by all officers of Portsmouth City Council and representatives of other statutory services. I also understand my obligations and responsibilities with regard to the content of this application. I understand that failure to comply with any of the Terms and Conditions for Holding an Event on Portsmouth City Council Land may result in the cancellation of the event by the council. In addition, I agree to inform the council of any proposed changes to the information contained within this application. Signed Print name On behalf of (organisation) Date Please send the completed form, together with any supporting documentation, to: Events team, Core 3-4, floor 5, Civic Offices, Guildhall Square, Portsmouth PO1 2AD Telephone: events@portsmouthcc.gov.uk Please refer to our Event Guidance notes for information on planning and delivering your event.

9 Event application form: page 7 of 10 Fees and charges 2015/16 1. Application Processing Fee (for any applications received after 1 April 2015) Commercial Up to 4,999 attendees 100 Up to 9,999 attendees 175 Up to 14,999 attendees 250 Up to 19,999 attendees 300 Up to 29,999 attendees 350 Charity National 40 Local Site Hire Fees Seafront Bandstand, Castle Field and Southsea Common and Parks (per day) Commercial Up to 4,999 attendees* 2000 Up to 9,999 attendees* 2500 Up to 14,999 attendees* 3000 Up to 19,999 attendees* 4000 Up to 29,999 attendees* 5000 Per set up day 500 Per strike down day 500 *Plus 5% per capita of sales for events with ticketed entry Charity Events (all seafront sites) Local 360 National 600 Parks Victoria Park and other parks (per day) Local event for local people Small free community/charity event (less than 100 people) Free Free Events for up to 250 people: 350 Victoria Park (non-charity) 350 Other parks (non-charity) 175 Victoria Park (charity) 175 Other parks (charity) 88 Commercial events Guildhall Square Event organiser type Community groups, local charitable organisations and trusts, council departments, NHS, Police and other public sector bodies, University of Portsmouth, colleges and schools National Charitable organisations and Trusts Commercial event / organisations, agencies Deposit As per Seafront charges Event Management Fee Daily use Half day use Schools 100 FREE FREE There would also be an additional cost for using the electricity box behind the Big Screen chargeable at 50 per day.

10 Event application form: page 8 of 10 Fees and charges 2015/16 Big Screen Hire Fees Item Content on the Big Screen Screen operator * Camera crew Fee per tes hour 28 Films, images, graphics, live feed from the square (a camera is mounted on the Big Screen) 25 Costs cover scheduling content and support during the event Price on request Testing required in advance Commercial organisations, agencies Item Content on the Big Screen Fee per tes hour 60 Films, images, graphics, live feed from the square (a camera is mounted on the Big Screen) 3. Refundable Deposit Seafront Commercial Charity/Community 300 Parks Commercial Charity/community 250 On application On application You will be invoiced for the payment which be made by in person at the Cashiers desk at the Civic Offices, card over the phone or by sending a cheque payable to Portsmouth City Council to the Events Office. These fees will be subject to change as of April For information on charges and costs for the hire of marquees, tables, chairs and other equipment please contact: Seafront Services on or seafront.services@portsmouthcc.gov.uk Screen operator * Camera crew 25 Costs cover scheduling content and support during the event Price on request Testing required in advance * a screen operator would only be required for events that require content to be physically uploaded and/or managed on the day of the event, for example a DVD film or live filming. bigscreen@portsmouthcc.gov.uk and

11 Event application form: page 9 of 10 Appendix A: Emergency services, support services and local authority contact numbers COLAS Telephone: pfi@colas.co.uk Health and safety unit Telephone: frank.regan@portsmouthcc.gov.uk Hampshire Constabulary Telephone: strategic.operations@hampshire.pnn.police.uk Highways PFI team Telephone: or jane.tume@portsmouthcc.gov.uk Hampshire Fire and Rescue Telephone: csprotection.admin@hantsfire.gov.uk Licensing Telephone: licensing@portsmouthcc.gov.uk HM Coastguard Telephone: spike.hughes@mcga.gov.uk Local travel Telephone: john.houghton@portsmouthcc.gov.uk Queens Harbour Master Telephone: South Central Ambulance Service NHS Trust mark.roberts@scas.nhs.uk Generic emergency.planning@scas.nhs.uk Portsmouth City Council Civil Contingencies Unit Telephone: emergency.planning@portsmouthcc.gov.uk Parking Services Telephone: tmcopts@portsmouthcc.gov.uk Public protection service (food safety advice) Contact - Commercial team City helpdesk Telephone: cityhelpdesk@portsmouthcc.gov.uk Seafront services Telephone: seafront.service@portsmouthcc.gov.uk Community wardens Telephone: Community.wardens@portsmouthcc.gov.uk Environmental Health team Telephone: michael.thorne@portsmouthcc.gov.uk Events team Telephone: events@portsmouthcc.gov.uk

12 Event marketing form Event marketing form We would like to promote your event through the official visitor website Visit Portsmouth ( The website receives on average 28,000 unique visitors every month, with the events pages always within the top 5 visited areas. The website also generates event listings for the Visit South East England, Visit Hampshire, Visit England and Visit Britain websites. This information may also be used in forthcoming editions of Portsmouth City Council s Flagship Magazine, and included in other marketing activities such as editorial and features where appropriate. If you would like us to add your event onto the website please fully complete the form below, as you would like the details to appear or you can add the event yourself on what s-on/submit-an-event. Name of event Location address Post code Telephone number address Website Short description of event (max 250 characters) Full description of event *(this should include details such as times of specific event activities/ performances etc, max 7000 characters) Continue on a separate sheet if necessary and attach securely. Date Time Ticket costs (please stipulate if there are terms and conditions to any of these tickets, such as family ticket 2+2) Images Free Adult Child Senior Student Family Please supply a selection of high resolution j-peg images to promote your event (less than 1mb each)* Images to be sent to events@portsmouthcc.gov.uk te: if the form is not completed fully with sufficient information, we can not guarantee your event will be promoted on the Visit Portsmouth website or included in our promotional activities. It is also your responsibility to inform us of any major changes to your event or its cancellation. *You must be authorised to supply the images and ensure that they do not infringe any existing copyright or other intellectual property right.