Organising public street events

There are a large number of regular events (including carnival parades, bonfire night parades, Remembrance Day parades and Christmas markets) that take place each year in Waverley's towns and villages for which one or more roads are closed.

In addition, there are one-off special events, such as the up-coming Olympic Torch Relay through Godalming, which also require roads to be closed to ensure the safety of the public and to minimise disruption to traffic.

Public street events:

• affect more than one road, and/or
• are open to the public, and/or
• involve large numbers of people (500+)
• are usually arranged by an organisation rather than individuals

Useful information for event organisers

Event safety guide

Event organisers may find it helpful to read the Health & Safety Executive's Event Safety Guide (a revision of the Guide is in progress - the consultation on the draft revised version closed on 11 November 2011).

Good practice safety guide

Organisers should also be aware of the need to follow The Home Office Good Practice Safety guide for small and sporting events taking place on the highway, roads and public places. This Guide provides advice on

• Traffic Management Plans (Chapter 1)
• Your legal responsibilities as the event organiser (Chapter 2)
• Risk assessments (Chapter 2)
• Police attendance (Chapter 3)
• Signs (Chapter 8)

Apply for road closure(s)

Road closure(s) are usually required for public street events. For events in Waverley your application should be made to:

Bahram Assadi
Surrey County Council
West Area Highways
South West Area Office
Grosvenor House
Cross Lanes
GUILDFORD
GU1 1FA

or bahram.assadi@surreycc.gov.uk

Information you will need to provide

You will need to provide the following information:

• Your name and contact details
• Name of the organisation you are representing
• Name and description of your event
• Roads to be closed (if part only, detail which section)
• Date and time of the closures
• Properties that will be affected by the closures (residential and commercial)
• Details of consultations undertaken/to be undertaken
• Details of any objections
• Traffic Management Plans - traffic plan showing the exact extent of the closure and proposed alternative route for traffic; arrangements for the erection and supervisions of traffic management signs
• Risk Assessment
• Evidence of Public Liability Insurance

When do I have to apply?

For new events (that have not been held before) you should aim to provide at least 12 weeks' notice to allow time for consultations to take place and any queries to be resolved, and for you to advertise the road closures and any diversions to be used on the day of your event.

Other permissions and licenses you may need

Planning an event on Waverley land?

Anyone planning an event on land owned or managed by Waverley Borough Council must contact the Council [countryside@waverley.gov.uk or 01483 523505] for the necessary permissions and to ensure that the site isn't double-booked.

Selling alcohol or late night refreshments? Providing entertainment?

If you are planning a public street event that includes the sale of alcohol, regulated entertainment, or provision of late night (after 11pm) refreshments, you may need a Temporary Event Notice which permits these  activities to happen on a limited basis without the need to obtain a full licence for the premises where the activities are to take place. An application for a TEN must be received by the Council at least 10 clear working days before the date of your event (please note that this timetable is set down in legislation, and the Council has no discretion to vary this).

Holding a raffle or street collection?

If there is a raffle or street collection associated with your event, you may also need a Lottery Licence or a Street Collection permit.

Filming on a public road?

Filming on the Highway requires a licence. You should apply to Surrey Highways.

A licence to film on the highway does not include permission to close roads, and a separate application must be made for a temporary road closure order, if this is necessary for the purposes of filming.  

More information

For more information, please contact Fiona Cameron on:

• email: fiona.cameron@waverley.gov.uk
  
• tel: 01483523226

Page owner: Fiona Cameron. Last updated: 21/12/2011 14:04