Planning an event

We will give event organisers

• support and guidance
• organisation advice on licensing, health and safety and event planning
• promotion through Visit Harrogate
• access to Safety Advisory Group (SAG) for advice and support

All events should not affect pedestrian flows, public safety, the general environment or the interests of the surrounding businesses and services and should not give rise to a nuisance to residents in the area.

Flyers are permitted but it is the responsibility of the event organiser to ensure no litter is caused from this activity. Flyposting is not allowed.

All events must comply with the requirements of the Police, Ambulance and Fire Service.

Events may benefit from Safety Advisory Group (SAG) advice and support. In accord with the Safety Advisory Group terms of reference, these are typically larger events involving higher risk activities. Please contact us for advice from the Safety Advisory Group (SAG).

We reserve the right to cancel an event should the organiser fail to provide the correct detail of the type of event which is to take place stated on the booking form. Any fees paid prior to this will not be refundable should this happen.

Previous attendance of an event does not guarantee any future permission.

All events must comply with our conditions of use.

Any event which does not provide the correct documentation for the event will not be permitted to go ahead. In circumstances where it has been found that an event has taken place without the prior written permission, we have the right to stop the event immediately and charge a fee retrospectively for that event, together with any other costs.

If an event includes music or any other sources of noise the organiser must provide information on the type of music/what they are planning. There is a requirement to prepare a noise management plan as part of the documentation to be submitted.

For more detailed health and safety and event advice please visit the Health and Safety Executive events safety and the Purple Guide to health safety and welfare at outdoor events.

Planning an event on council land

You can use council owned or managed land to hold your event. There are lots of different parks and outdoor spaces that are available for you to hire.

To hold an event, activity or to carry out filming on council owned or managed land you first need to fill out the events enquiry form. Please include as many details as you can in relation to your event, as this will allow us to process your request more efficiently. A minimum of 16 weeks is required for approval to be granted for your event. A minimum of 16 weeks is required for approval to be granted for your event.

A non-refundable application fee is charged for every event to be held on council owned land. In addition refundable bonds are applicable to all events. A fee will be applied should we deem it necessary to attend your event on the day, as well as a fee for providing advice for any documents which are not adequate.

A refundable bond fee is payable for all events - subject to pre and post-event site inspections, where we will check for any damage which may be caused to the infrastructure of the space from the event taking place.

Locations available with the highest footfall are:

• Harrogate, Valley Gardens
• Harrogate Town Centre pedestrianized area
• Knaresborough, Conyngham Hall
• Knaresborough, Market Square
• Ripon, Spa Gardens and Park
• Ripon, Market Square

Locations for other types of events:

• Harrogate, Belmont Park
• Harrogate, Oatlands Park
• Harrogate, Hydro playing field
• Ripon, Camp Close
• Knaresborough House grounds

If you are planning an event we advise you to contact the Safety Advisory Group (SAG).

The purpose of the group is to provide a single point of contact for event organisers who they can turn to to discuss public safety issues relating to an event and provide relevant advice.

The group has no legal powers. As an advisory group it cannot give consent or approval for an event to take place, but will advise the event organiser on public safety issues which may need to be addressed.

When should you contact the Safety Advisory Group (SAG)?

You should contact the Safety Advisory Group (SAG) if any of the following apply to your event:

• it is held outdoors with large crowds, for example public entertainment, large number of vehicle movements, fireworks or a bonfire, festivals
• it is a major sporting event - first time or routine sporting fixtures
• it is an indoor event with large crowds of a particular type, popular music events, political or religious gatherings
• it is a march or parade, cycling or running event
• it is a street party
• it is a community fete

Timescales

You should complete  an events notification form (pdf / 329 KB) to inform the Safety Advisory Group (SAG) of your planned event.

This form needs to be submitted at least eight weeks before your event takes place to give the group time to consider the information and provide you with the relevant advice. Event organisers should be aware that certain permissions may be required if, for example, you intend to sell alcohol, provide regulated entertainment, or if your event requires road closures. In these situations different lead in times will apply.

If you are uncertain if your event requires a the Safety Advisory Group (SAG) notification you can contact us.

Read the  event management guide (pdf / 736 KB) and apply for a temporary event notice.

The Safety Advisory Group (SAG) will provide advice and guidance regarding event safety.

Please tell us about your event, you can do this by completing our event notification form and/or providing us with your event safety plan and risk assessments.

Members of the Safety Advisory Group (SAG) will review your documentation and provide you with feedback on your plans via the Resilience Direct forum, which you will receive within an appropriate timescale related to the date of your event.

You may be invited to attend a meeting of the Safety Advisory Group (SAG) to discuss the arrangements for your event in more detail.

•  Event guidance leaflet (pdf / 978 KB)
•  Event notification form (pdf / 136 KB)
•  Event management plan template and guidance (pdf / 303 KB)
•  Yorkshire Ambulance Service event medical assurance form (pdf / 505 KB)
•  Yorkshire Ambulance Service event medical assurance form (small events only) (pdf / 118 KB)
•  Event planning and counterterrorism considerations (pdf / 493 KB)

Please contact us for advice from the Safety Advisory Group (SAG). 

Organising your event

To hold an event within the Scarborough area you need to apply using our online application form. We strongly recommended that you start planning your event at least six months in advance in order to allow sufficient time for us to process your application and to contact the responsible authorities. 

Please contact us if you wish to talk to somebody for advice before completing the online application form. 

You will be required to submit various documents throughout the application process for example: Event Management Plan, Risk Assessments, and Public Liability Insurance.

Apply for your event

Please see our  event application guidance (pdf / 337 KB) for help with the application form and an overview of your duties and responsibilities.

Safety Advisory Group (SAG)

The Safety Advisory Group (SAG) acts as the focal point for event organisers, for specialist advice and guidance in relation to hosting an event. It works in partnership with emergency services and professional bodies to discuss the health and safety issues around staging an event.

We recommend that you make contact with the group well in advance of the event - at least six months, if possible.

General events guidance

Medical Assurance

Please complete the event medical assurance form by the Yorkshire Ambulance Service (YAS) at least 60 days prior to the date of your event.

 Application Form (pdf / 505 KB)

Counter terrorism considerations

We are working together with North Yorkshire Police and the Counter Terrorism Police North East to provide event organisers with advice and support on how to counter the threat of terrorism when planning an event in the borough. Please read the latest advice on  event planning and counter terrorism considerations (pdf / 493 KB).

You can access free online training course for Action Counters Terrorism. Learn more about this on the government website. There is an Action Counters Terrorism App that should be recommended to all stewarding, security and safety staff at the event.

Help to organise your event

For more detailed health and safety and event advice please visit the Health and Safety Executive events safety and the Purple Guide to health safety and welfare at outdoor events.

Safety Advisory Group

The Safety Advisory Group (SAG) works in partnership with emergency services and professional bodies to discuss the health and safety issues around staging an event.

The group's objectives are:

• to promote high levels of safety and welfare at events by giving advice and guidance
• to promote good practice in safety and welfare planning for events
• to ensure events cause minimal adverse impact to the community
• encourage cooperation and coordination between all relevant agencies so that events are safe and successful

If you intend to hold a large event (with more than 500 people attending) please contact us event management plans or enquires. 

We recommend that you make contact with the group well in advance of the event - at least six months, if possible.

General events information

Read our event planning guidance.

Our Licensing page tells you about a range of licenses you may need to consider.

You can also see all information where a road closure is planned for large or small events. Fees for closing roads may apply. Registered charitable events and not-for-profit events are exempt from the fee, but advertising costs may still apply.

You can use our event notification form to give a brief outline of the planned event prior to the submission of the event management plan.

The Health and Safety Executive, Organising a voluntary event and the Purple Guide websites may also help plan your event

For events including inflatables please see inflatable inspection run by PIPA and ADiPs plus information from the Health and Safety Executive.

If you are organising an event, there are a number of responsibilities you’ll need to take on as the organiser. If you are holding an event you are legally responsible for the safety of anyone attending.

The following pointers should help you in your planning:

• create a planning timetable including key dates
• identify a team of people to help plan, organise and run the event, who can take responsibility for public safety
• be clear about what you can achieve on your budget
• carry out risk assessments to ensure public safety
• consider whether your event will cause disruption to traffic
• assess and include mitigations against possible threats from terrorism
• consider whether your event will require a licence

Guidance

The Safety Advisory Group has produced a number of guidance documents

•  Application to hold an event (pdf / 531 KB)
•  Event safety guidance (pdf / 166 KB)
• Contact us for a copy of the event management plan template
•  Event planning and counter terrorism considerations (pdf / 493 KB)

Please contact us for advice and information on organising an event in the Craven area.