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Hold an event on our land

Events enhance identity of place and provide a high quality, distinctive experience for visitors and local people as well as generating significant economic impact. The council’s Events Team deliver an exciting programme of major events and works with partners to bring global events to the city.  We also recognise the importance of home grown community events and are keen to ensure we have variety throughout the year.

To hold an event on Plymouth City Council land you must seek permission for use of the land. We need at least 3 months to allow time to process the application. Subject to acting reasonably, Plymouth City Council as landowner reserves the right to refuse any application to book an event.

Take time to read through this information and if you have any questions prior to submitting your application please contact us.

We look forward to receiving your application!

Locations

Plymouth Hoe

Plymouth Hoe – The Hoe is earmarked for events of significant scale and those which have vast media reach putting Plymouth on the map nationally and internationally.  Examples include Armed Forces Day which attracts 50,000 people, The Great Britain Sail Grand Prix which broadcasts to over 70 global territories and Megaride, one of the UK’s largest charity motorcycle ride outs with thousands taking part.   

Central Park

Central Park is suitable for events of all shapes and sizes from small community events to larger music concerts and cultural happenings. Events such as music concerts up to 10,000 people, the Cancer Research ‘Pretty Muddy’ obstacle course and the Funky Llama festival of arts are perfect for Central Park.

Other Green Spaces are available using the application form, email scg@plymouth.gov.uk if you have any questions.

Charges

Bond Fees

A bond will be held by the council from all applicants. This will be to ensure that any damage or failure to clear waste can be recovered and the City Council is not left to cover these costs.

These will be fully refunded once it is established there are no repairs or clearance needed. The level of the bond is set out below; this is based on risk of damage. Bonds will be scored on an individual basis and other considerations may impact the score.

Tiers 2022

Tier 1 (Under 10 points) £100
Tier 2 (11 to 20 points) £250
Tier 3 (21 to 29 points) £500
Tier 4 (30 to 39 points) £1000
Tier 5 (40 points and over) £1500

Admin Charge

All events will be liable to pay an admin charge based on the size of your event.

Site hire charge

Local and Regional charity or not for profit events are exempt from paying a hire charge.

Hire charges for commercial events and national charity events will be calculated on an event by event basis on receipt of your application.

Local and Regional charities are exempt from paying a site hire charge but will not be exempt from paying admin costs.

All costs will be set out in the Venue Hire Agreement and agreed prior to confirmation of the event booking.

Application process

  1. Submit your application
  2. We will confirm receipt of your application and respond to you advising you if the proposal is viable and if the date is available. We may want you to clarify some points within your application.
  3. When all the points have been clarified, we will confirm any fees required and level of bond.
  4. If you wish to proceed with your event, we will send you the Venue Hire Agreement which includes a list of all the required documentation and deadlines, the terms and conditions, site premises license and the site map.
  5. The event will be confirmed once we receive a signed copy of the Venue Hire Agreement and all relevant fees have been paid.
  6. Any breaches of the Venue Hire Agreement, including the supply of satisfactory documentation within the agreed timescales, could lead to your event being cancelled.  Therefore if you have any questions or queries relating to the Venue Hire Agreement we would be more than happy to discuss these with you.

Events for the following calendar year may take slightly longer to be accepted as we will need to coordinate the overall events calendar. We have to consider the impact on residents throughout the year and our annual major events programme.

If you are an activity user, use the ‘Application’ form in the first instance and select ‘Activity’. Plymouth City Council defines activity users as organisers for exercise classes and/or little attendance and minimal infrastructure (park runs, yoga, personal training, picnics etc.).


Required documentation

The list of required documentation and deadlines will be included in your Venue Hire Agreement. The deadlines are set in order for us to have sufficient time to review and provide feedback, and forward it to other relevant partners for consideration (and if necessary forward to ESAG (Events Safety Advisory Group). Failure to meet these deadlines will put your event at risk of cancellation.

Small event (0 to 999 attendees)

Phase 1 - Application

  • Documentation: Application form via the plymouth.gov.uk website
  • Timescale: 3 months prior to the event date
  • Plymouth City Council: Events team to confirm availability, any fees and get Venue Hire Agreement signed

Phase 2 - First drafts

  • Documentation: Event management plan, risk assessment, fire risk assessment, site plan, public liability insurance
  • Timescale: 2 months prior to the event date
  • Plymouth City Council: Events team to provide feedback

Phase 3 - Final versions

  • Documentation: Updated versions of previously provided documents
  • Timescale: 4 weeks prior to the event date

Medium event (1000 to 4999 attendees)

Phase 1 - Application

  • Documentation: Application form via the plymouth.gov.uk website
  • Timescale: 4 months prior to the event date
  • Plymouth City Council: Events team to confirm availability, any fees and get Venue Hire Agreement signed

Phase 2 - First drafts

  • Documentation: Event management plan, risk assessment, fire risk assessment, site plan, public liability insurance
  • Timescale: 3 months prior to the event date
  • Plymouth City Council: Events team to provide feedback

Phase 3 - Revised drafts

  • Documentation: Updated versions of previously provided documents and (if applicable and agreed with the events team) noise management plan, relevant licenses, security/counter terrorism plan, medical plan, traffic management plan, waste management plan, environmental impact form, crowd management plan / evacuation plan, the construction (design and management) plan (cdm)
  • Timescale: 2 months prior to the event date
  • Plymouth City Council: Events team to email ESAG for distribution and feedback. Event Organiser may need to attend and present their event to ESAG

Phase 4 - Final versions

  • Documentation: Updated versions of previously provided documents
  • Timescale: 1 month prior to the event date

Large event (Over 5000 attendees)

Phase 1 - Application

  • Documentation: Application form via the plymouth.gov.uk website
  • Timescale: 5 months prior to the event date
  • Plymouth City Council: Events team to confirm availability, any fees and get Venue Hire Agreement signed

Phase 2 - First drafts

  • Documentation: Event management plan, risk assessment, fire risk assessment, site plan, public liability insurance
  • Timescale: 4 months prior to the event date
  • Plymouth City Council: Events team to provide feedback

Phase 3 - Revised drafts

  • Documentation: Updated versions of previously provided documents and (if applicable and agreed with the events team) noise management plan, relevant licenses, security/counter terrorism plan, medical plan, traffic management plan, waste management plan, environmental impact form, crowd management plan / evacuation plan, the construction (design and management) plan (cdm)
  • Timescale: 3 months prior to the event date
  • Plymouth City Council: Events team to email ESAG for distribution and feedback. Event Organiser may need to attend and present their event to ESAG

Phase 4 - Final versions

  • Documentation: Updated versions of previously provided documents
  • Timescale: 2 months prior to the event date

Terms and conditions

The Terms and Conditions will form part of the Venue Hire Agreement. Failure to comply with these Terms and Conditions may result in cancellation of the event.

Useful information and contact

This information provides guidelines for Event Organisers to follow when planning an event. Any public event poses particular risks to the public and requires a high degree of planning and safety control

Event organiser guide

Don’t forget to promote your event on our Visit Plymouth website - Submit Event - Visit Plymouth

If you have any questions regarding your event please contact us at: Eventbookings@plymouth.gov.uk