Planning an event?

If you are considering organising an event in Southend-on-Sea we are here to help you. We welcome applications from event organisers and can help ensure that your event runs as smoothly as possible.

GUIDELINES FOR HOLDING AN EVENT IN SOUTHEND

Southend-on-Sea Borough Council receives hundreds of requests each year from organisations and individuals that wish to hold an event or activity on Council land.

We are very keen to facilitate these wherever we can, so to help us make the process a fair and co-ordinated one you will need to apply through our event application system to obtain permission.

An event or activity will range from just a small table distributing leaflets, to sponsored walks and larger events such as fetes, fairs, carnivals, musical events and marches/parades etc. This is by no means an exhaustive list, just a small example of the types of events or activities that event organisers need to seek permission to hold.

How long does it take?

There is a standard minimum of 6 weeks lead-time, which is necessary to allow us time to fully consider your application. However, some requests (especially those that need formal traffic orders or licenses, for example) may require longer and you should therefore send in your application as early as possible.

All applicants must submit their application to hold an event in Southend on the Council's official event application form and be accompanied by all necessary paperwork required, including proof of your public liabilities insurance.

For more help contact the Tourism & Events team on 01702 534360, 01702 215175 or 01702 215119.

How do I apply?

You can apply for an event by completing our event application form. Download a PDF copy here and return to the following address:

Tourism & Events
Southend-on-Sea Borough Council
Civic Centre, 12th floor
Victoria Avenue
Southend-on-Sea
Essex
SS2 6ER

Will there be any fees?

Depending on the venue you choose and the content of your event, there may be fees to pay, however this cannot be determined until we recieve you application and liaise with the relevant Council Departments. We will let you know as soon as possible if there are any fees.

What happens next?

Once received, your application will be processed through our system and given a unique reference number, which should be quoted when making enquiries. The application will then be forwarded to the appropriate Council Officers for consideration. We ask for a 6 week minimum lead in time, to allow full consideration to be given. However, in some circumstances, particularly with large events and those that require complex traffic management plans, the lead in time will be longer. You must also ensure that you enclose all the necessary documents we requested, including your public liabilities insurance, risk assessments, equality policy or statement.

You will be sent a letter of acknowledgement, which may also request additional information you had not submitted with your application.

When will I know if my event has been approved?

As long as all the necessary paperwork the Council requires has been received, you should normally receive formal notification of whether your event has been given approval within 6 weeks of application.

Once your event is approved, The Council will issue you an event permit, which must be displayed at the event site.