If you wish to use Council owned land or Loughborough Market Place for an event you must make a formal application to us, and receive approval in writing, before your event can go ahead.
Before you complete a formal application please send an email to eventplanning@charnwood.gov.uk to let us know a little more about your proposed event, including:
- The name of the organisation that will be managing the event.
- Where you would you like to hold the event.
- Which date(s) / time(s) are likely to be involved.
- A brief description of the event.
- Approximate number of people expected to attend.
- The target audience for the event.
- Whether you may need a road closure or temporary signage (this will usually require you to seek separate, formal approval to your plans from Leicestershire County Council or Charnwood Borough Council – further information can be found on the temporary road closures webpage.
Once we receive this information we will confirm the application process, advise on the suitability of the land, check for potential event clashes and confirm whether there will be a charge.
All event organisers need to submit:
- A completed Event Notification Form 2022-23 (Word Document, 0.1 Mb). This form has helpful links to sources of information about event planning, licensing, health and safety, etc.
- A site / event specific risk assessment.
You may also need to submit other documents, for example:
- A site plan and / or route map.
- An event manual (for large / complex events). A copy of a suggested format for this document is given in the Event Manual.
We will not be able to issue any approval until you have provided us with written proof of Public Liability Insurance for the event (a minimum of £5 million cover is required).
If you are applying to us for permission to use Loughborough town centre (including Southfields Park, the Market Place and Queen’s Park) you can also apply to use one, or both, of our Premises Licences.
Further information can be found on the premises licenses webpage.
We usually ask you to submit the final version(s) of all required event planning documentation, by the following timescales prior to you needing a decision:
| No. of participants |
No road closure and / or temporary signage required |
Road closure and / or temporary signage required |
|---|---|---|
|
Up to 150 participants |
6 weeks |
12 weeks |
|
151 to 800 participants |
9 weeks |
15 weeks |
|
Over 800 participants |
12 weeks |
18 weeks |
If you are not able to achieve the deadlines above please contact us and we will let you know whether we might be possible to able to process your application more quickly.
You will not normally have exclusive access to our land, which will usually remain open to the general public for the duration of your event.
If your event is not being held on Council owned land or in Loughborough Market Place our general event notification process may be relevant.
Further information can be found on the holding an event in Charnwood webpage.
Read our Event Booking and Venue Hire Policy
If you have any queries, or would like to talk to us about your proposed event, please contact us on eventplanning@charnwood.gov.uk.
Last updated: Fri 19th April, 2024 @ 14:23