How to apply to operate an event on District Council land
1. Decide on a suitable location for your event by browsing the options available here: Outdoor Event Spaces in St Albans.
2. Submit an Event Notification Form (ENF) as soon as possible to events@stalbans.gov.uk. In general, the larger the event, the more advance notice is required. Please see here for information about how far in advance the ENF must be submitted.
3. If you would like to discuss your potential event and location(s) with us before submitting your form, please contact events@stalbans.gov.uk and we will do our best to advise based on your requirements.
4. Once the ENF is received, Officers will decide if it constitutes an event or another type of activity.
5. We will be in touch to discuss your event. If you are planning a major event on any site, we are likely to want to meet with you in person, possibly on-site, to discuss your requirements/arrangements.
6. You can read about how decisions on which events can go ahead are reached here.
7. Once a decision is made as to when and where you can hold your event, a Licence Order & Acceptance Form or Licence to Use form will be issued depending on the size and type of event.
8. An invoice will be raised for payment for fees in advance. Fees payable are likely to include a deposit against damage occurring to land requiring reinstatement. This will be returned providing that the land is undamaged. Payment terms will be shown on the contract and invoice. Please note that the booking is not confirmed until a signed licence and deposit have been received. See here for more info on fees, charges and deposits.
9. You must ensure you have the correct licences and permissions in place, this is in addition to the Licence Order and Acceptance Form.
10. If your event will include five or more traders and will be open to the public (free of charge) then it constitutes a market. If it is within 6⅔ miles of St Albans Market, Harpenden Market, or Redbourn Market, then it will require a licence from the St Albans Markets Team.
11. All events on District Council Land are required to submit paperwork to the Safety Advisory Group and possibly meet with them either in person (possibly on-site) or online. Paperwork required by the group will include - but is not limited to - an Event Management Plan.
12. We will undertake a pre-event site inspection during the week before the event, which you are welcome to attend (photographs will be taken to establish the condition of the ground/location/space before the event).
13. We might attend the site on the day of the event to ensure that the event is being delivered according to the licence, and the terms and conditions of your booking.
14. We will attend a post-event site inspection which you are also welcome to attend. This will establish whether there has been any damage to the ground as a result of the event and determine any costs associated with repairing the damage.
15. Any outstanding deposits will be returned after the event, minus any reinstatement costs incurred as per the agreed licence.