Hosting an event

Planning your event

Before you submit your initial event enquiry form, you’ll need to consider the detailed practicalities for the event.

All mandatory documents listed below apply to all events held on public land. These documents will need to be submitted by email to events@kingston.gov.uk, after you’ve sent in your initial event enquiry form. 

For an annual event, it’s good practice to review your: 

  • risk assessment
  • fire risk assessment
  • event management plan 

We will also require a post event feedback survey of how your event went and details of lessons learned. This will help us determine how safe and successful your event was.

1. Public liability insurance 

This covers the cost of any claims made by members of the public for incidents and accidents that occur in connection with your event activities. If the following occur in connection with your event, the Council will not be held responsible for:

  • personal injuries
  • loss of or damage to property
  • death

Your insurance will need to cover the above. 

2. A risk assessment 

This is an essential feature of planning any event. It helps you to: 

  • identify the hazards in relation to the event that could cause injury or illness, 
  • assess the potential risks that may arise and who might be harmed, and 
  • details the steps you will take to reduce or mitigate identified risks. 

Your risk assessment should show the identified risk(s) with an initial risk rating scored against Likelihood, Consequence and Risks:

  • current mitigation measures, and 
  • scored against likelihood and impacts. 

High or medium risk should have additional mitigations put in place to reduce the risk. 

Anything that still remains a high risk at this point should be considered as unsafe activities and stopped.

Risk Assessment document

3. Fire safety risk assessment guide 

You will need to complete this to comply with fire safety law. It, helps you to:

  • carry out a fire risk assessment; and 

  • identify the general fire precautions you need to have in place. 

Fire safety risk assessment guide-Gov.uk

4. An event management plan

A detailed plan for your event should be developed and maintained to outline key information, such as your health and safety arrangements.

5. A traffic management plan may be required for some events

6. London Ambulance Service pre-event guidance

The London ambulance guidance should be considered by all event organisers, and completed for events over 500 capacity or those going through the Safety Advisory Group (SAG) process.

7. Site location plan 

You’ll need to submit a detailed site location plan of the space you plan to use within the event area.

Permissions

All events will require the permission from the landowner or managing agent.

Public land managed by the Council 

  • parks
  • open spaces; and
  • on the highway

Public land that is not managed by the Council

The following areas are private land. You’ll need to provide proof of permission as part of the application process.

Last Modified: 30/01/2024 16:08:44