Holding events in our parks

Insurance

Be aware that your organisation (and possibly individual members) will be responsible for making sure the event is fully insured.

Event organisers are required to hold a policy of insurance in respect of Public liability (including Products liability where appropriate) that must be valid for the whole period of the hire/event. The minimum limit of indemnity required is £5,000,000 (five million pounds) but the Council reserves the right to require a higher limit of indemnity if deemed necessary. This is not negotiable and will not be waived.

Organisers will be required to produce satisfactory documentary evidence of their public liability insurance cover together with that of any third-party person or organisation whom they have instructed/authorised to appear at the event (for example funfair, stallholder, performer, contractor etc.) in advance of the event. Satisfactory evidence of public liability insurance (and Employer’s Liability insurance, where legally required) must be provided no later than 12 weeks before the start of the hiring period. Failure to provide satisfactory evidence of insurance may result in withdrawal of permission to hire the land.

You should contact your insurance provider to obtain confirmation that all of the events at your event will be covered by your insurance policy. This is especially important if you are intending to have participants from other organisations covered by your insurance.

Check if your event needs a licence

Your event may require a licence if it includes any of the following:

• selling or serving alcohol
• providing entertainment, such as music, dancing or indoor sporting events
• serving hot food or drink between 11pm and 5am
• gambling
• other similar licensable activities

If your event requires a Temporary Event Notice ( TEN ), you must apply for the TEN no later than ten working days before the day the event is due to take place.

More information about TENs and how to apply is on our temporary event notice (TEN) page.

For more information see licensing section on our website.

Road closures and events on the Highway

Many events on the Highway (roadway) require a road closure to be put in place. If you are the organiser of an event taking place on the road or public highway you will need to apply separately for a Temporary Road Closure Notice. Most road closure requests are determined by our Democratic Services team. It is free to apply and if approved will allow you to close the road to passing traffic for the duration of your event.  You need to give at least six weeks' notice. Please see Road Closures under the Town Police Clauses Act

In some instances, there is a requirement for the closure to be staffed by Community Safety Accreditation Scheme (CSAS) accredited operatives, who have the power of a Police Officer in uniform to stop and direct traffic. Each individual event’s requirement for traffic management is looked at on a case-by-case basis, to establish if accredited CSAS marshals are specifically required. For more information, contact Surrey County Council on 0300 200 1003 or by emailing contact.centre@surreycc.gov.uk

Public footpaths and rights of way

If the event will cause any public footpath or right of way to be obstructed or closed, you must apply to Surrey County Council for a Special Event Closure Order, as obstructing a public footpath is an offence. Contact rightsofway@surreycc.gov.uk or telephone 03456 009 009. There will be a charge for this service. Please note that it is a statutory requirement that at least six weeks’ notice of a Diversion Order request is needed.

Road closures for sporting events

If the Hirer wishes to run a sporting event that involves a road closure, they must apply to Surrey County Council at least 8 weeks in advance. Further details, including how to apply can be found on Surrey County Council’s website Organising road closures for sporting events From this page, there are links to other pages including a  Framework for Coordination of Events on the Highway It must be stressed this information is generally in respect of sporting events on the highway but will give event organisers a better understanding of the formal processes to be followed in readiness for delivering an event.

Litter and refuse

Runnymede Borough Council can arrange provision of refuse sacks, hire of bins & waste/recycling collection for you. Charges will apply.

Email events@runnymede.gov.uk to order sacks, bins or collection at least four weeks before the required date.

The Hirer/event organiser should ensure that the site is regularly litter-picked during the event and at the end of each day. If the event organiser fails to do this, the Council reserves the right to carry out the works in default and recharge the event organiser the cost incurred.

It is the Hirer/event organiser’s responsibility to arrange removal of all rubbish from the site. You will not be permitted to use any Council skip/litter bin etc for disposal unless you order AND pay for this in advance.

Vehicles and parking

You cannot charge the public for parking on our land, as to do so would require you having to register with the British Parking Association, publicise the charges and how you will enforce non-compliance, amongst other things.

There are parking charges at Runnymede Pleasure Grounds and these cannot be waived for your event.