Terms and Conditions

There should be a minimum two-week period between Major Events being held at the same venue, and no more than 10 Major Events should be held at any one venue in any 12-month period.

No more than one Major Event should take place on the same day in a single Park or green space (unless by prior planning).

Any proposed or approved Major Events, which follow these protocols timescales, will have precedence over any sports bookings taken by the booking agents. Sports bookings will need to be re-arranged.

All our decisions in connection with Events being held on our land or in our facilities are final.

Applications for corporate events, which are not open to the public will be approved on an individual basis and subject to individually negotiated fees and charges. We reserve the right to not approve any private events without justification.

If an application to hold an event is submitted by a person or group who has previously failed to abide by the conditions of approval granted by us, then such an application will be rejected unless adequate reason can be shown as to why the event should be approved. 

It is essential that you arrange insurance cover to indemnify yourselves against civil litigation. This is referred to as public liability insurance and details can be obtained from any reputable insurance company. In the case of Major Event, the minimum level of cover is £10million, and £5million in the case of other events. The original policy statement issued by the insurer, a certificate of currency, or a certified copy, must be provided to us not less than 14 days prior to the event taking place.

We are committed to equalities and you, as Event Organiser, must provide reasonable, appropriate and accessible services and facilities to all sections of the community without prejudice or bias. Also, you will ensure that all staff/volunteers that come into contact with children and vulnerable adults follow good practice guidelines and recommendations.

No fires, fireworks or camping are allowed on our land unless part of an authorised Event approved by us. Barbeques are not permitted on our land unless as part of an authorised Event, with our prior agreement and with full risk assessments and mitigations in place.

Firework displays must adhere to HSE Working together on firework displays – A guide to safety for firework display organisers and operators. Please see the website http://www.hse.gov.uk/explosives/fireworks/index.htm A risk assessment is needed from the company supplying and firing the fireworks.

Verulamium Park Firework displays are to be limited to three per year, which includes the annual firework display in November. Additional displays may be permitted at our discretion for one-off events celebrating faith and cultural festivals, and these will be taken on a case-by-case basis.

Our Animal Welfare Policies in connection with events stipulates that:

a) Council Land is not let for use by circuses or similar entertainment exhibiting wild animals.

b) Live creatures may not be given as prizes at any function held on Council Land.

NB. If domestic animals are involved (i.e. pet dogs), the premises should be inspected by the RSPCA. All paperwork relating to the transport of the animals should be available for inspection.

We feel very strongly about the use of real fur in retail and believe that the breeding of animals for their fur cannot be justified. Leather and sheepskin products sold must use skins which are a by-product of the food industry only.

Please note the guidance (below) published by Access to Farms concerning the prevention of ill health as a result of members of the public coming into contact with farm animals. 

• Access to Farms - preventing infection ( docx - 4.38 MB )

All events shall adhere to the Acoustic Criteria as set out below.

When the Regulatory Services Department is of the opinion that a Noise consultant is required, the following applies: Any noise emanating from, or in association with, the site shall not cause a nuisance to residents or noise sensitive receptors this may include local businesses and schools. Environmental Compliance Officers set guidance levels for events as follows:

a) A minimum of 2 qualified Noise consultants (one person to be at the mixing desk and another to monitor the noise) should be appointed to (i) undertake pre-event planning and (ii) monitor/control noise levels throughout the duration of the event. 

b) a Noise Management Plan must be submitted at least six weeks prior to the event.

c) A responsible person should be appointed as the ‘noise control person’ and assigned the responsibility of dealing with any noise complaints. The appointed person must be present throughout the duration of the event to deal with any issues which arise. 

d) Any complaints that are received in relation to noise associated with the event must be acted upon promptly. Complaints must be recorded using the standardised form and reported to SADC via the Out of Hours process.

e) Event Organisers are responsible for adequately advertising the SADC Event Hotline prior to the event, and included within an information leaflet detailing the event start and finishing times, and sent to local residents 2 weeks prior to the event. 

f) The Event Organisers are responsible for displaying contact details for the SADC Event Hotline on the outside of the event site (or on the website) to ensure that any complaints can be communicated directly. 

e) Members of the audience shall not be allowed within 3 metres of any speakers. 

f) During the build-up and break down of the event site, any activities that might cause noise to be audible to residents outside the park will be limited to specific hour’s dependant on the Premises Licence. 

g) Any generators, refrigerators or other machines running overnight including those used for domestic purposes will be silenced, screened or sited so as not to be audible to residents outside the park. 

h) The SADC Events Hotline  number will be supplied shortly. This will be monitored during events which satisfy the criteria for requiring this service.  

This guidance is subject to revision of the Environmental Compliance Officers in the light of any complaints received prior to the event.

Any proposed footpath closures need to be communicated as soon as possible to us. Where a Public Right of Way is proposed to be closed during an event, Hertfordshire County Council must be informed, and permission may be required. 

Prior to, or during the course of events, no signs or other objects are to be attached to trees, street/park furniture or public utilities, without the written approval from us. All advertisements must be displayed in accordance with the advertisement regulations. No signs shall be displayed earlier than seven days before the first day on which the event is due to take place.

All informational & directional signage must be removed within 24 hours of the event ending. If signage is still up after this period, we will treat it as Flyposting and retain any Flyposting deposits accordingly. 

We manage banner sites within the city of St Albans. These sites are to be used by community groups and charities who are promoting activities, events or projects that invite the whole community to participate. Banner sites are not to be used by any group promoting activities and events that will bring financial or commercial profit. Email banners@stalbans.gov.uk for details. For areas outside of the city of St Albans, Town and Parish Councils must be contacted.

Please see section on 'advertising your event' for further information/advice on where/how you can publicise your event. 

Events must adhere to the operating timings conditions in the premises licence for the event site. 

Events will generally be allowed to operate during daylight hours only. All non-licensable events must end no later than 10.00pm. Exceptions will be made for events such as fireworks, subject to our approval. It is expected that all Events will be finished and cleared from the hired areas by 10.30pm to minimise disturbance levels to local residents.

All food and beverage vendors must comply with The Food Hygiene (England) Regulations 2006 and Regulation (EC) No 852/2004. All food vendors must be registered as a food business, with the appropriate local authority. For our events, each food vendor must provide us with the following. For events on our land, we expect you, as event organiser, to request the following from your vendors:

• proof of registration with their Local Authority
• individual insurance
• food hygiene training for all staff
• a food hygiene rating of 4 or above if applicable
• food journeys of all food to be served on the day (supplier, storage, preparation and serving for all food elements)
• Risk assessment(s)

Food or beverages are not to be sold in polystyrene containers or glass bottles, and you should make every effort to minimise the generation of waste and litter. Please consult our sustainability policies for guidance on this aspect of your event.

You must create a detailed and credible waste management plan and recycling needs to include additional waste bins as required. You must remove all litter into an appropriate container e.g. a skip, prior to collection on the next working day after the event, at your own cost.

You must adhere to our Sustainability Policy which can be found here.

You are responsible for any damage that may occur to our facilities or infrastructure and for litter clearance during the course of an event.

All electrical equipment, including generators, shall be PAT tested, erected and derigged by a qualified contractor of good standing. Pedestrian barriers should be used to safeguard the public, as appropriate. 

Generators must adhere to our Generator Policy found here

No Event equipment will be allowed on to fine turf/sports areas, unless agreed by us in advance.

Marquees, stages, inflatables and other temporary structures should be sourced from a reputable company and installed by a qualified contractor of good standing. You must provide proof of this along with supporting Risk Assessments and systems of work. Unless you erect a structure for more than 28 days the structure will remain exempt from the Building Regulations under Schedule 2 Part IV.

In the eventuality that the structure does remain erected for more than 28 days, a separate application to Planning Officers will be required depending on the size / use of the proposed structure. (See PiPA for more information - https://www.pipa.org.uk/)

You must conform to any PPL and PRS requirements during the Event. This includes applying for a PPL/PRS payment if required for your event https://pplprs.co.uk/themusiclicence/

You must provide us with a full traffic management plan including vehicle movements and parking provision. To minimise the impact of traffic at a Major Event, it is critical that you engage in a positive marketing campaign, promoting the use of public transport to the Event and nearby public car parks whilst emphasising that on-street parking is restricted. You should be mindful of maintaining an unobstructed emergency red route at all times during an event.

You may not charge for parking on grass areas. 

You must manage parking (before, during and after the event) until the last vehicle has departed.

We have the sole responsibility to authorise the landing of helicopters. Designated landing pads are situated in the Front Meadow and Football Pitch 8 by the lake in Verulamium Park and Abbey View Athletics Track. Before a helicopter’s landing can be granted permission, the following information needs to be approved:

a) Name of helicopter company, contact name and number

b) Pilots name and Air Certificate Number.

c) Length of the flight.

d) Flight plan in detail with confirmation that the flight will be over open countryside avoiding residential and commercial properties.

c) Confirmation that the CAA and the local Police are aware of the event.

Air Ambulances are exempt from these restrictions and will be granted immediate and necessary access in emergency situations.

Closure of any public car park must be discussed with our Parking Services Team on 01727 866100 or email parking@stalbans.gov.uk.

Charges may apply and are imposed by this department.

We have the sole responsibility to authorise the use of drones: The person controlling a small Unmanned Aircraft System is fully responsible for the safe operation of any flight.

For more information, please see CAA policy CAP 3939 Air Navigation:

The Order and Regulations and contact Licensing@stalbans.gov.uk.

Our Grounds Maintenance Contractor operates and maintains all access gates on our land. Access must be discussed with us and form part of the Event Management Plan

It may be possible for us to arrange for public toilets to be open later than the publicised closing time at certain locations. Please speak to us if you require this.

Please refer to the Purple Guide to assist with calculations on how many toilets will be required for your event.

Due consideration should be given to temporary toilet facilities, if appropriate, such cost to be borne by you.

You should discuss with us if you wish to utilise changing rooms and sports facilities. It may be possible for arrangements to be made with the contractor, who deals with sports pitch and facilities bookings.

All funfairs or any funfair rides at events, must adhere to the HSE Funfair & Amusement Guide (HSG175) and will be granted permission at the discretion of us. Timescales and paperwork set out within these Rules must be adhered to.

The agreed funfair operating times for Verulamium Park, are as follows:

Funfair operating times for other sites and venues may vary and will be discussed upon application.

Funfair to supply own water standpipes and litter bins. Funfair operators must supply their own SIA stewards throughout the event times etc.

Verulamium Park - There will be only a maximum of three large funfairs allowed in the meadow area of Verulamium Park, including those held during the November firework display.

We will only allow a maximum of TWO circuses per year in Verulamium Park. There must be a gap of at last six weeks between any circus or funfair booking to comply with Showmans’ Guild agreements.

Processions must adhere to Safety Guidance for Street Art, Carnival, Processions and Large Scale Performances book (by ISAN, ISBN 0-9544892-1-7 printed 2004).

Processions along public highways may need to apply for a road closure.

https://www.hertfordshire.gov.uk/services/highways-roads-and-pavements/changes-to-your-road/traffic-regulation-orders/temporary-traffic-regulation-orders.aspx 

Organised in line with UK Athletics guidance and the Event Safety Guide.

Verulamium Park was built on top of the remains of the Roman City and most of the Park is designated as a Scheduled Monument by Historic England. Without permission from Historic England, any intervention into the surface of the ground is a criminal offence under the 1979 Ancient Monuments and Archaeological Areas Act. This means that nothing can be staked into the ground in specific areas of Verulamium Park. As a general rule, the meadow area opposite the running track and Westminster Lodge is unscheduled and the areas around the lakes are Scheduled. 

You can approach Historic England for their opinion as to whether formal Scheduled Monument Consent is required for elements of your event or not. As owners of the site, we would require you to keep us informed of these discussions. Find out more here. 

The Lakes and River Ver are subject to the bird nesting periods. We must give approval before any Event can take place near this area. 

It is not permitted to use wildlife areas or long grass meadows as part of any event area. Events which might cause damage to the ground will not be permitted on the Front Meadow or water meadow in any month before the Half Marathon (2nd Sunday in June).

For events held on our land (or that we directly manage) we do not allow the release of sky lanterns, nor would we allow for the mass release of helium filled balloons. For events held within the District but not managed by us, or held on our land that we are consulted on, we would recommend against any planned release of sky lanterns/helium filled balloons but ultimately this would be outside our control.

We have approved the launching of hot air balloons from Verulamium Park on no more than four occasions per year.

Approval will be subject to the following conditions:

• Application from a commercial operator licensed by the Civil Aviation Authority
• Launch times will be 1-2 hours after sunrise and approximately 2 hours before sunset, generally at weekends.
• Operator will conduct all marketing of launches and each flight will be able to accommodate 5-8 people. All health and safety implications have been considered and addressed:
  • a temporary enclosure will be formed to keep observers at a safe distance,
  • an optimum location away from trees and other obstacles will be chosen;
  • the fire brigade will be informed of the use of propane gas to fuel the burner;
  • the site will only be used if the wind speed and direction are satisfactory.
  • Each flight requires a minimum of ten knots and no flight will be undertaken if it is likely to cause the balloon to encroach on controlled air space;
  • landing will not be at Verulamium Park, but at an unknown location;
  • hold a £10 million Public Liability insurance policy.
  • operators will be required to provide a copy of their current Air Operators Certificate etc.