If you’re planning to hold an event on Portsmouth City Council land, you must complete an event application form.
The form can be used for all types of events, including street parties and beach cleans.
Before you apply
As part of the event application, you will need to upload:
- your event risk assessment
- public liability insurance certificate
- a site plan or route map, with a clear illustration of the layout of your event
It may help to prepare these documents before you begin completing the event application form.
For guidance on planning a safe and a successful event, read the event management plans guidance notes (PDF) and terms and conditions for holding an event (PDF). More useful resources are available further down this page.
When you must apply
You must submit your application and supporting documents at least:
- six weeks before your event
- twelve weeks before your event if it takes place on a public highway or requires a road closure
We cannot consider applications received after these deadlines.
If your event requires a road closure, you must submit a traffic management plan with your application.
Apply for permission
You must complete the full event application form online.
Your documentation must include all relevant information about your event. It must clearly show, with evidence, that the safety measures stated can be delivered, maintained and enforced throughout the event.
We may not be able to consider applications that do not contain enough detail.
What happens after you apply
Once we receive your application:
- Your event proposal may be passed to the Cabinet Member for Culture, Leisure and Economic Development for review.
- Your event documentation will be passed to the Portsmouth Events Safety Advisory Group (PESAG) for consideration. This group includes representatives from the Police, Fire and Ambulance Services, as well as relevant council departments, such as licensing and traffic.
- You may be invited to attend a PESAG meeting. This will give you a chance to discuss your event further and to answer any remaining questions.
- You will receive written confirmation following the PESAG meeting, telling you whether your application has been approved.
Costs
The cost of holding an event depends on the location, duration and nature of the event.
Costs will be discussed during the application process.
Guidance documents
- Green Events Guide May 2022 (PDF)
- Event application guidance notes (PDF)
- Event management plan guidance notes (PDF)
- Noise from open air events - guidance (PDF)
- Event Land Hire Terms and Conditions 2023 (PDF)
About the events team
The events team organises free outdoor, recreational, civic, royal and other events across Portsmouth, including the Remembrance Sunday Service, Live at the Bandstand, Portsmouth Kite Festival, Armed Forces Day, Southsea Food Festival, Christmas Light Switch-ons and the annual Mayor Making Ceremony.
We provide support for other events such as the Great South Run and Race for Life and work with the organisers of large-scale events, such as Victorious Festival.
We also provide advice and support to individuals, charities and organisations wishing to hold events on council land.
Contact us
If you'd like advice or would like to discuss an event idea, contact us at events@portsmouthcc.gov.uk.