Online Events Advice

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How to Hold a Successful Event in the Amber Valley

If you are considering holding an event in the area, Amber Valley Borough Council can provide you with advice and information to consider.

There may be various policies, procedures, legislation and licences that you require before you can ‘open for business’ and other areas which make good sense to consider.

The form below asks a series of questions; which will allow you to direct your enquiry to the Amber Valley Borough Council departments. If any licenses or permissions are required, you will need to allow for official notice periods, therefore, it is advised that you apply as early as possible.

Further information on good practice and organising an event can be obtained from the Good Practice webpage. Please download the Concise Guide to Organising an Event and Event Safety Management Guidance Booklet for further information on how to ensure that your event goes ahead smoothly.

This information provided here is designed to assist and signpost you in the right direction. By answering these questions this does not constitute informing the Council of your event and this responsibility remains with you. It is important that you contact directly the relevant departments to obtain the advice, guidance, permissions and licenses within the appropriate timeframes. The Council retains the right to cancel specific activities or elements of any event, if we have concerns regarding the legality or safety of an event to the public.

About You

Your Name
 
 
 
Contact Details
 
 
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If you are holding a private event for family and friends it is unlikely that you will need a licence or permission. However, it is advised that you complete the rest of the form to determine this outcome.


About the Event

Q1. Who will attend the event?



You are required to meet legislation and licensing requirements and ensure the Health and Safety of the people who attend. Please see the events guidance
You are required to meet legislation and licensing requirements and ensure the Health and Safety of the people who attend. Please see the events guidance
You do not require permission to hold a private event, however, you should ensure that the venue is suitable and the safety of your guests is considered. If you are holding an event that may impact on a residential area e.g. increase in parking, noise, rubbish etc. It would be good practice to inform neighbours and any surrounding residents of the forthcoming event in advance, this will then give you the opportunity to address any concerns with residents and make them aware so no misunderstandings occur.

Q1b. How Many people do you anticipate will attend?



You may be required to apply for a Temporary Events Notice. Apply as soon as possible and at least ten days prior to the event. Contact licensing@ambervalley.gov.uk for further information and the application form or view the Temporary Event Notice (TEN) webpage
The venue may hold a Premises Licence to cover your event. Alternatively, you will be required to apply for a Premises Licence. Apply as soon as possible and at least three months prior to the event. Contact licensing@ambervalley.gov.uk for further information and the application form or view the Premises Licence webpage

Q2. Where will the event take place?




You do not require permission to hold a private event, however, you should ensure that the venue is suitable and the safety of your guests is considered. If you are holding an event that may impact on a residential area e.g. increase in parking, noise, rubbish etc. It would be good practice to inform neighbours and any surrounding residents of the forthcoming event in advance, this will then give you the opportunity to address any concerns with residents and make them aware so no misunderstandings occur
In order to hold your event on Council land, you will need to obtain the Council’s permission. Please request an application form via email to landscapeservices@ambervalley.gov.uk or telephone 01773 841542. Some venues are restricted to be able to hold a limited number of events per year, so please apply as early as possible.
Depending on the activity of the event, you may require a Temporary Events Notice or a Premises Licence. Some venue have a Premise Licence in place, so please confirm this directly with the venue, or contact the Licensing Section on 01773 570222, email licensing@ambervalley.gov,uk or view the Premises Licence webpage
Depending on the activity you may require a Temporary Events Notice, Premises Licence or a Street Permit and if you wish to close the street, a Road Closure Notice. Please contact the Licensing Section on 01773 570222, email licensing@ambervalley.gov.uk or view the Premises Licence webpage


3. What type of event are you holding?

3a. Some events require a licence to be able to go ahead. Does your event include:

  Yes
Regulated Entertainment: Including a performance of a play, showing a film, performance of live music, playing of recorded music, performance of dance, indoor sporting event, boxing or wrestling.
The sale of alcohol
The supply of alcohol, by or on behalf of a club to a member of a club providing late night refreshments (Between the hours of 11pm and 5am)
Will you be charging for admission
Car Boot Sale or Market
You will need to have a Premises Licence of Temporary Events Notice in place. Please contact the Licensing Section on 01773 841605 or email licensing@ambervalley.gov.uk for further information and application form or go to the Licensing Section of the Amber Valley Borough Council website
To hold a car boot sale or Market in the Borough of Amber Valley you may need authorisation from Amber Valley Borough Council. Please view the temporary markets webpage or contact 01773 570222
If the venue is licensed, you do not need to do anything further. If the venue is not licensed, you will need to apply for a license. Please contact the licensing section on 01773 841605 or email licensing@ambervalley.gov.uk. Further information can also be found on the liquor licences page of the Amber Valley Borough Council website
You will need to have a Premises Licence of Temporary Events Notice in place. Please contact the Licensing Section on 01773 841605 or email licensing@ambervalley.gov.uk for further information and application form or go to the Licensing Section of the Amber Valley Borough Council website

3b. Do I require Planning Permission?

Events are usually temporary in nature and therefore are unlikely to require Planning Permission. However, if you intend to display advertising banners, Advertising Consent may be required. For further information contact 01773 841571, visit the Planning Portal via the Amber Valley Borough Council website or visit the Government Planning Portal

All advertising material displayed must comply with the Town and Country Planning (Control of Advertisement) Regulations 1992 and Section 132 of the Highways Act 1980. Please note that the displaying of advertising signs on the highway or affixing them to structures, trees or works on the highway requires express consent from the council.

Car Boot Sales may require Planning Permission - Please view the temporary markets webpage

3c. Are you displaying directional or parking signage?

Direction and parking signage should be:
  • Directional signage on the Highway should be Authorised (Derbyshire County Council Highways Authority)
  • The route must be adequate to cope with the volumes and types of vehicles which may be expected if the signs are provided
  • Signs should be displayed close to the site, erected no more than 24 hours before the event and not impact upon the highway and visibility
  • Signage must be removed following the event
For larger scale events, highways consent may be required in order to erect official events signage. Please contact Derbyshire Country Council via Call Derbyshire on 01629 533190. Commercial organisations such as AA events signage provide an installation service, including liaison with the Highways Agency. Contact 0800 731 7003 or visit the AA's event signage webpage.

3d. Does your event require any roads to be closed?


You will need to contact the Legal Team at Amber Valley Borough Council on 01773 841662. They will carry out the necessary consultations with Police, Emergency Services, Bus Companies, Royal Mail, the Highways Authority and any other necessary organisations. If there are no issues following the consultation, you will be notified of the decision and an Order will be written with any conditions. Six weeks’ notice should be given ahead of any requests for road closures.

3e. Food Safety and Catering

Will you be offering food and drink for human consumption?


It is your responsibility to make sure that the companies and/or persons preparing and providing food are suitable, registered and do not make anyone ill. Ensure that any caters have been registered by their local authority, if they are not registered it may be illegal for them to trade at your event. You can also check their rating at Food Standards Agency rating

Please contact the Regulation Unit Food Safety Team at Amber Valley Borough Council on 01773 841335 to confirm that Amber Valley based food handlers are registered and to obtain further information on providing suitable facilities. Further information can be found on the Food Standards Agency website

3g. Will you be providing music or entertainment?


You must have a Premises Licence of Temporary Events Notice in place. Please contact the Licensing Section on 01773 841605 or email licensing@ambervalley.gov.uk for further information and application form or view the premises licences webpage. Noise nuisance can be a significant problem with outdoor music events - organisers should make sure they liaise with Environmental Health on 01773 841335 early in the planning process and carefully manage noise levels during the course of an event.

3h. Do I need to consider Health and Safety? YES

As the person organising any event, you need to consider safety issues to prevent injury or accidents to those attending. Safety at any event is paramount and you will find lots more information on www.hse.gov.uk or telephone hotline 0845 345 0055.

Make sure health and safety risks are managed and reduced wherever possible. All activities should be risk assessed, this includes the activities of contractors, traders etc. For further information and advice download the Event Safety Management Guidance Booklet

You should consider First Aid provision on site and don’t forget to insure the event, taking Public Liability Insurance to cover unexpected events, accidents or cancellation.

Outdoor events can pose a number of public health risks - organisers should pay particular attention to the suitability and adequacy of toilet facilities, washing facilities, water supply, waste storage and disposal. Any land normally used for animal grazing needs careful management before an event to reduce risks of disease being spread. See Environmental Health Information for further information.

3i. Will you be employing people and/or using volunteers?


Don’t forget that you may require some help in terms of directing members of the public, managing car parking, crowd control, looking after lost children or first aid and clearing up after the event. Don’t underestimate the need for assistance to ensure that the event goes smoothly and for you to enjoy the event too.
It is important that members of staff and volunteers understand their role in delivering a safe event for everyone’s enjoyment. Please see the Staff And Volunteers webpage for further information and considerations.

3j. Do I need to tidy up? YES

You will need to ensure that the venue or site is left clean and tidy and returned to the manner in which it started. Don’t forget to clear up and remove any rubbish. The Trade Waste section can provide further information on recycling and rubbish collection. Please contact 01773 841453 for further information.

4. Is the event correctly planned and managed?

Is your proposed event suitable and planned correctly?
Yes - I have made the necessary checks and/or obtained the necessary permissions and licenses and will proceed with my event. (You may be required to provide relevant evidence to support this). Please use the checklist to ensure that your event goes ahead safely. Event Checklist
I am in the process of obtaining the necessary permissions and licenses and will contact the relevant agencies.
No - If you answered no to this question, you can still complete the rest of this form to signpost you to the relevant departments. However, you are advised to ensure that you have completed the relevant legislation and obtain the licences prior to holding your event. Failure to contact the Council or address relevant matters may result in some aspects of your event being cancelled if the safety of the public is put in jeopardy. Please download the Concise Guide to Organising an Event and the Event Safety Management Guidance Booklet for further information on how to ensure that your event goes ahead Smoothly.

This information is provided to assist and signpost you in the right direction. By answering these questions this does not constitute informing the Council of your event and this responsibility remains with you. It is important that you contact the relevant departments to obtain the advice, guidance, permissions and licenses within the appropriate timeframes in order to ensure that your event will go smoothly. The Council retains the right to cancel specific activities of elements of any event, if we have concerns regarding the legality or safety of an event.

Please review your answers and complete




Useful Numbers: Amber Valley Borough Council
• Main Switchboard: 01773 570222
• Tourism & Culture Coordinator: 01773 814185. Email: tourism@ambervalley.gov.uk
• Landscape Services – Book Council Land: 01773 841542
• Landscape Services Email: landscapeservices@ambervalley.gov.uk
• Licensing Section: 01773 841605
• Legal Section: 01773 841662
• Food Safety: 01773 841335
• Noise Control: 01773 841308 or 841315
• Trade Waste: 01773 841453
• Dog Fouling, Pests and Stray Dogs. 01773 841335


www.ambervalley.gov.uk
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