This page gives you information about holding an outdoor event in Portsmouth.
Coronavirus and Planning an event - what you need to do
As well as completing the Event Application Form you must also submit a COVID-19 Risk Assessment. This risk assessment must clearly show that safety measures will be in place to make sure that your event will comply with Government guidance and regulations. The measures should be in place to make sure members of the public and event staff on site are safe.
Your application must also include:
- Evidence you have followed the Portsmouth Events Safety Advisory Group guidance relating to COVID-19
- A site specific event risk assessment
- A Public Liability Insurance certificate
- a site plan or route map
You must make sure your documentation includes all relevant information about your event, as well as your COVID-19 measures. Your documentation must clearly show, with evidence, that the safety measures stated can be delivered, maintained and enforced throughout the event. If your application does not contain sufficient detail then your application will not 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 there is significant evidence that your event will be COVID secure you will 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 be given an answer in writing on the same day as the PESAG meeting takes place 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.
Please note that at this time, the Safety Advisory Group will be keeping all future events under review. This will be in line with any Government guidance (as it is issued) and will be considering infection rates locally. All events are subject to cancellation without liability to Portsmouth City Council. Even if your application is approved this would be revoked at any time, if necessary, which may include closing events that are already in progress.
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.
How much notice you need
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.
What happens next
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.
How much it costs
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
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 firstname.lastname@example.org and we’ll be happy to help.