Organising an event in a Salford public park, green space or open space

Important information: please read our advice page about orgainising an event

The Live Events Reinsurance Scheme 2021 to 2022

The government is partnering with insurers to offer a cost indemnification insurance scheme which will make cover available against the cancellation, postponement, relocation or abandonment of events due to new UK Civil Authority restrictions in response to COVID-19.

The scheme will support live events across the country — such as music festivals, conferences and business events — that are at risk of being halted or delayed due to an inability to obtain COVID-19 cancellation insurance. Cover will be available to purchase alongside standard commercial events insurance for an additional premium.

Event applications for group activities or events in parks or green spaces during Autumn and Winter 2021

We will monitor the latest government COVID-19 guidance and public health data when reviewing event application requests.

Event applications will require these documents to be attached:

  • Evidence of your public liability insurance cover
  • Event Management Plan and Risk Assessment

For fitness application only:

  • Evidence of qualification as a fitness instructor
  • Risk assessment and copy of the personal fitness form to be signed by your clients

Small gatherings applications only:

Under 30 people, please submit the application form no later that four weeks prior to the gathering date.

Applications for private parties, weddings and family or social gatherings are not accepted for parks and open spaces in Salford.

Who needs to apply for permission?

You should submit an application if your event will:

  • Take place on council land or the highway
  • Impact on traffic or parking
  • Busking or live performance in highways
  • Require road closures or ‘no waiting’
  • Have loud music
  • Include temporary structures and or fencing, barriers
  • Provide entertainment
  • Sell food or drink
  • Require licences, such as street trading or sale of alcohol
  • Attract over 30 people
  • Includes funfair rides
  • Include fires or fireworks
  • Take place on a river, open water or canalside (including bridges)
  • Include animals (petting zoos, horse riding)
  • Include car boot or market stalls
  • Include sporting activities (fun runs, charity walks)
  • Includes working with unaccompanied children
  • Includes money collection. For example, bucket collections
  • Parades and marches  

If your event is on private land and doesn’t fall into one of the above categories you do not need to notify the council.

Timescales

As a guide the following timescales are required:

  • Four weeks – for events where there are no requirements to use the highway, for example, small events in a park or green space.
  • Twelve weeks – for events where there is a requirement to use the roads or pavements, for larger static events where a road closure would be required or; Community events in a park or green space.
  • Four months - for large scale events. Events that are ticketed. Require parking planning, professional security, installation of temporary structures FOH and BOH accommodation, require advanced medical and emergency planning. Include significant food and alcohol sales.     

Events that require permission for use of highways:

In the first instance please contact: street.works@salford.gov.uk

Events at Salford Quays (including fun runs, sports events, charity walks, bike rides)

If you are planning an event at Salford Quays on land managed by Salford City Council. Please email your event details to prop.man@salford.gov.uk

For MediaCityUK please email hello@mediacityuk.co.uk

Important application information 

The application site is open now for events in parks and greenspaces. You can only apply to hold events that are in line with stages outlined in the government’s Covid guidelines.

Event and festivals organisers who choose to submit applications will be contacted about the processing of their application and may be invited to discuss their event plans with the city’s Safety Advisory Group. This group meets monthly.

The Safety Advisory Group will consider event applications that are compliant with COVID-Secure guidance, have completed a related risk assessment and are in line with social contact limits and government guidance at each stage. The Safety Advisory Group will consider applications subject to these conditions but unfortunately will not be able to guarantee absolute approval of any event and may have to reject or cancel events at short notice. This is due to the dates and conditions outlined being contingent on public health data and measures that are subject to change at short notice.

Information about liability for events

We strongly advise that all festival and event organisers consider the date of events carefully and the potential for events to be cancelled at short notice. Liability lies with the event organisers

Checklist for applying to hold an event

You'll need to have several forms and documents ready for submission is your application is provisionally approved

If you don't have all the documents ready when you apply, you can email them to eventapplications@salford.gov.uk after you've completed the form. However, we cannot fully approve your application until we receive all your documents.

  • Risk Assessment - you need to complete a risk assessment for all events. It must include measures to minimise the risk of COVID-19 transmission.
  • Public Liability Insurance evidence - you need to provide evidence of public liability insurance. If your event takes place on council land, we ask for a minimum cover level of £5 million. We're not able to provide advice on your insurance policy or the levels of indemnity you'll need. We may contact your insurance provider directly if we have any questions.
  • Route map - please contact us if you'd like guidance on your proposed route before you apply.
  • Traffic Management Plan - you need this if there needs to be any road closures for your event. You'll need to employ a traffic management specialist to create an appropriate traffic management plan to send to us for consideration.
  • Road closure process - you need to apply to close a road for your event. Our highways team will handle the legal process of applying for your road closure and this will include payment of any fees. Once your route/site and traffic management plan are agreed, our highways team will contact you to progress your road closure.
  • Event site plan - you need to provide this for all events. It must show the layout of your event and list of any individual fairground rides or stalls, if applicable.
  • Event Management Plan - you need to provide this for all events.
  • Third Party insurance evidence - if you're using any third party companies (event suppliers and contractor), we need the following evidence. A reputable company should have these available to send to you.
    • Evidence of their Public Liability Insurance - with a minimum cover of £10 million for larger event, £5 million for public events..
    • A copy of their ADIPS document - if a third party is providing any fairground rides for your event
    • A copy of their PIPA document - if a third party is providing any inflatables for your event.
  • Food safety - all the food vendors at your event must be licensed and inspected. We will contact you with more details on approval
  • List of traders - if you're planning to have any stalls or street traders at your event, you need to give us a list of the traders and the products they're planning to sell.
  • Licences - you may need a licence if you're planning to sell alcohol, provide entertainment or play live music. We'll contact you if this is the case.
  • Collection permit - if you're collecting money for charity, you may need a collection permit. We'll contact you if this is the case.

There are three steps to assessing your application in 2021

Step one

Salford City Council will check availability of the location on the dates and times you have requested. They will check the suitability of the park for the event described and the activities you intend to undertake, including arrangements for event car parking.

Step two

Your application maybe referred to the city’s Safety Advisory Group, this group is made up of key partners including Greater Manchester Police, regulatory officers and other emergency services. You may be asked to supply your operational and site plans along with significant crowd management plans. The COVID-19 guidance or regulations affecting your event, may be explained further at this stage.

Should issues around public health and the spread of COVID-19 increase in Salford, you may be given additional advice or asked to postpone or cancel your event. This advice may differ from government guidelines issued at the time your application is assessed.

Step three

You will then be notified of the outcome of your application, along with deadlines for any additional paperwork, licensing, fees or insurance documents required. Should your application be refused, an explanation of the decision will be given. The final decision will be made by the Salford Safety Advisory Group in the event of an appeal.

Small gatherings form

Apply to hold a small gathering for up to 30 people in a public park, green space or open space

Event application form, attach your public liability insurance

Apply to hold an event in a public park, green space or open space

Physical fitness form, attach documents listed above 

Apply to hold a fitness class or training in a park or open space

Travelling fairgrounds and amusement park applications from the funfair and bouncy castle sector

Salford City Council is accepting written ‘expressions of interest’ applications from funfair operators (Travelling Fairground Sector) for selected Salford parks. 

Sites not available include Monton Green, Clifton Country Park, Three Sisters, Worsley Green, Blackleach Country Park and Kersal Wetlands.

Applicants will then be contacted via email, and may be invited to discuss their plans with the city’s Safety Advisory Group. This group meets monthly. All approved applications will be subject to the government COVID-19 guidelines and restrictions in place at the time of the event.

Commercial fees and a refundable bond will apply. Applicants must sign an agreement with Salford.

You must ensure all documentation, certification, insurance and inspection paperwork is up to date and complete before you apply.

Please email eventapplications@salford.gov.uk with proposed dates and locations.

Important information: please read our advice page about orgainising an event

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