Book an event in our Public Open Spaces
Welcome to Bromsgrove District Council and Redditch Borough Council Events Pages to provide important information for all events and activities during COVID-19.
- This information will be monitored and can change frequently in line with Government guidance during COVID-19.
- The council reserves the right to cancel events at short notice to meet the guidance requirements.
If you want to plan and run an event on our land we can support you to do it subject to the following requirements and guidance.
We will make it as easy as possible for you while ensuring that your event does not cause any undue risks to public safety or impact on the community.
Note: Information for events on non-council land
If you are seeking information or advice for managing your own event on private land you can read through the following information which provides useful links to National, Local, advice and guidance.
- Please ensure you seek the land-owners permission before you consider your event.
- The Council only accepts and processes applications for events on Council owned land.
Sites to Hire
- Sanders Park, Recreation Ground,
- The Birdbox, St Chads Park
- Other event locations to be reviewed on an individual basis
- Arrow Valley Country Park,
- Morton Stanley Park,
- Town Centre Bandstand and Town Centre Under Cover Market.
- Other event locations to be reviewed on an individual basis
You must apply for permission and complete the initial Expression of Interest form. (Please note that all applications require authorisation through a process and by applying to hold an event does NOT mean that the event has been granted permission IMPORTANT: The council reserve the right to cancel an event during the application process or during the event should Government Guidance change, risk levels change or control measures are not met.
Tips for organising an event
- Read through the information on these pages carefully before you do anything else
- Avoid delays by making sure any application forms are fully completed and signed within the notice period required
- Always get any necessary permissions and authorisation before you advertise your event
Additional things to consider as part of your application due to Covid-19
When booking council land for your event, please ensure all information and evidence is provided appropriate to the size of your event as requested in the application and be aware that the Government Guidance may change at any time.
Coronavirus (COVID-19): Outdoor Event Application Guidance
Bromsgrove’s and Redditch’s programme of events is an important element to the District’s and Borough’s culture..
The events sector has been particularly hard-hit by the coronavirus pandemic. The industry will continue to be affected by restrictions, in what makes an event special: people gathering together and enjoying cultural activities to promote a sense of unity.
We have worked with colleagues from our Safety Advisory Group (Emergency Services, Police, Fire, Ambulance, Regulatory Services, Public Health) to create a new approach to putting on events. Thank you to all involved in helping us put this new guidance together to provide a framework to create a safe event environment.
This guidance sets out how we are considering opportunities so that outdoor events and activities can restart, although with changes that may look very different to what we are used to. It is vital that we work in line with government guidance to ensure we do not risk an increase in COVID-19 cases.
We understand that the process for making events COVID-safe will be challenging for event organisers and audiences will need to change the way they experience local events. This guidance outlines what we are doing to help event organisers put on events and keep audiences safe as they enjoy activities in Bromsgrove.
We have therefore set out a 3 Tier system (aligned to the Government Guidance) to enable applicants and the public to understand when and what type of event is possible during each Tier.
We are keen to support event organisers to operate and ask that you ensure any event planned is based on a robust risk assessment both for COVID and the event itself within our 3-tier system. This risk assessment needs to not only identify risks but importantly how will be mitigated safely. Together we need to prevent COVID transmission to both members of our public but also the staff delivering the event.
Our Events Team have developed some detailed guidance, based on national Government advice, to support your planning and are available to assist you if you require further help.
The Council will consider applications for events based on the following Government COVID-19 Tier system to help event organisers put on activities and events where it is safe to do so.
Tier 3 Very High Risk(or Lockdown)- No Events will be considered
Tier 2 High Risk - Due to the higher risk alert system only drive in events will be considered – public remaining within vehicles only with only family or support bubble. Other outside events will not be considered due to the increase in rates of infections within this High-Risk Level.
Tier 1 Medium Risk - Events applications will be considered where evidence is provided on how groups of maximum of six people can be managed safely under the Government rules. This applies to management of groups attending the event as well as expected or anticipated numbers arriving to the site.
We want to help event organisers to put on activities and events where it is safe to do so.
To help you run events in a safe and economically viable way, we:
- Are considering enquiries and requests to hold events in parks and open spaces (Based on our 3 Tier system)
- Can help you with your proposals.
Tier 1 (Subject to approval and Government Guidance)
- Pop up restaurants or bars (take away service or managed seating outdoors)
- A funfair or circus
- Drive in “outdoor” cinemas
- Performing arts activity
- Community group activity
- Religious occasions
- These events can have low level background music, as long as volume levels are low enough that people don’t have to shout to be heard and prevent gatherings outside the activity or event.
- You can also tell us your ideas for other types of event and discuss your event with our team and our Safety Advisory Group.
Tier 2 (Subject to approval and Government Guidance)
- Drive-in “outdoor” cinema type activity(only)
Tier 3 or Lockdown (no applications accepted)
You cannot currently hold:
- Events with loud music or sound systems, this is because of the increase risk of coronavirus transmission when people have to raise their voices
- Street parties or events where anticipated crowding cannot be managed
- An event where people stand and drink (vertical drinking), this is because it makes social distancing difficult to manage
- Any event under Tier 3 or lockdown
Please complete our online form,
- The name of your business, charity, organisation
- A brief summary of your event proposal, including activities, infrastructure, how it will work within the Government Guidance and your proposed event programme, plans for food and drink
- A site plan (showing layout and social distancing spacing) this can be a simple drawing of the site to show how numbers will be managed and the Rule of 6, sanitising stations, marshall locations, location of infrastructure such as fencing/stalls/rides/kiosks etc.
- The site location or locations you want to us
- Anticipated number of attendance to your event (how this will be managed – ie: booking system/ticketing/time duration/fencing/in and out system)
- Event dates and times, including any build and break days
IMPORTANT: We will consider each request on a case by case basis and get back to you by email within10 working days
- We will send your proposal to the Safety Advisory Group for Events (SAG). This may take 2 to 4 weeks and may mean you have to make changes to your proposed event.
- We require a minimum of 8 weeks’ notice period from when you send your initial expression of interest to your event being approved (this is subject also to the scale and type of the event and for larger more complex events such as funfairs this would be 12 weeks)
For additional guidance you should also read our Coronavirus (COVID-19): guide to restarting outdoor events.
If we agree to your initial proposal “expression of interest” - we will send out a more “detailed event application form’ for completion with fees and charges
As part of the detailed formal event application form you will be required to provide evidence of:
- Detailed Event Management Plan (EMP) (this will include all measures and details of your event – for guidance please refer to the Purple Guide) For additional support and information please contact the events team.
- COVID-19 and Non COVID-19 Risk Assessment
- COVID-19 safety policy
- Site map / formal plan and layout
- Public liability Insurance Certificate
- Licences required as part of your event/activity
What happens after you apply?
We will send your documents to SAG (Safety Advisory Group) and other agencies for consultation and tell you about any feedback, including:
- Changes you need to make to your event
- Documents that need to be reworked
- Concerns about safety or social distancing that need to be addressed
We may ask you to attend to our safety advisory group as part of this process We WILL NOT give permission for your event to go ahead until all documentation has been signed off and this will be a formal written permission.
As well as applying for site permission, if you’re holding an event you must apply for any licences that you need, such as:
- Temporary Events Notice
- Premises licence
- Market licence
- Music licence (PRS/PPL)
- Road Closure and approval (minimum 8 weeks notice - Telephone Viv Baines (01527) 64252 Ext: 3991 at Redditch and Bromsgrove Council
Make sure you are providing clear guidance on social distancing and hygiene to people on arrival at your event and the Rule of 6.
You must follow the guidance on these pages as well as government guidance for holding events safely. You can read Government Guidance on the following links
We want to help event organisers as much as possible. If you have further questions,
Steps that will usually be needed
- In the case of drive-in cinema event, only allowing cars to park sufficiently far apart to ensure social distancing is maintained, for example by clearly marking available parking spaces.
- Considering how people come into and leave the site or venue (ingress and egress management), car parking, public transport, handwashing facilities and areas such as arenas, stages or concessions points where crowding could take place.
- Consulting with the relevant authorities and seeking specialist advice to best evaluate the impact of your event on the spread of coronavirus (COVID-19), developing strategies for mitigating the risk, and attending Bromsgrove and Redditch Safety Advisory Group if required
- Consideration should be given to managing larger family groups who may wish to remain closer than the required social distance but who, in doing so, may encourage others to cluster in a similar manner. Note any actions needed in your event management plan and risk assessment.
- Where items are offered for customer use, such as a picnic blanket or seating, this should be done only where they can be collected or delivered from an appropriate distance and with hygiene measures in place, for example, through the availability of hand sanitiser or items being delivered to the same corner of each social distanced pitch by event staff which limits pedestrian movements and allows us greater control. Items should be thoroughly cleaned before being reused.
- Discouraging or managing activities or features that are likely to encourage audience behaviours that increase transmission risk, such as crowding, clustering, communal dancing and physical contact outside of household groups or support bubbles.
- You should consider the expected interactions among participants occurring during the event and implement sufficient controls to ensure social distancing is maintained.
All businesses need to assess and manage the risks that coronavirus (COVID-19) can have on:
- your staff
- people attending your event
You should also think about the impact on security of the control measures you have in place and what consequences any changes you make can have and record this in a risk assessment.
What a risk assessment is:
A risk assessment identifies what measures you should take to control risks and limit the spread of the virus.
Your risks assessment should record:
- who is at risk at your event
- what you are already doing to control the risks
- what other action you can take to limit the risks and who needs to do that
- when this needs to be done
How to write a risk assessment
- Implement one way systems for queues
- Put test, track and trace (GOV.UK) in place -
- Do not allow people to approach or mingle with other groups
- Use an app for customers to order food or for staff to take orders at tables or vehicles (Drive in etc)
- Stop customers from local lockdowns areas from buying tickets if you can, for example by making sure they can only be booked online
- Have extra stewards to monitor social distancing measures at your event, especially around toilet facilities
- Clean all facilities regularly and include how this is done within the Risk Assessment and how your staff are kept safe whilst doing so
- Provide more handwashing, hand sanitiser and toilet facilities
- Download and display clear signs and posters with COVID-19 information
- Make sure staff and customers wear a face covering, except when sitting at a table to eat or drink and other required PPE
- Have seats available for all tables (if outdoor dining) there should be no standing
- Make sure tables are at least two metres apart from each other
- No more than six people per table, with room for social distancing as they may be from different households
- No more than one group booking per table
- Ensure your COVID-19 risk assessment is understood by your customers and staff before the event
- Have maps with different areas clearly marked out for information either on tables or sent out in advance
- Have regular meetings with staff about your COVID-19 policies
- Have staggered arrival times for customers, staff and deliveries
- Manage anticipated numbers within the event and consider anticipated or unanticipated gatherings outside the event
You must reduce workplace risk to the lowest reasonably practicable level by taking preventative measures. You must work with any other employers, organisations or contractors sharing the workplace so that everybody’s health and safety is protected. In the context of COVID-19, this means protecting the health and safety of your workers, participants, and any audience by working through these steps in order:
1. 2 metre distancing wherever possible, or 1 metre plus with robust risk mitigation where 2 metres is not viable, such as those in point 4 below. You should consider and set out the mitigations you will introduce in your risk assessment. Mitigation doesn’t include basic measures, such as good hand and respiratory hygiene or the use of face coverings.
2. Businesses and workplaces should make every reasonable effort to ensure their employees can work safely. When in the workplace, everyone should make every reasonable effort to comply with the social distancing guidelines set out by the government (2m, or 1m with risk mitigation where 2m is not viable).
3. You should consider whether a particular activity is essential to the whole event if social distancing can’t be followed in full, and if so, take all the mitigating actions possible to reduce the risk of transmission between their staff, participants and visitors.
Further mitigating actions include:
- increasing the frequency of hand washing and surface cleaning, including disinfection of high footfall areas or common touchpoints with particular attention to toilets
- keeping the time of any activity where social distancing cannot be maintained as short as possible using screens or barriers to separate people from each> other where appropriate
- using back-to-back or side-to-side working rather than face-to-face whenever possible
- reducing the number of people each person has contact with by using ‘fixed teams or partnering’, so each person works with only a few others
- implementing Test, track and Trace measures, including keeping a temporary record of your customers and visitors for 21 days, and assist NHS Test and Trace with requests for that data if needed. This will help contain clusters or outbreaks.
You must make sure the capacity of your event is consistent with ensuring social distancing.
Your risk assessments should specifically consider the maximum capacity for a given activity and the ability to manage audience behaviour to avoid compromising social distancing.
You should prepare a map and plan of the site to show how social distancing measures can be met.
Steps that will usually be needed
- Reducing site, premises or venue capacity and limiting ticket sales to a volume which ensures social distancing can be maintained.
- For events without ticketing, considering using other communications approaches, coupled with stewarding/security/fencing/test track and trace to manage the numbers attending to ensure social distancing and control of numbers both anticipated and non-anticipated.
- Managing activity scheduling so that audiences for different activities are not using the site at the same time and can adhere to social distancing and also allow for adequate cleaning between activities.
- Reconfiguring entertainment spaces to enable audience to be seated rather than standing as well as alternative locations for event
- Preparing a plan is a requirement to ensure you are able to evidence how social distancing can be adhered to within the event space. Considering the expected interactions amongst audience members and making sure sufficient controls are in place to maintain social distancing, for example providing clear communication, demarcating spaces, using sufficient Stewards and security.
- COVID-19 security plans must be proactive in mitigating behaviour especially where music (reduced volumes) or a performer is a feature. The audience will naturally want to converge towards the activity/music area compromising social distancing measures. Additional precautions will be needed to adequately control such behaviour.
- Steps must be taken to maintain social distancing and avoid people converging and merging into groups.
- Making sure risk assessments carefully consider worker safety, especially of those working closely with a large number of members of the public or audience.
- Considering where crowding could take place such as at points of entry and exit, car parking, handwashing and toilet facilities, waiting areas, food stalls and areas in proximity to activity area. This should be acknowledged in your event management plan and risk assessment.
- Considering the particular needs of disabled visitors when making adjustments to sites and activities and communicating these appropriately before any event.
You must maintain social distancing when managing ticketing and payments. You should limit ticket sales to a volume which allows for social distancing to be achieved within the site.
Steps that will usually be needed
- Encouraging guests to buy tickets online and to use e-ticketing.
- The booking system can help your track and trace system through the collection of your guests contact details.
- Allowing for contactless payment and other technology solutions on all purchases made on site.
- Frequent cleaning of any payment points or ticketing equipment that ,/are touched regularly. Maintaining social distancing as far as possible when checking tickets.
You must risk assess and manage food, drink and other retail purchases at your event and consumption to maintain social distancing.
- Considering allowing visitors to pre-order and collect refreshments and other retail merchandise at designated points throughout the site to maximise social distancing and reduce pinch points. For example, avoid selling merchandise or ice-cream at entry and exit points where crowds and queues may form and make social distancing harder to observe.
- Using screens to create a physical barrier between staff and customers to maintain distancing
You must maintain social distancing wherever possible when people move around the site during events.
Steps that will usually be needed
- Adapting activity scheduling to support social distancing and good hygiene. For example, scheduling sufficient time between activities, rides or performances to reduce the possibility of different visitors coming into close proximity and to allow time for cleaning.
- Using space outside the allocated activity/site/secured area for queuing where available and safe. Outside queues should be managed to make sure they do not cause a risk to individuals or additional security risks and should be barriered to manage distancing and the Rule of 6. For example by introducing queuing systems and having marshals direct visitors for access and egress and monitoring numbers inside and outside the activity space.
- Ensuring your queuing plans consider social distancing guidelines and any changes needed for hostile vehicle mitigation or other anti-terrorist measures.
- Working with your local authority or land owner to take into account the impact of your processes, for example queues, on public spaces such as high streets and public car parks.
- Reducing instances where people might be required to queue. For example, at: entrances and exits, toilets and Collection points
- Where possible, designating staff to manage queues and regulate guest access between areas.
- Encouraging visitors to use hand sanitiser or handwashing facilities as they enter and leave the site, activity, ride or taking visitors' temperatures on arrival
- Using queue management and marking out one-way flow systems through the site / activity space to reduce contact points. For example, introduce one-way systems so that guests are not required to pass each other when entering and exiting these spaces.
- Helping visitors maintain social distancing by placing clearly visible markers along the ground, floor or walls, advising on appropriate spacing.
- Considering how social distancing markers can be made clearly visible and as accessible as reasonably practicable.
- Ensuring any changes to entry, exit and queue management take into account reasonable adjustments for those who need them, including disabled visitors. For example, maintaining pedestrian and parking access for disabled customers.
- Extra stewarding or marshalling may be needed at key pinch points and care should be taken to remove any barriers at exits that might cause crowding. This should be considered as part of the event’s crowd management plan, in consultation with those responsible for managing security and marshalling.
- Management of potential crowd density points, such as where people stop to watch displays, must be considered as part of this planning to ensure social distancing can be maintained.
- Limiting the potential for guest contact with performers and support staff by, for example: using security to keep activity areas clear before and after a performance to allow performers and other staff to enter and exit safely
You must maintain social distancing wherever possible when audiences use common areas and the performance area or auditorium.
Steps that will usually be needed
- Providing seating in a way which ensures social distancing between individuals or groups from the same household or support bubble can be maintained.
Consider measures such as:
- providing allocated seating through ticketing systems or manually to ensure social distancing is maintained in temporary structures/marquees/tents
- if unallocated seating is provided, installing seat separation or labelling seats which should not be used, or deploying staff to support the visitors in adhering to social distanced seating
- customer information should include a code of conduct for customers for example, it is expected that visitors will take responsibility for their own and others welfare and abide by social distancing. Staff should nevertheless be deployed to ensure that these measures are being observed
- increased checks and supervision, before and at the end of each event/activity.
- Reminding visitors who are accompanied by children that they are responsible for supervising them at all times and should follow social distancing guidelines.
- Having clearly designated positions from which site staff can provide advice or assistance to guests whilst maintaining social distance.
- Considering the needs of disabled audience members, for example access to captioning or audio description services, when managing seating.
You must make sure toilets are kept open and promote good hygiene, social distancing, and cleanliness in toilet facilities.
Steps that will usually be needed
- Using signs and posters to build awareness of good handwashing technique, the need to increase handwashing frequency and to avoid touching your face, and to cough or sneeze into a tissue which is binned safely, or into your arm if a tissue is not available.
- Consider making hand sanitiser available on entry and exit to toilets where safe and practical and ensure hand sanitisers or soap and water are used and available within toilet provision. Also consider suitable options for drying, either paper towels or hand driers, are available.
- Consider notices for the requirement for users to wear face masks when using the facilities
- Setting clear use and cleaning guidance for toilets, with increased frequency of cleaning in line with usage. Use normal cleaning products, paying attention to frequently hand touched surfaces, and consider use of disposable cloths or paper roll to clean all hard surfaces. Consider the safety of cleaning staff as part of the risk assessment
- Keep the facilities well ventilated, for example by fixing doors open where appropriate.
- Special care should be taken for cleaning of portable toilets and larger toilet blocks.
- Putting up a visible cleaning schedule can keep it up to date and visible.
- Providing more waste facilities and more frequent rubbish collection.
- Considering the likely patterns of use during an event or activity, for example during intervals or sessions, and modifying any requirements or restrictions to reduce likelihood of these areas becoming pinch points.
You must minimise the contact between people during visits to event sites by providing adequate guidance.
Steps that will usually be needed
- Providing clear guidance on social distancing and hygiene to visitors before arrival, for example by email when purchasing tickets, and on any digital marketing and websites.
- Providing written or spoken communication of the latest guidelines to both workers and customers inside and outside the venue, including clear guidance on social distancing and hygiene to people on arrival and throughout the site, premises or venue, for example, signage and visual aids.
- Display posters or information setting out how audience members should behave at your event to keep everyone safe
- Consider accessible ways of communicating information.
- Considering the equalities impacts of the changes made and what advice or guidance you will need to provide for users who might be adversely impacted.
Documents and Information
- Bromsgrove District Council fees and charges
- Redditch Borough Council fees and charges
- Safety advisory group advice
- Terms and Conditions
- West Midlands Region Ambulance Service - Initial Event Medical Specification Request