Thank you for your enquiry about hosting an outdoor event on one of Kirklees Council’s town centre spaces.  It is important that you complete every applicable section of this Event Application Form as the more information you provide the quicker we can process your application.  Please note all applications will incur a non-refundable administration fee of £30.  To check the hire charges for our town centre spaces please go to www.kirklees.gov.uk/beta/outdoor-events/town-centre-spaces.aspx 

If your application is approved you will receive confirmation of consent plus a copy of our Terms and Conditions for you to sign and return before the date of your event.  Please make sure that the person in charge of the event carries the confirmation of consent whilst on site.

A refundable damage deposit of £500 will be charged in all cases for commercial hire and a bond from the Voluntary and Community Sector.  Details of which will be found on the ‘Terms and Conditions’ which will be sent out if the event is approved.

Currently outdoor spaces in Huddersfield, Dewsbury and Batley town centres are each covered by a Premises Licence but they may not cover all licensable activities such as the sale of alcohol.  To check whether or not you will need to apply for any additional licences or permits for your event, please seek further advice from the Licensing Team - email licensing@kirklees.gov.uk.

If road closures are required for your event, you will need to apply for a Temporary Road Closure at least 6 weeks before your event.  For more information go to www.kirklees.gov.uk/beta/events/street-party.aspx 

Other spaces available in our town centres;
If you want to hire Long Cause Way Gardens in conjunction with Dewsbury Market Place and/or Town Hall Apron or Batley Memorial Gardens in conjunction with Batley Market Place you will need to apply to our Parks & Open Spaces Team, email parks@kirklees.gov.uk.

Should you require further information, contact Roz Garthwaite on 01484 221000 Ext. 71217.  Please email the completed application form and requested documents to towncentreevents@kirklees.gov.uk or post to Kirklees Council, Events Team, Queensgate Market Office, Princess Alexandra Walk, Huddersfield, HD1 2UJ. 

PLEASE NOTE – This application form should be submitted at least 8 weeks before the date of your event.
1.	Which event space are you applying to use?  	
2.    Name of main Event contact person:	
Position:                                                                     	Contact details:	

3.	Organisation name: 	
	Address:		

		
	Telephone number:	
	Mobile number:	
	Email address:	
	Website (if applic):	

4.	Acting on behalf of (product / service) if applicable: 	

5.	Date of proposed event:	
	a)	Start time of event	
	b)	Finish time of event	
	c)	Date and time of arrival on site (get in/build)	
	d)	Date and time of site departure (get out)	

6.	Total number of people expected to attend throughout the duration of the event: ………………………..

6a.  Maximum number of people expected at your event AT ANY ONE TIME:  ………………………………........

6b.  Total number of agents / event staff /artists / volunteers attending:  ……………………………………………..

7.	Name of Event:

7a.	Purpose of event (please tick as appropriate)	
	
Food/drink promotion	
	
Company/product promotion (PLEASE GO TO Q8 BELOW)	

Promotion of an event	
	
Public information	

Charity event	
	
Religious/faith activities	

Arts/cultural event	
	
Other* 
*If other, please give further details:

	
7b.	Details of the proposed event – including all activities/elements of the event.  Please provide as much information as possible including the main audience demographic (eg family groups, young people, older people, full mix):

	
7c.        Please tick all that apply to your event;
   Road closure required
   Market / craft stalls
   Marquees / gazebos
   Live / recorded music
   Participatory ‘have a go’ activities             
   Street performers / strolling artists
   Bouncy castle / inflatables
   Generators 
            	
   Bar / sale of alcohol
   Food stalls / vans
   Stage with PA 
   Pyrotechnics / special effects
   Stage lighting / projections / lasers
   Big screen 
   Fairground rides
Any other: ………………………………………… 
	
8.     Product promotion
	
8a.	Do you intend to promote a product at the event?  
	   YES		    NO   (PLEASE GO TO QUESTION 9)

8b.	If you are promoting a product, do you propose to give out any samples of the product?

	   YES		    NO
	
8c.	Product Name:	
8d.	Details / Description:
	
8e.	Is this a food or drink sample?

	   YES		    NO

N.B.	The sampling of alcoholic drinks is not permitted.
	
9.	Flyers / promotional leaflets

9a.	Do you intend to hand out flyers / promotional leaflets?

	   YES		    NO   (PLEASE GO TO QUESTION 10)
	
9b.	If ‘Yes’, please give details including any display vehicles or tables:	
	
9c.	Has a Promotional Leaflet Licence been granted by Kirklees Council’s Licensing Department?

	   YES		    NO    If No, you must contact licensing@kirklees.gov.uk
   	
10.          Please provide a SITE PLAN with this application form which shows the location of all activities and infrastructure.  This should include where applicable:

•	The location of stalls, rides, apparatus, main arena, displays.
•	Access: Disabled access and any areas to be kept clear for access for safety reasons / emergency access.
•	First aid posts and ambulance parking site (if applicable).
•	Toilet accommodation including provision for disabled persons.
•	Generators and other power supplies (other than those already present on the site, eg pop up towers in St George’s Square).  
•	Storage provision for fuel (if applicable).
•	Seating / standing areas, marquees and tents etc.
•	Headquarters /event control area - an area or structure from which the Event will be controlled by the site manager.  
•	Counter Terrorism measures – eg measures to be put in place to protect the event site from potential attack.   This MUST be considered for all events that will attract large crowds in a concentrated area and/or where the event may be seen as high risk.

11.	Street collection / bucket collection

11a.	Do you intend to undertake a street collection as part of your activity?

	   YES		   NO     (PLEASE GO TO QUESTION 12)

11b.     Does the activity involve the collection of any monies either directly or indirectly?

                YES		   NO     (PLEASE GO TO QUESTION 12)

11c.	Has a Street Collection Licence been granted by Kirklees Council’s Licensing Department?

	   YES		   NO     If No,  you must contact licensing@kirklees.gov.uk  

12.        Loudspeakers / PA system

Do you intend to use loudspeakers at your event between 9pm and 8am?        YES (see below)       NO

If YES, you will need to apply for consent from Kirklees Council’s Pollution and Noise Control team.  Please go to www.kirklees.gov.uk/beta/licensing/apply-for-loudspeaker-consent.aspx for more information and to download the application form. 

13.	Previous events

13a.	Have you held such an event before, either in Kirklees or elsewhere?

	   YES		  NO
	
13b.	If yes, please give details (e.g. venue(s), date(s), attendance figures):

	
14.	Vehicle access 

Please provide details of any vehicles requiring access to the site:  

Registration Number	
Type of Vehicle	
Approximate Weight	

	

	

	

	

	

15.       Insurance cover – Public Liability Indemnity cover

Commercial event organisers are required to have £10 million Public Liability Indemnity (PLI) cover.  
Voluntary and Community Sector not-for-profit organisations are required to have a minimum of £5 million PLI cover, but this may need to be increased to £10m depending on the nature and scale of the event.
            
Do you have the necessary cover?

                YES  -  Please send a copy of the certificate with your application form

	   NO  -  If No, please indicate when this will be available/submitted  _______________________  	

16.	Advertising

16a.	How will you advertise your event?

	
16b.	Do you give permission for the event to be displayed on the Kirklees Council website?

	   YES		   NO	
	
16c.	Two ways in which you can promote your event for free;

If you would like to promote your event on the Community Directory please go to:
•	www.kirklees.gov.uk/events - on the right hand side under ORGANISING AND PROMOTING AN EVENT, click on ‘Add your event/organisation to Community Directory’.  If your organisation is already registered, you can log on here and upload the event details.  If not, you will need to register first, by clicking on REGISTER NOW.  Once registered you will receive a User Name and Password and you will be able to upload details of your event.   There are online guides to help you through the process.  However if you have any problems, please telephone Community Directory on 01484 221000 (please note - not staffed at all times) or email:  community.directory@kirklees.gov.uk

You may also want to promote your event on Creative Kirklees.  This website promotes creative events and activities taking place across Kirklees.  
•	If your event has creative content and is Kirklees-based you can set up a profile and add your event, go to www.creativekirklees.com and click on How to Register on Creative Kirklees for guidance.  If you are not Kirklees-based but the event is in Kirklees email arts.creativity@kirklees.gov.uk with information about your event and to discuss adding it to the website. 

N.B.	Listings are free, but we reserve the right not to publish an entry, and information received may be edited at our discretion.  Where a group submits several entries, we may publish only a selection.
_________________________________________________________________________________________
•	Please note that if your event involves any food or drink stalls, products or samples, you will be required to demonstrate that you have achieved / can achieve hygiene rating 4 and above as defined by Kirklees Council at: http://ratings.food.gov.uk/ 

•	A refundable damage deposit/bond of £500 will be charged in all cases for commercial hire and a bond from the Voluntary and Community Sector.  Details of which will be found on the ‘Terms and Conditions’ which will be sent out if the event is approved.