How to organise public events

How to organise public events and get the permissions you need

Events are an important part of everyday life that encourage people to play an active part in their community.

We work with the emergency services and any other relevant services to provide event organisers with guidance to help make sure private and public events held in Rutland can go ahead safely.

If you're the event organiser, you'll need to send us a notification, risk assessment and management plan if your proposed event will have:

  • 500 people or more attending
  • VIP attendance
  • military attendance
  • an impact on the highway
  • an impact on the community

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.


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:

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:

  • help your event run as safely as possible
  • make sure you have the right permissions in place
  • comply with any relevant legislation

Depending on the type of event you're organising, you may:

  • be contacted by services for more information
  • be invited to a safety advisory group (SAG) meeting

We aim to respond within four weeks of receiving your forms.

Find out more about licencing

Find out what's on in Rutland

Events Policy

Download our Events Policy

Signs policy

If you are planning to use signs and posters to promote your event, you will need to know the rules that are set out in our Signs Policy.

Event cancellations 

If you cancel your event, you must email to let us know as soon as possible: events@rutland.gov.uk

    Was this page useful?