Events In Spelthorne

How to apply? 
Do you need a license?
Fees and Charges
Safety Advisory Group
Useful links

How to apply?

Step 1

To book an event, please complete the online application at least three months before your proposed event.

Please note:

A separate form requires to be filled out for each event even if it was held previously in the park

You will need the following documentation ready for upload:

Events in Parks Form

Please note:

Separate forms are required to be filled out and paid for any licenses.

Step 2

Once your application has been submitted, it will be reviewed. When your documents have been approved you will be email confirmation for your event to take place

Step 3

Once the event is approved, you will be invoiced based on Fees and Charges displayed below

Do you need a licence?

You will need to apply for a Temporary Event Notice (TENs) or Premises Licence if you are holding an event with licensable activities.  Licensing activities:

  • selling alcohol
  • serving alcohol to members of a private club
  • providing entertainment, such as music, dancing or indoor sporting events
  • serving hot food or drink between 11pm and 5am

Applications should include:

  • A plan/map imagine showing all locations applying to trade in
  • Public liability insurance of at least £5 million
  • If food traders are attending the event(s) confirmation of the food business name, the local authority they are registered with, and their food hygiene rating (minimum FSA food hygiene rating score of level 3 or above is required)
  • An event management plan(s)
  • Confirmation landowner has given you permission to have the event there
   
Temporary Event Notice

There must be no more than 499 people at your event at any one time (including staff).  Your event must last less than 168 hours (7 days).  Further information on TENS can be found here: https://www.gov.uk/temporary-events-notice

The council cannot refuse a notice unless the Police or Environmental Health object to it. They must do this within 3 working days of receiving it. They can only object if they think your event could:

  • lead to crime and disorder
  • cause a public nuisance
  • be a threat to public safety
  • put children at risk of harm

If there's an objection, your council's licensing committee will hold a meeting (called a 'hearing') no later than 24 hours before the event (unless all parties agree that a hearing is not needed).

At the hearing, the committee will either approve, add conditions or reject the notice.

If the police or environmental health object to a late TEN, the notice will not be valid and you cannot hold the event.
Premises Licence

For larger events a time limited premises licence may need to be applied for to cover licensable activity. Further information can be found here:

https://www.gov.uk/government/publications/premises-licence-application-forms/premises-licence-guidance

Applications have a 28-day objection period.  If objections are received, then a hearing must be convened within 28 days.
Occasional Street Trading Consent There are a number of community or special events that take place within Spelthorne that require a Street Trading Consent to be in place for the event e.g., street parties, festival, community fun days.

The Licensing Team can advise whether you need a license depending on the size and nature of your event.  In the first instance, please email all details to: licensing@spelthorne.gov.uk

Fees and Charges:

Hire of Parks Charges
Small gatherings of up to 40 people No charge
For non-charity events
Daily charge £603
Deposit against damage £234
For fun fairs
Daily hire charge £796
Deposit against damage £1,590


Additional fees may apply in case event requires Temporary Event Notices/ Premises License/ Occasional Street Trading consent.

Safety Advisory Group

Safety Advisory Groups (SAGs) provide a forum for discussing and advising on public safety at an event. They aim to help organisers with the planning, and management of an event and to encourage cooperation and coordination between all relevant agencies. Event organisers and others involved in the running of an event, retain the principal legal duties for ensuring public safety.

Any event may be referred to the Safety Advisory Group if significant public safety risks are identified taking into account the numbers and profile of people attending, the nature of the event activity and/or the environment.

The SAG should advise the event organiser about public safety matters that they think need further consideration, explaining their reasons. It is the event organiser's responsibility to take any appropriate action. On the rare occasion where there is disagreement between a SAG and the event organiser, and there remains a genuine risk to the public, individual organisations on the SAG may decide to act to resolve the issue. 

The core members of the group are:

Neighbourhood Services
Environmental Health (Health & Safety)
Environmental Health (Licensing)
Surrey Highways
Surrey Police
Surrey Fire & Rescue Service
Ambulance Service

Event organisers responsible for the planning and managing an event may be required to attend SAG meetings to discuss various elements of event plans.

Useful links

 

Some of these cookies are essential to make our site work and others help us to improve by giving us some insight into how the site is being used.

Before deciding read more about our cookies.

Last modified: 10/09/2025