Planning an event

This page gives you information about holding an outdoor event in Portsmouth.

If you’re wanting to hold an event on Portsmouth City Council land, you must complete an Event Application Form. Your application must also include:

1. A site specific event risk assessment
2. A Public Liability Insurance certificate
3. A site plan or route map

You must make sure your documentation includes all relevant information about your event. Your documentation must clearly show, with evidence, that the safety measures stated can be delivered, maintained and enforced throughout the event. If your application doesn’t contain enough detail then your application won’t be considered.

On receipt of your application, your documentation will be passed to the Portsmouth Events Safety Advisory Group (PESAG) for consideration. If PESAG members agree your documents show that significant plans have been put in place (including evidence that your event will be COVID secure), you’ll 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’ll be given an answer in writing on the same day as the PESAG meeting, to confirm if your application has been approved or declined.

You must submit your application and supporting documents at least six weeks before a PESAG meeting date (twelve weeks if a road closure is required). PESAG meetings take place on the second Friday of every month.

If we do not receive your documentation within this time frame your application will not be considered.

If you are planning to hold an event on PCC land you must complete our full event application form.

The form is designed for all events including street parties and beach cleans, so please complete as much information as possible relating to your event.

As a part of the application you will need to upload your event risk assessment, public liability certificate and a site plan with a clear illustration of the layout of your event.

For guidance on the planning process behind organising a safe and a successful event, please download the event management plans guidance notes.

We would also encourage you to review our Green Events Guide which sets out what you can do, as an event organiser, to make your event as green as possible in line with the city’s ‘Green City’ 2040 vision.

We can’t accept any requests with less than 6 weeks’ notice.

If you are holding your event on a public highway or road, then at least 12 weeks notice is required. This allows enough time for the legal process to be completed. Please submit your traffic management plan with your application form.

After we receive your completed application form, it will be submitted to the Cabinet Member for agreement for PCC land to be used. It will then be sent to the Portsmouth Event Safety Advisory Group. This group includes representatives from the Police, Fire and Ambulance Services, as well as other relevant council departments, such as licensing and traffic. The events team will then contact you about any further information required. Once all requirements have been met, your event will be approved to go ahead. You will receive an email to confirm approval.

The cost of holding an event in Portsmouth varies depending on the location, duration and nature of the event. Costs will be discussed with you during the application process.

The Events Team organises a broad range of free outdoor, recreational, civic, royal and other events for the city including the Remembrance Sunday Service, Live at the Bandstand, the Rural and Seaside Show, Southsea Food Festival, Christmas Light Switch-ons and the Mayor Making Ceremony.

We also 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.

As well as organising our own programme of events, we provide assistance and support to people who want to put on their own event on council land.

If you are planning an event in Portsmouth, please complete our full event application form, referring to our guidance notes and terms and conditions below.

If you would like advice or to discuss an idea for an event, please contact us at events@portsmouthcc.gov.uk and we’ll be happy to help.