Event Application for Hire of Recreation Land
Name of event
Event location
Event date
Official use only
Date Received
Organiser Details
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Name of organisation
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Event organiser/s
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Contact address
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Postcode
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Tel No. - Home
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Tel No. - Work
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Mobile No
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Fax No
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E-mail address
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Name and contact of responsible person on site at Event (Compulsory) this must be
displayed on site during the event for any queries.
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Name …………………………………………Mobile
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Event public enquiries number
This information will be passed on to the public and other Council Divisions.
Please tick this box if you do not wish your details to be given out to
members of the public 
Event Details
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Description of event and activity proposed
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Is this a (please tick one box only)
Charity event
Fund raising
Non-commercial
Community service event
Commercial
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For Charity Event - Name of Charity
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Charity Registration Number
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Will all income raised go to the Charity concerned? (please tick)
Yes
No
If no, please give details:
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Date/time to enter site for preparation
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Start time each day
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Finish time each day
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Date/time the site will be vacated after the event
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Is the event free?
Y Yes
No
If no, what is the admission price?
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Will you be selling programmes?
Yes
No
If yes, what is the proposed price?
Note:
Any proposed entrance fees must be discussed with the appropriate
department as compulsory admission charges may not be possible for legal
reasons and this includes the sale of programmes.
Approximate number of people expected to attend
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Possible alternative site
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Possible alternative date
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Will you have amplified music? Yes/No
If yes please describe and complete the additional forms: --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Will you be providing or selling food? Yes/No
If yes please complete this section and the additional forms with contact details.
What catering facilities will the event be providing: (Please tick)
Burger/Hotdog vans
( )
Split Roasts
( )
Barbecues
( )
Stalls
( )
Beer Tents
( )
Other: ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------Will you be allowing traders? Yes/No
If yes please complete additional forms with contact details as a Street Trading
Licence will be required. For more information go to;
www.torbay.gov.uk/index/yourbusiness/licensing/streetlicenses/streettrading.htm
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Do you intend to utilise or permit any of the following attractions at the event? If so,
please tick the appropriate boxes (some of these may not be permitted at all sites).
Fireworks/pyrotechnics
Fairground equipment
Live music **
(complete attached sheets)
Live entertainment **
(complete attached sheets)
Lost children point
Aircraft
Barrier/fencing
Parachutists
Marquees
Balloon launch
Portable generator *
Hot Air Balloons
Power supply
Horses/donkeys other animals
Toilets
Motorcycles
Alcohol***
(complete attached sheets)
Refreshment/catering
(complete attached sheets)
Carnival/procession
Other motor vehicles
Inflatables (e.g. bouncy castle)
Portable staging
Barbecue (requires a method
of controlled use and disposal)
P.A. System
Stewarding/security
On site communications
Market stalls
Water Supply (By request Only)
Re-enactment groups
Other: (please specify)
Note:
Please supply as much information as possible on all of the items above.
After this application has been submitted, no additional items may be included without the
express consent of the appropriate department.
*Generators are generally not permitted on the highway and only silent generators shall be
used overnight.
** A Premises Licence for (Entertainment only) may be held on the land required for your event.
If not and your event is public and consists of music, dancing, singing or similar. Contact the
Safety & Licensing Section on 208120 regarding a Temporary Event Notice.
For information on noise levels, contact the Senior Environmental Health Officer/Protection
within the Environmental Protection Department on 208114.
*** Permission must be obtained from the Council if Alcohol is to be provided, sold or consumed
at the event. It shall be the organiser’s responsibility to ensure that an appropriate Licence is
in force. Enquiries should be directed to Safety & Licensing Section 1 st Floor, Commerce
House, Abbey Road, Torquay Tel: 01803 208120.
Charity/Commercial Traders
Please provide a list of all Traders that will be providing / selling goods during the
event: A street Trading Licence will be required for both charity and commercial selling.
For more information go to;
www.torbay.gov.uk/index/yourbusiness/licensing/streetlicenses/streettrading.htm
Name of Business:
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Name of Business Operator:
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Address of Business:
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Postcode: ……………………………………… Telephone No.:
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Registered Local Authority:
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Name of Business:
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Name of Business Operator:
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Address of Business:
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Postcode: ……………………………………… Telephone No.:
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Registered Local Authority:
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Name of Business:
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Name of Business Operator:
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Address of Business:
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Postcode: ……………………………………… Telephone No.:
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Registered Local Authority:
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Live Entertainment
Please provide a list of all Groups/Bands that will be performing during the event:
The organiser must comply with the conditions of the Premises Licence if using the
Council Premises Licence or apply for a Temporary Event Notice (TEN) for your
event if attendance numbers do not exceed 499.
www.torbay.gov.uk/index/yourbusiness/licensing/alcohollicences/temporaryeventnoti
ces.htm
Who will be responsible for the sound: Name
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Contact:
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Name of Group / Band:
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Name of Operator:
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Address:
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Postcode: ……………………………………… Telephone No.:
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Name of Group / Band:
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Name of Operator:
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Address:
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Postcode: ……………………………………… Telephone No.:
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Name of Group / Band:
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Name of Operator:
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Address:
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Postcode: ……………………………………… Telephone No.:
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Food Safety
Please provide a list of all catering business that will be providing / selling food during
the event: Each unit must complete the enclosed outdoor catering event form and
must be a minimum of a 3* rated National Food Hygiene rating to operate on Council
Land. For more information go to;
www.torbay.gov.uk/index/yourbusiness/licensing/food.htm
Name of Business:
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Name of Food Business Operator:
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Address of Business:
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Postcode: ……………………………………… Telephone No.:
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Registered Local Authority:
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Name of Business:
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Name of Food Business Operator:
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Address of Business:
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Postcode: ……………………………………… Telephone No.:
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Registered Local Authority:
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Name of Business:
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Name of Food Business Operator:
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Address of Business:
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Postcode: ……………………………………… Telephone No.:
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Registered Local Authority:
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Alcohol Traders
Please provide a list of all Alcohol Traders that will be providing / selling goods during
the event: For more information go to; for more information go to;
http://www.torbay.gov.uk/index/yourbusiness/licensing/alcohollicences.htm
Name of Business:
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Name of Business Operator:
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Address of Business:
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Postcode: ……………………………………… Telephone No.:
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Registered Local Authority:
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Name of Business:
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Name of Business Operator:
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Address of Business:
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Postcode: ……………………………………… Telephone No.:
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Registered Local Authority:
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Name of Business:
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Name of Business Operator:
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Address of Business:
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Postcode: ……………………………………… Telephone No.:
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Registered Local Authority:
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Name of Business:
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Name of Business Operator:
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Public conveniences
 The number of toilets required will depend on the number of people expected to attend
your event, based on the British Standard. Note; the table below shows a general
guideline for an event over a 6 hour period. These figures may be too high for short
duration, non peak period events such as community events and garden parties, or too
low for events with high levels of fluid consumption.
Female conveniences, 1toilet per 100 females
Male conveniences,
1 toilet per 100 males, plus 1 urinal per 150 males
1 toilet for every additional 600 males plus 1urinal per 175 males.
When siting toilets remember to make them accessible and allow room for queues.
Cleaning and emptying the toilets is also a vital consideration, and is lighting if you are
planning an evening event.
Please submit details of your proposals to include method of disposal and if toilets are
hired, the name and address of the hire company.
If you wish to use the Public Toilets please complete the request form included
within the pack.
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Public Toilets supplied by Torbay Council are not guaranteed and arrangements
should be confirmed at least 6 weeks prior to the event. (A charge will be
applicable for additional operating hours). These fees will apply from the published
operating times.
For full details go to www.torbay.gov.uk/index/living/publictoilets.htm
Recycling and Waste at events in Torbay
If you are organising any event, you, as the organiser must comply with national waste
legislation. It is important to plan ahead to make it as ‘green’ as possible by managing
it sustainably. You will need to complete a waste management plan.
www.torbay.gov.uk/events
Torbay Council and our partners Tor2 will therefore supply a basic package which will
cover your minimum requirements for waste and recycling (enclosed sheet). Thi s will
be at a cost of £50 per event and will be deducted from the £200.00 deposit. This is
mandatory for all events held on Council Land. Any additional containers or collection
must be arranged directly with Tor2.
The definition of ‘WASTE’ is any rubbish and/or litter produced by the event that
you are organising.
Planning your event
All waste produced at an event is subject to strict legislation/regulation. When
organising an event you must ensure that all litter and rubbish (known as ‘waste’) is
removed from your designated event area when it has finished. By law you cannot
simply put some black bags into the back of a van and take them home to go out with
your general rubbish. This is illegal.
6 weeks prior to the event you must consider the following:
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Who is going to collect what materials and how they will recycle as much of it as
possible. If you are inviting traders/concessions, ensure that they know about
recycling and litter arrangements. If you are inviting food and drink vendors then
your agreement with them might include them taking their own waste away for
disposal.
Torbay Council’s partner, Tor2 offers waste and recycling services for events. If
you use another waste company, they must be registered with the Environment
Agency and you must have a Duty of Care notice (see attached information
sheet) from them detailing where the waste and recycling is processed.
Think about placing containers near places where people are going to throw
things away, ensuring recycling bins are next to litter bins, label properly and
get the right number of bins for the size of event.
Larger bins for storing the waste must be sited in an area that is not accessible
by the general public but easily accessible for a refuse collection vehicle to
empty them without having to drive over grass.
Publicise what you are doing to recycle so that people are aware about the
recycling facilities. Use the registration/ entrance point as an opportunity to let
people know.
Cut down your waste in the first place
There are lots of things people can do to get towards making their event almost waste free.
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Only allow concessions that use recyclable, compostable or reusable cups,
plates and utensils to trade at your event;
Start by using recycled products, like toilet roll, pencils vending cups and paper;
Serve condiments, like sauces, in bulk rather than individual servings;
Reducing printing for advertising the event through using e-newsletters and
local websites. If you need to use paper, make sure you use both sides;
On stationary, use white boards rather than flipcharts, reuse name badges and
for signage, avoid putting the date on if possible so they can be reused;
Avoid plastic bags.
Please identify any other additional method to be used in order to remove and maintain
the area free of litter and refuse: This will include you providing a litter/waste plan for
your event.
Note:
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It is the event organiser’s responsibility to arrange removal of all rubbish from
the site The event organiser should ensure that the site is regularly litter-picked
during the event and at the end of each day to ensure that the council's
obligations under the Environmental Protection Act 1990 - Code of Practice on
Litter and Refuse is discharged. If this has not been completed to the
satisfaction of the Council, it shall be lawful for the Council to do such work as
deemed necessary and recover the costs thereof from the hirer.
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You will not be permitted to use any Council skip/litter bins on site for
disposal or remove the waste from site as you do not have a waste
transfer licence.
Vehicles on site
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Organisers must provide a Marshall on the entrance to the site for the duration
of the event to ensure that only authorised vehicles gain access. A 5mph speed
limit must be adhered to.
Exact vehicle numbers must be agreed by the Council before the event.
Any unauthorised Vehicles will result in the organiser being charged £25.00 per
Vehicle.
The organiser shall ensure that no vehicles are parked or driven across any
Public Footpath.
Will you be requiring car-parking space for event staff
Yes
No
Can you confirm the Marshall will be on the entrance
Yes
No
If yes, please indicate the approximate number of vehicles attending the event;
indicate on your site plan your proposed car parking area.
Please provide details of any vehicles that may intend to remain overnight.
Permission must be obtained from the Council before the event.
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There will be a suspension of vehicle movement on site during the event.
Please specify times between e.g. (10.00am – 5.00pm)
Road Closures
Torbay Council must be informed of ANY proposed temporary road closures for an event. A
Temporary Traffic Regulation Order may be required. For further advice please contact
Parking Services direct on 01803 207679.
If the Council agrees to your proposal for a temporary road closure this will be followed by a 5
day consultation period to inform the Emergency Services and Stage Coach Ltd. This allows
for any objections to be raised at an early stage.
Your application must also fulfill the following criteria:
1.
The Event Organiser will advertise the event in the local press at their own expense
and pay any administrative costs associated with any road closures or possible parking
suspensions required.
2.
The Event Organiser will liaise directly with the Police and relevant Council
departments required in order to hold the event.
3.
The Event Organiser will comply with the Public Safety Advisory Group requirements
as well as their own legal responsibilities in holding the event.
4.
The Event Organiser will be responsible for the placing and removal of all advisory and
diversionary route signs and barriers associated with diverting traffic and for any cost
thereof. Signage. You must provide clear directional and information signage at your
event. Multilingual signs may also be required. All signage placed on/or adjacent to
the public highway must be agreed with the Highways department and placed out by a
qualified person. When the highway is to be closed for an event to take place, signage
must be placed out 7 days prior to the event taking place.
5.
The Event Organiser will be responsible for ensuring access for all emergency vehicles
during the period of the road closure.
6.
The Event Organiser will provide evidence of a current Public Liability Insurance policy
for the event to Torbay Council.
Parking Suspensions
Contact Parking Services if you wish to suspend the parking on/around the road where
your event is to take place. The Council is legally obliged to inform the public of their
intention to suspend any parking. Notices and cones will then be placed out 7 days prior
to the parking suspension taking place. There will be a cost for this legal process to take
place
Insurance
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The Council requires proof of the existence of your Public Liability Insurance cover until
this is received; permission to hold the event is unable to be granted. 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). The relevant limit of indemnity
shall be no less than £5M but it remains the responsibility of the organiser/operator having
taken independent professional advice to determine the appropriate level of cover having
regard to the nature of their operation and the perceived level of risk. The council reserves
the right to require a higher limit if deemed necessary.
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All contractors and performers need their own Public Liability cover and depending upon
the nature of your organisation and the proposed event other insurances may also be
required. The event organiser should obtain and retain a copy of the Public Liability
Insurance details for any exhibitor, performer/group, sub-contractor, caterer or Third Party
etc. whom they have instructed/authorised to appear at the event. It is not sufficient just to
ask if insurance is in place; evidence will be required in the event of a claim.
Note: All documentation must be produced no later than 6 weeks before the Event
date. Failure to comply may result in the council refusing to grant permission for
the holding of the event.
Emergency Services
You are requested to notify the Police and other appropriate Emergency Services of
your event. Please indicate the date the service was contacted and the name of
person you notified of the event:
Police
Ambulance Service
Fire
HM Coastguard
Other:
Please supply details of the Medical, first aid cover to be provided:
Please ensure you read the new guidance provided within the pack and a Medical Plan
and risk assessment must be submitted.
Additional Requirements
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A detailed site plan showing the positions of stalls, marquees, arena, exhibition units,
car parking etc. and list of programme items is required. In respect of races etc. a
detailed route plan which must also show location of route marshals must be provided.
A copy of your Risk/Fire Assessment must be included for permission to be granted.
A deposit of £200 will be required from each applicant. A charge of £60.00 will be
made for each event held on any Council land.
This must be forwarded no later than 6 weeks prior to the event.
If permission is granted for the event, the applicant/company/organiser hereby agree to
comply with the General conditions of Hire Recreation Land form and all reasonable
instructions given by all authorised Officers of the Council.
Signed &
On behalf of and with the authority of;
Position
Date
Please send this completed form, together with any supporting documentation to:
Resident & Visitor Services
Culture, Sport & Events
Lower Ground Floor
Town Hall
Torquay
TQ1 3DR
Please give name and address of Payee for return of any Deposit.
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I have enclosed, where necessary, the following:
Documentation
Yes
No
Evidence of insurance
£200 Deposit
Signed Terms and Conditions
(above)
Public Liability Insurance
Site Plan/Route Plan
Waste/litter Plan
Risk and Fire Assessments
Medical Plan
If you have answered no to any of the questions, please give details why:
Yes
No