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