Events on Council land
If you would like to arrange an event on Council land, it is essential that you inform us about the event and where you would like it to be held.
We will check that the venue is available and suitable for your event, and review your event safety plans - this is important as we have a duty of care to people who use our facilities.
Once you have submitted the online event notification form, we will then confirm whether the land is available, and will discuss any costs or additional licences that may be required. Depending on the size of the event we will share your plans with the Safety Advisory Group (Council, Police, Fire, Ambulance etc).
Events on private land
If you are arranging an event on private land, inform us about the event means that the Safety Advisory Group can review your event plans and offer advice and guidance.
When to tell us
Ideally, three months' notice should be given for smaller events, and six months' notice for larger events.
This gives us enough time to provide a comprehensive response.
What you need to submit
Initially, submit the - Online Application Form
For events on Council land please read the conditions of hire before submitting your form.
If the Safety Advisory Group considers your event to be a larger or higher risk event, they may request that you submit a full Event Safety Plan.
Insurance
As event organisers are legally responsible for their events it is important to have Public Liability Insurance policy. Organisations that have more than 6 employees (paid or voluntary) should also be covered by an Employers Liability Insurance Policy. Event organisers should also ensure that contractors, performers, traders, and other organisations involved in the event are also covered by Public Liability Insurance and, if necessary, Employers Liability Insurance.
The Authority recommends that cover for Public Liability Insurance (PLI) to be £5,000,000.00.
Additional Licences:
TEN – Temporary Event Notice
If you want to have a pay bar or intend to provide entertainment to the wider public or charge a fee to raise money for your event, you will need a TEN licence. TEN is a type of temporary licence and costs £21 from the local authority Licensing Team.
Large scale events attracting more than 499 people will require an entirely different process.
PRS – Performing Rights Society
You may need additional licensing if you are playing live or recorded music (Performing Rights Society Licence or Phonographic Performance Licence) or if you are playing movies or movie soundtracks (Cinema or Restricted Films Licence or Video Performance Ltd Licence).
Useful links
TEN fees | North Tyneside Council
The role of a local authority Safety Advisory Group (SAG) - HSE