Town Centres & Events Team Economic Development
Renfrewshire Council Renfrewshire House Paisley
PA1 1JB
Tel: 0300 300 0144
email: towncentres@renfrewshire.gov.uk
Dear Sir/Madam,
Thank you for your enquiry regarding holding an outdoor event in Renfrewshire. Renfrewshire Council host a variety of events across the year, we are delighted you are thinking of hosting your own event. Attached is a copy of our Event Application Form, which requires completion before an event being held within Renfrewshire can be considered. This allows us to ensure that your event will be run safely and sensibly, adheres to all legal and licensing requirements and to check that the venue you wish to use is available and that the event will not clash with any other activity in the town.
As you move through the application you may find that some sections are not relevant to your event, in this case please note not applicable. Where sections are relevant please provide as much information as you can. Once completed, please return the form, along with all required documentation to the above address at least 12 weeks prior to the event.
IF FORMS ARE NOT RECEIVED AT LEAST 12 WEEKS BEFORE THE EVENT THE APPLICATION MAY NOT BE PROCESSED AND PERMISSION MAY NOT BE GIVEN. If you change any details of your application – including site plan, infrastructure, or road closures – after you have submitted it for approval by Renfrewshire Council, you must resubmit the changed information for consideration.
A hire fee and deposit may be required for the use of Renfrewshire Council land, please ensure you are aware of all relevant costs on submission of your application.
Information regarding your event will be circulated to other relevant Renfrewshire Council departments such as but not limited to, Community Resources, Licensing and Health & Safety and external organisations such as the blue light services who may be required to be involved with your event, or require further information.
Once your application has been processed, you will be informed by letter or email that your event can go ahead.
If all documentation is not submitted at least 12 weeks before the event, or does not meet all requirements, the event will not be processed.
Yours faithfully
Town Centres Project and Events Team
Event Application Form
This form must be submitted at least 12 weeks before the event. If forms – and all paperwork – are not received in time, your application may not be processed.
It is a legal requirement that event organisers deliver safe and well-managed outdoor events, and Renfrewshire Council requires that event organisers complete this application form to help achieve this.
Name of event Date/s of event
Proposed location of event
If you require help completing this form or if you would like advice on organising your event, please contact the Events Team at Renfrewshire Council:
Telephone: 0300 300 0144
Email: towncentres@renfrewshire.gov.uk
For office use only:
Date received Processed by
Hire fee to be charged
Checklist for organisers
To enable us to process your application, please ensure that your form is submitted at least twelve weeks before your event. Below is a checklist of the documentation we will require to be submitted along with your application:
Full description of the event Site of route plan
Risk assessment for the event Public Liability Insurance
Lost children and vulnerable adults procedure (if applicable) Traffic management plan (if applicable)
Tick box when included
Event Organiser’s details
Please complete the following information which will be used solely for the purpose of obtaining permission to hold an event and will remain secure. Information will not be shared with any other organisation outside of the events application process.
Name of organisation Name of event organiser (responsible for health and safety, noise control and overall running of the event on the day) Contact address
Postcode
Daytime telephone number Evening telephone number Mobile number
Email address Website address
Event public enquiries number
Hire fee
A non refundable hire fee may be required for the use of Renfrewshire Council land. Hire fees vary depending on the location, type and size of event are able from the events team 0300 300 0144 or towncentres@renfrewshire.gov.uk
In addition to the hire fee, a refundable deposit may be required against damage, ground reinstatement or unexpected costs related to the event.
All event organisers are advised to photograph and record the condition of the venue before and after the event. An invoice will be issued for all hire fees and deposit. Payment of the fees shall be made in full upon receipt of the invoice. If payment is not received by the due date the council shall have the right to revoke the permission for the use of their land.
Event details
The more information you provide about your event the easier it is to process and the fewer questions we need to ask you – so please provide a full description of your event, attach additional information if necessary. If any details for your event change after submission of this form it is your
responsibility to inform us.
Event name
Full description of event (please include all elements you are
proposing such as stalls, displays, dance etc)
Event Timings
Date and time required to the site for event preparation Start and finish times of the event
Date and time when the site will be vacated after the event Approximate number
of people expected to attend per day
Type of event
Registered Charity Event
Non-registered Charity Event
Commercial event
Not-for-profit event For charity event –
name of charity Will all income raised go to the charity concerned?
Yes – if you plan to raise money you will require a Public Charitable Collection licence
No – please give details
Is the event free to members of the public
Activity of the Event Do you intend to utilise or permit any of the following attractions at the event? (Please tick all the appropriate boxed in each section)
Live and/or recorded music
Public procession
Performance of a play and/or dance
Showing of a film
Bar/Alcohol
Late night refreshments
Sale/supply of hot food or hot drinks
Fireworks/pyrotechnics/lasers
Funfair rides
Inflatable’s
Market stalls
Food/drink stalls
Any animal involvement
Other – please specify below
Other
Do you intend to use signage, banners and posters at the
following locations?
Around the town centre – written approval may be required
Within the event site – please provide your own equipment on which to display your posters, banners signage etc
Temporary Structures/equipments Do you intend to
utilise any of the following at the event? (If so, please tick all the appropriate boxes and ensure these are included on your site plan)
Marquees/tents/gazebos
Portable generators
Staging
PA system
Stage Barrier
PA delay tower
Free standing lighting rig
Other – please specify
Note: Please supply as much information as possible about each of these in your risk assessment/method statements
Road closure/Traffic Management Please note that these will incur costs Do you anticipate the
need to apply for?
(please tick)
Road closure On street parking restrictions
Traffic diversion Car park closure
If you have ticked any of the above, please provide a site map of the locations, indicating where any barriers, cones and “road closed” signs will be placed including the dates and times of the closures or diversions.
Depending on the nature of the event and the potential impact on the town’s road network you may be asked to attend pre and post event site meetings as necessary to discuss your event. To make your event more sustainable encourage visitors to use public transport, cycle or walk to the event.
Roads requested to be closed: Time closure required
Please explain your parking
arrangements for event staff, contractors and volunteers. (How many event vehicles will there be, where will they park and how do you intend to manage the parking of those vehicles?)
Public Liability Insurance
Event Organisers are required to hold a current policy of insurance relevant to the activity being organised in respect of Public Liability (not Employer’s Liability) or Third Party risks (including products liability where appropriate). Providing Employer’s Liability only is not acceptable. The relevant time of indemnity shall be an amount approved by the council’s Risk and Insurance department
Please give details of the value of your cover and provide a copy of your
insurance with your completed
application.
Contractors
Please confirm that all contractors at the event comply with current health and safety regulations and will have provided you with up to date public liability insurance, risk assessments, inspection certificates and method statements in relation to this event.
All documentation must be readily available for inspection, prior to or during the event, by Renfrewshire Council staff on request. Failure to provide documentation, when requested, can result in your event being cancelled at short notice.
Catering concessions
Please confirm that all catering concessions at the event comply with current food safety legislation and have a licence to trade.
Stewarding/security/marshals How many stewards,
marshals or security staff will there be at the event and which company will provide them?
Please provide a security plan for your event. Please show the location on your site map of marshals for events involving road closures.
First Aid provision Please supply an outline of the medical and first aid cover to be provided
Outline of cover (numbers of first aiders)
Organisation and contact details
Lost children and vulnerable adults What specific
provision will be made for children, disabled persons, the elderly and any other vulnerable persons attending your event?
Please include a copy of your procedures and ensure that you refer to your method of dealing with any incidents involving vulnerable adults or lost children in your risk
assessment.
Toilets
Are there public toilets available at the venue that will be open
throughout the duration of the event?
Yes - please confirm that you have arranged for any out of hours opening if required.
No Do you intend to
provide additional portable toilets?
Yes – how many and where will they be sited
No
Litter/Waste management Please identify the
method to be used in order to maintain the area free of litter and refuse, whether you intend to offer recycling facilities and include the contact details of any refuse contractor that may be used
Declaration
The following documentation must be enclosed with this application I have enclosed the following
Risk assessment/ method statement Yes
No Public Liability Insurance Certificate Yes
No Site Plan – This is important if your event
includes structures such as tents, stages, parking areas etc
Yes
No Route Plan – this is important as it details
where the event will take place and details road crossing points etc
Yes
No
Road closure map Yes
No
Traffic management plan Yes
No
Stewarding plan Yes
No
Failure to submit relevant and up-to-date documentation will delay the processing of your application and your event may not be able to go ahead.
If you have answered no to any of the above question, please give details why
I understand my obligations and responsibilities with regard to the content to this application. I understand that failure to comply with any of the terms and conditions for holding an event on
Renfrewshire Council land may result in the cancellation of the event by the council. In addition, I agree to inform the council of any proposed changes to the information contained within this application Signed
Print name On behalf of (organisation) Date
Please send the completed form together with any supporting documentation to:
The Events Team, Economic Development Service, Renfrewshire House, Cotton Street, Paisley, PA1 1JD
Telephone: 0300 300 0144
Email: towncentres@renfrewshire.gov.uk Website: www.renfrewshire.gov.uk
Event Marketing Form
If you would like us to add your event onto the Renfrewshire Council website
www.renfrewshire.gov.uk/discover please fully complete the form below, as you would like the details to appear.
This information may also be used in forthcoming editions of Renfrewshire Council’s flagship magazine, and included in other marketing activities such as editorial and features where appropriate.
Name of event Location address Postcode
Telephone number Email address Website
Short description of event (maximum 250 characters)
Full description of the event* (This should include details such as times of specific event activities/performance etc) Continue on a separate sheet if necessary and attach securely
Date Time
Tickets costs (please stipulate if there are terms and conditions to any of these tickets such as family ticket 2+2)
Free Adult £ Child £ Senior £ Student £ Family £
Images Please supply a selection of high resolution j-peg images to promote your event (less than 1mb each) *images to be sent to towncentres@renfrewshire.gov.uk
Advertising events on this website
This facility is available only to Renfrewshire based community groups and clubs who are holding events open to the public. Any graphics provided must be free from copyright issues or other restrictions. Providing details of an event does not guarantee that the event will be published on the website. We reserve the right to exclude any event without the need to give a reason.
Inclusion of an organisation's event does not constitute a recommendation or an endorsement of the organisation's aims. Renfrewshire Council are not responsible for events run by other organisations and cannot accept responsibility or liability for any inconvenience, loss or damage, however arising, from the use of or reliance on the information listed.
