Apply to host a public event

We adopt a fair and thorough approach with all events taking place on public land to ensure safety standards are met and adhered to throughout the duration of the event. Please submit this application form a minimum of two months prior to your event.

Each event application goes through multiple stages before official sign off. Please ensure you have read our policy on the use of council owned public open spaces before applying.

Organising a voluntary event? Before applying, read government guidance on organising a voluntary or community event.

Stage 1

Event organisers are invited to fill out the application form.

When applying please consider the following:

• Details of the event date, type and scale (anticipated attendance).
• Parking requirements and site access
• Traffic notices (road closures to be applied for)
• Event provisions including, food and beverages, toilets, first aid, event structures, waste management
• Collections and charges. This includes tickets prices and whether you may be organising charitable collections, a licence will be required for these
• Music and entertainment: For which a PRS licence will be required
• Premises licence for the sales of alcohol
• Power requirements
• Advertising

Apply to host an event

Stage 2

Once your event application has been received and reviewed, we will advise you of the charges involved with your event including admin fee, hire fee (including any land bond if required), parking fees and advertising fees (if applicable).

Event fees and charges are subject to annual review (in line with the new financial year) with any future bookings subject to possible increases across all sectors.

Any charges will be communicated prior to the initial event booking. For bookings after 1 April 2026, we suggest you contact the events team directly.

Stage 3

Once your application has been finalised and agreed upon you will need to submit your event paperwork for review by our staff. Depending on the size and scale of your event these will include (where applicable):

• Public Liability Insurance of at least £5 million (large and high risk events may require a higher level of cover).
• A full risk assessment using the RAG (Red, Amber, Green) format.
• An Event Management Pack (EMP)

Depending on the size and scale of the event you will need to consider:

1. Nature and content of the event
2. Organisational structure and key personnel
3. Event licences
4. Venue and site design, including a site plan
5. Entertainment, attractions, bars, food concessions and trade stalls
6. Noise management
7. Communications, command and control
8. Event transportation and traffic management
9. Crowd management, security and stewarding
10. Access control, conditions of entry and fencing
11. Toilets, refuse and waste management
12. Power supply and site lighting
13. Temporary demountable structures
14. Water supply
15. Medical and welfare provision
16. Safeguarding young people and vulnerable adults
17. Fire safety (Including evacuation and assembly points)
18. Incident reporting and emergency planning
19. Adverse weather plans

Parking

TMBC operated car parks are available for hire on a daily rate for event organisers please contact the Events team for quote.

Temporary road closures

Anyone can request a road to be closed temporarily. The cost and minimum notice period depends on the type of road closure.

Waste collection

If you anticipate your event will generate excess waste please contact waste services to discuss how we can support your event.

Licenses

If you are organising a temporary event and want to serve or sell alcohol, provide late night refreshment, or put on regulated entertainment in the Tonbridge and Malling Borough, you will need to complete a temporary event notice (TEN).

Bars, food concessions and trade stalls

Events wanting to use outside traders will need to provide or ensure they have checked all paperwork for each individual business including (where applicable)*:

• Food hygiene rating
• Food handling certificates for staff attending.
• Personal licence for alcohol sales.
• Public liability insurance
• Gas Safety/PAT testing certificates

*You will be asked to confirm that you have reviewed all paperwork and as the organiser you will accept any liability that may arise from incorrect or unsubstantial paperwork.

Charitable collections

You must have a collection permit to collect money or sell articles for charitable or other purposes in a street or public place.

There is no cost for the permit.

Please make sure you are familiar with the regulations surrounding charitable collections via the link below:

TMBC Street Collection Regulations

Sign off

Upon receipt of your event paperwork our staff will review and if necessary feedback using a live document. Once we are satisfied that the event paperwork meets our criteria the event can be moved to final sign off.