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Organising public events

This page tells you how to organise an event in Rutland during the COVID-19 pandemic.

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

They may celebrate a particular occasion, raise funds for a good cause or simply bring people closer together.

Events can include:

  • celebrations 
  • commemorations
  • religious gatherings
  • annual events
  • music festivals 

We'll consider any requests to hold public events, and take several factors in to account - including any:

  • risks to public health
  • impact on our roads and highways
  • community benefits
  • economic benefits
We'll support your event if we can, but public events may need more support and management than usual, because of the COVID-19 pandemic.
All events must follow government social distancing guidance

Event support services

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.

These services are developing plans for how to manage and support public events in the future.

Crowd control

All events for over 30 people must be ticketed or controlled. 

As well as social distancing, think about the risks of overcrowding. 

If you need to, restrict the numbers of people allowed on the site or in a particular area at any one time. 

Depending on the type of event you're planning, tickets are a good way to control how many people can attend.

The number of tickets allocated should be limited, to support the right social distancing in the space you have available.

If you run an event without ticketing, you'll need to think about other approaches and site stewarding to manage the number of people attending.

Your event will also need to use NHS Test and Trace.

Safety

The responsibility for the event's safety lies with the event organiser and management team.

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

Roads and highways

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

  • road
  • street
  • verge
  • footpath
  • pavement
  • bridleway

This includes events which may:

  • be affected by any access restrictions due to roadworks
  • cause increased 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 highways works
If you're not sure if you need a road closure, or want some help with traffic management planning, email our highways team: highways@rutland.gov.uk

 

How to get permissions and licences

You need to submit these documents to us at least 12 weeks before your event date - (it's best to send one in the early planning stages if you can):  

  1. a completed event notification form (available to download from this page)
  2. a risk assessment form (available to download from this page)
  3. a event management plan (available to download from this page)
  4. a site plan

If you plan to use Council land (for example a park or car park), you'll need to submit your completed form at least 16 weeks before your planned event.

Our form aims 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 additional forms
  • be invited to a safety advisory group (SAG) meeting

Once we have all the information we need, we'll decide whether your event can go ahead - we aim to do with within four weeks of receiving your form.

Download the event notification form

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

For more information...

Find out more about road closures

Find out more about licensing

Find out what’s on in Rutland

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