Organising public events

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.

How to get permission and licences

You need to submit four documents 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:

1. Event Notification Form
2. Risk Assessment Form
3. Event Management Plan
4. Your Site Plan

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

Our forms aim to help you:

• plan your event
• run your event as safely as possible
• have the right permissions and licences in place
• comply with any relevant legislation
• by giving links to advice, to help you decide if you'll need to give us extra information

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

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

When we have all the information we need, we'll decide if your event can go ahead - we aim to do this within four weeks of receiving your forms.

Find out more about licencing

Find out what's on in Rutland

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