Apply to hold an event on council land or use an open space in Swansea

You should complete this form if you wish to hold an event on council owned land in Swansea, or if you wish to use council owned land or open space in Swansea for your group activity / class.

For events

Before you complete this form please check you have the following details available. You will be given the opportunity to upload any supporting documents as part of the application. Please make sure these are stored on your computer as an electronic file or scanned copy.

If the event organisers have previous experience in organising an event please provide details.
If licensable activities are to take place ie sale or supply of alcohol, regulated entertainment (music, dancing, films, plays, indoor sporting events), late night refreshment (hot food or drink 11.00pm to 5.00am) you must apply for a Temporary event notices. This should be a minimum of 10 working days before your event.
You must have public liability insurance to cover your event, min £5 million.
You must carry out a full risk assessment for the event which highlights all the potential hazards and mitigating safeguards. A copy of this risk assessment must be provided with this application.
You should complete and upload a site plan including entrance/ exit points, vehicle entrance/ exit points, emergency exits, water points, main location of event organiser, location of first aid personnel, location of any firefighting equipment.
A list of all catering and traders that will be operating should be uploaded.
A full fire risk assessment should also be uploaded.

For use of open spaces

We welcome applications from businesses, individuals or organised groups to use Council open spaces in order to run their classes / groups. An open spaces maybe a public park, car park, and area of hardstanding, the promenade etc.

As part of the booking process you will also be asked to provide the following:

Proof of public liability insurance (this must be valid for all classes / activities that take place and provide cover of no less than £5 million)
Proof of instructor qualification if applicable.

Each booking will last 1hour 30 minutes (1 hour session with 15 minutes either side for arrival / departure etc).

For some events you may need to apply for a Street Trading Permit.

This form is available in Welsh - click on 'Cymraeg' in the top right corner of your screen.

Swansea Council is the data controller for the personal information you provide on this form. Your information will be used to provide you with the service that you have requested and will not be used for any other purpose. We will not share your data with any third parties without your explicit consent unless we are required or permitted to do so by law.

Data protection law describes the legal basis for our processing your data as necessary for the performance of a contract. For further information about how Swansea Council uses your personal data, including your rights as a data subject, please see our corporate privacy notice on our website.
Please read our guidance at www.swansea.gov.uk/eventplanning prior to completing the form.
There is a maximum limit of 7MB for all files uploaded to this form. If your files are larger than 7MB we may not receive all your documents and it may cause a delay in processing your application.
About you
1. Title (optional)
2. First name*
3. Surname*
4. Address
  1. House name (optional)
  2. House number (optional)
  3. Street name*
  4. Area (optional)
  5. City*
  6. Postcode*
5. Company name (if applicable)
6. Email*
7. Contact number*
8. Event day contact number (if different)
9. Have you had any experience of coordinating similar activities?*
  
  Yes
  
  No
10. If 'Yes' please give details*
About your proposed event or activity
1. Proposed event / activity name*
2. Proposed event / activity location*
3. How many people do you think will attend your event / activity?*
4. Proposed dates of the event / activity
  1. Includes the date you arrive on site to set up, along with the actual days and dates of your event / activity and also the date you intend to leave the site.
  2. Arrival date*
  3. Event / activity dates*
  4. Departure date*
  5. Event / activity description. Please give as much detail as possible.*
  6. Has this event / activity or similar been held before?*
    
    Yes
    
    No
  7. If 'Yes' please give details:

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Last modified on 15 February 2024

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Apply to hold an event on council land or use an open space in Swansea

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