How to organise public events

Event safety

The event organiser and management team are responsible for the event's safety.

All events (including those in aid of charity) must comply with recognised safety standards.

Services (for example the police, security or first aid services) may not be able to offer the level of support you need to hold the event. They'll work with you to try and find solutions, but the risk to public health and following government guidance will always be the priority.

Fees

We don’t charge fees for events with less than 500 attendees unless it will have an impact on communities or cause disruption on local roads. There may also be charge if you have VIPs or a large military presence at your event.

If you don’t know whether your event falls into this category, please email: events@rutland.gov.uk

Fees for all other events must be paid when your event notification is submitted. Fees are non-refundable and must be paid in full at least 45 days before the event.

Event size	How to apply	When to apply	Fees
Less than 500 people and with no extra requirements	Event Notification not required	Not required	No fee
Less than 500 people but with extra requirements	Event Notification Form must be submitted	At least 12 weeks before the event	£40
Between 500 and 4,000 people	Event Notification Form, Risk Assessments and Event Management Plans	At least 20 weeks before the event	£40
More than 4,000 people	Pre-application consultation with our Events Team, Event Notification Form, Risk Assessments and Event Management Plans	At least 36 weeks before the event	£150

How to pay

You can pay your event notification fee using our online payment system.

If can’t the online payment system, please email: events@rutland.gov.uk

Roads and highways

You must register any public or private event that may impact the use of a:

road
street
verge
footpath
pavement
bridleway

This includes events that could:

be affected by access restrictions due to roadworks
cause more traffic in the area
increase on-street parking
need you to apply for temporary traffic restrictions
affect the safety of pedestrians and other road users
restrict access for emergency vehicles
affect planned highway works

If you're not sure if you need a road closure or want some help with traffic management planning - email highways@rutland.gov.uk.

Find out more about road closures

How to notify us about your event

You need to submit an Event Notification Form at least 12 weeks before your event, or at least 16 weeks if you plan to use Council land (for example a park or car park). It's best to send them in the early planning stages, if you can.

We'll also need your event management plan, risk assessments and a site plan - if you don't have your own documents, you can adapt these templates for your event:

Email your completed documents to events@rutland.gov.uk or post to: Events, Rutland County Council, Catmose, Oakham, Rutland LE15 6HP.

We will review your plans and provide guidance if necessary, to: