Tell us about an event you are organising / enquire about using Council land for an event
- Events on Council land
- Events on private land
- When to tell us
- What you need to submit
- Submit your forms and documentation
- What happens next
Events on Council land
If you would like to arrange an event on Council land (eg parks, open space, South Shields' amphitheatre), it is essential that you tell us about the event and where you would like it to be held.
We will check that the venue is available and suitable for your event, and review your safety plans - this is important as we have a duty of care to people who use our facilities.
Once you have submitted the event notification form, we will let you know whether the land is available as soon as possible, and will discuss any costs with you.
Events on private land
If you are arranging an event on private land, telling us about the event means that the Safety Advisory Group (Council, Police, Fire, Ambulance etc) can review your event plans and offer advice and guidance.
When to tell us
Ideally, give three months' notice for smaller events, and six months' notice for larger events.
This gives us enough time to provide a comprehensive response.
What you need to submit
Initially, submit the Event Notification form.
For events on Council land please read the conditions of hire before submitting your form.
If the Safety Advisory Group considers your event to be a larger or higher risk event, they may request that you submit a full Event Safety Plan.
All events should be insured, for events on Council land we will need to see your insurance documentation.
Submit your forms and documentation
Send your forms and documentation to: firstname.lastname@example.org
What happens next
Once you have submitted your forms and documentation:
- If your event is taking place on Council land, we will check that the venue is available and suitable for your event. We will let you know whether the land is available as soon as possible, and will discuss any costs with you.
- We will check if we have enough information from you. If needed, we will ask you to provide more information. This may include submitting a full Event Safety Plan.
- We will circulate your event information to the Safety Advisory Group. It takes 10 working days for the Safety Advisory Group to respond.
- If there are no issues, we will contact you to let you know.
- If there are issues, we will contact you to request that you update your documentation or provide more information. Once you have done this, we will share this with the Safety Advisory Group.
- If the issues are resolved, we will contact you to let you know.
- If there are still issues, we will contact you again to try to resolve these.
- If the issues are still not resolved after this, the event will be discussed at a formal Safety Advisory Group meeting. You may be invited to attend this meeting.
- If the issues are resolved at the formal meeting, we will contact you to let you know.
- If there are still issues after the formal meeting, you will not be able to continue with the event if it is on Council land. If it is on private land, you continue at your own risk.