Creating an event plan

This guide provides information to organisations and persons wishing to arrange an event in Surrey Heath. The information can be used for all events regardless of size.

Licensing and insurance

Licensing

Certain activities may require a licence from Surrey Heath Borough Council.

A licence may be required if you plan to:

  • sell and or supply alcohol
  • have regulated entertainment (live or recorded music, plays, films etc.)
  • late night refreshment (provision of hot food or drink between 11pm and 5am)

You must ensure that you are operating within any licensing restrictions and that the application is submitted in good time to be considered by the Council. For example, an application for a Temporary Event Notice (TEN) is required to be submitted six weeks prior to the event.

Advice on licensing legislation and applications forms can be found on the licences and permits section of the website.

For more information email licensing@surreyheath.gov.uk (link sends e-mail) or telephone 01276 707100.

Insurance

You will need to arrange public liability insurance for your event. The policy cover must be for a minimum indemnity sum of £5 million per incident. Please ensure your insurers are fully aware of all the activities taking place and that all your exhibitors, sub-contractors, caterers etc all have their own insurance. Evidence of this may be requested before, at or after the event.

My Community (external website) is a free online resource for people who want to get involved in organising smaller, simple community activities. It is a useful tool that is simple to use. It has links to all the relevant best practice and guidance on running events. There is a section on insurance considerations and you can purchase insurance direct from them. Insurance cover can be obtained through most local insurance brokers.