Hosting an event

You can check estimated costs and fees that may apply to your event.

Additional costs may be incurred depending upon the type of activity, size, location and impact of the event.

Licensing 

You’ll need to check if you need to apply for a license:

• Temporary Event Notice
• Street trading licences
• Premises License (sale of alcohol)
• Close a road
• Parking suspension and dispensations

All licence applications will need to be accompanied by a fee and depending on the type of event and any entertainment being offered a Noise Management Plan may be required.

Hiring Fees and charges for events in public Green Spaces

We charge different fees for holding events in green open spaces and parks depending upon:

• the type of event being held 
• the scale of the event 
• the number of days the event is being held / land is being occupied for

Table 1: Commercial funfairs, circuses, concerts and large events with admission charge to the public

Table 2: Large events with free admission to the public

Table 3: Community fundraising and non-fundraising event (i.e. sponsored walk, orienteering)

• Events held on bank holidays will be charged at double the normal rate
• Administration fee is 10% of the hire charge

When you need to tell us

You’ll need to provide supporting documentation about your event within a set timescale before your event date. The below timescales are minimum notification requirements, prior to the event period start date. We cannot consider enquiries outside of these timescales.

• major scale events (over 5,000 attendees) at least 10 months
• large scale events (1,500-4,999 attendees) at least 8 months 
• medium scale events (500-1,499 attendees) at least 4 months
• small-scale events (up to 499 attendees) at least 3 months

You can get information on timescales in the Hosting an Event Guidance.

Other costs to consider

Waste and recycling

Depending on the volume of attendees and scale of your event, you may incur costs for the waste management, recycling and sustainability. None of these services are provided by us and are not free of charge.

It is the event organisers responsibility to arrange waste removal with a licensed waste contractor.

First Aid

If you require first aid cover, St Johns Ambulance Service or health providers can provide first aid services at a cost.

Here are some useful sources of information:

• Event safety - Running an event safely (hse.gov.uk)
• British Triathlon Guide to medical cover at permitted events
• Road Race Medical Services has collated information which can be found at the bottom of their website

Stewarding

Volunteers are limited in their capacity for some stewarding duties, so you may need to consider Security Industry Authority (SIA) CLS Holdings trained marshalls or stewards for specific functions which will incur a cost.

Public Liability Insurance

If operating the event on council land or within council property, all event organisers must hold public liability insurance of at least £10 million (lower levels can be considered for small events, subject to an analysis of the risks). You will need to approach insurance companies for quotes and once purchased provide us with proof of purchase.

The Royal Borough of Kingston upon Thames is not responsible for the supply or availability of toilets, barriers, signage, recycling provision nor waste removal (beyond its normal schedule) nor the communication/advertising of events.