If you are planning an event in the Winchester District, please notify us using this form. You will need to login/register using the Your Winchester online portal.

If you already have documents such as your Event Management Plan, Risk Assessments and Public Liability Insurance, please ensure you have a copy ready to attach to this form.  

Your completed form will be circulated to the relevant council departments who may require additional information from you.  

Yes you can. We have a range of locations available for hire from parks through to car parks. Click here for a list of locations and prices

If you have a particular piece of land in mind to hold your event but are unsure who owns it, you may like to carry out a Land Registry Search (there is a charge for this service). Further details can be found by visiting the Land Registry website.

If you hope to hold your event on Parish Council land, you will need to obtain permission. Get in touch with the Parish Council using our list of contact details.

If you are planning to hold an event on a road or street within the Winchester District, you need to read the following information and guidance.

Events held on or off the highway may have an adverse effect on traffic and pedestrians. Either by causing additional congestion or introducing hazards to event attendees or other road users. Accordingly, some event organisers will be asked to provide a Traffic Management Plan to show how they will minimise the impact of their event on traffic.

Winchester City Council is the primary contact for all special events being organised within the Winchester District. However, there are a number of other organisations which play a key role in assessing and approving Traffic Management Plans, including the Highway Authority - Hampshire County Council (the Traffic Authority), the Police, the emergency services and the Highways Agency.

The size and detail to be covered by an event's Traffic Management Plan will be dictated by the impact of the event on the local highway network.

Hampshire County Council and the other key organisations involved in traffic issues have developed some guidance notes on what is expected of organisers in producing a suitable traffic management plan.

Other useful details can be found on the following links:

• HCC Roads website. Details of known road works and other useful links - www3.hants.gov.uk/roads/hampshire-roadworks 
• Our Roads and Highways section. Contacts and information regarding traffic and parking in Winchester.
• Street party website. Useful information for organisers of smaller community based events - www.streetparty.org.uk
• Home Office website. They have produced a useful document entitled "Good Practice Safety Guide: for small and sporting events taking place on the highway, roads and public places".

• If you intend to sell alcohol, provide regulated entertainment or late night refreshment, you will require a premises licence or a temporary event notice, under the Licensing Act 2003.

  Regulated entertainment is provided if you put on a performance for the public of plays, films, indoor sporting events, boxing or wrestling, live music, recorded music, dance or anything similar to these events.
  
  If you have music which is incidental to the main event, no licence is required. Background music does not need a licence. It is best to check with a Licensing Officer to be certain whether or not a licence is required.

  Late night refreshment is the provision of hot food or drink between the hours of 2300 and 0500. There is no requirement for a licence between 0500 and 2300.

  A Temporary Event Notice (TEN) may be used to cover small scale events (lasting no longer than 168 hours) that will cater for a maximum of 499 people including performers. A TEN could be used for a small beer tent at a fete, for example.

  If you are intending to attract more than 499 people you will require a Premises Licence. You must allow a minimum of two months to apply for this licence. In the case of an event attracting more than 5,000 people we would expect a minimum of 3 months, and for events for more than 10,000 people a minimum of 6 months notice.

  Guidance can be found on the Home Office website.

All events should have an Event Management Plan (EMP).

The nature and complexity of EMP/TMPs depends on the type and scale of an event. You can download more information on EMPs using the link to the right of  your screen

 

Will my event need to be referred to the Safety Advisory Group (SAG) ?