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Event notification form

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Organising a Large Public Event in Tandridge

Thank you for advising the Council that you will be holding an event in Tandridge. 

The first steps are to complete the Event Notification form, and submit at least three months before the event is taking place. This is to give us time to understand the basic details and areas of planning that may require additional advice. 

You will be asked to provide a Management Plan, Risk Assessment, emergency procedures and a location map.

The timeline for organising events will help to guide you through the actions that may need to take place prior to the event taking place.




Organiser details







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If you’re selling food and alcohol to the public, or charging the public to attend your event, you’ll need a licence. For an event under 500 attendees, you will need to complete a temporary event notice form to apply for this licence. For larger events. you’ll need to apply for a Premises Licence. 






Date/time to enter site for preparation
Please tell us when you will need access to the site each day to prepare for your event.












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The council reserves the right to remove any unauthorised advertising and to recover the cost incurred from the event organisers.




  1. Please supply as much information as possible on all of the items above.
  2. After this application has been submitted, no additional items may be included without the express consent of Tandridge District Council.
  3. Larger events, events of an unusual nature or events that are new to Tandridge will benefit from meeting with the Safety Advisory Group (SAG). SAGs provide a multi-agency forum for discussing and advising on public safety at an event. They aim to help event organisers with the planning, and management of an event and to encourage cooperation and coordination between all relevant agencies. The SAG may contact you to discuss your event proposals further.
*Generators are generally not permitted on the highway.
** A Public Entertainment Licence may be required if your event is public and consists of music, dancing, singing or similar.

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What help do you need from the Council?

Highways and transport

If you require a road closure, please read the guidance notes and make an application.
  
Please provide full details of locations, dates and times.




If a formal traffic order is required, then please allow at least ten weeks notice.



Note:
*The event organiser should ensure the site is clean and free of litter by carrying out regular litter picking. If the event organiser fails to do this, we reserve the right to clear the area and charge the organiser for the cost of this work.
* It is the event organiser’s responsibility to arrange removal of all rubbish from the site. You will not be permitted to use any council skip/litter bins etc. for disposal.
*If permanent catering facilities are available at the event site, the organisers must advise the caterers, at least a month before the event, what catering arrangements they will have in place.


A fee may be chargeable in certain circumstances.

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Insurance

Event organisers are required to hold a current policy of insurance in respect of public liability or third party risks (including products liability where appropriate). Our Risk and Insurance and Legal teams will approve your indemnity limit amount. Under no circumstances shall this be less than £5 million and the council reserves the right to require a higher limit if deemed necessary.

Organisers will be required to produce evidence of their insurance cover together with that of any exhibitor, band/dance group, sub-contractor, caterer etc. who they have instructed/authorised to appear at the event.

Please note, failing to provide us with all insurance documentation at least 28 days before your event could lead to us having to refuse your event application.

Emergency services




Additional requirements

Please provide a detailed site plan, showing the positions of things like stalls, marquees, arena, exhibition units and car parking. In respect of races etc, please provide a detailed route plan including the locations of route marshals.

Please complete the checklist below and attach the relevant documents with your application. I have attached, where required, the following supporting documentation:








I have also submitted applications for the following




If permission is granted for the event, I hereby agree to comply with the conditions set out in this form and any departmental terms and conditions and all reasonable instructions given by all authorised officers of the Council.



Fees are payable for events held on land owned or managed by Tandridge District Council. If the events are charitable and not for profit, are held to generate an income that will support the community or profits are generated to allow similar community based events in future then charges may be waived.
  

Charge = £140 per day
Number of attendees (including participants, organisers and spectators) = Fewer than 150
  

Charge = £250 per day
Number of attendees (including participants, organisers and spectators) = Fewer than 350
  

Charge = £425 - £745 per day depending on days (current charges for Westway Common Funfair)
Number of attendees (including participants, organisers and spectators) = More than 350