Hire a park for a public event
If you are interested in holding a public event in a park, open space, or countryside site owned by Guildford Borough Council (GBC) then our Events Guidance document (PDF, 491 KB) will take you through the permission process, the terms & conditions of hire (PDF, 118 KB) and provide you with useful information.
It is important to plan ahead and agree the programme of activities well in advance of the event date. You will likely need a team of people to help with organising the various aspects of the event. Good planning and organisation are essential to putting on an event that is both safe and enjoyable.
Timescales for application
All events held on Council owned Parks & Countryside sites will need permission from us to be able to go ahead. To begin the process, you will need to complete an application according to the timescales below:
Major Events - over 10,000 attendees per day
- apply at least 15 months in advance
Large events - between 1,000 and 9,999 attendees per day
- apply at least 12 months in advance
Funfairs & Circuses
- apply at least 12 months in advance.
Medium Events - between 300 and 999 attendees per day
- apply at least 9 months in advance
Small Events - up to 299 attendees per day
- apply at least 1 month in advance
Applications made with less notice than these guidelines, may not be approved.
How to apply
The process for all applicants is to firstly make an enquiry (opens new window).
Click on "Make Enquiry", then "Open A New Account" to register your email and create a password. Once registered with the site, you will be asked to complete a few details and provide the name of your event and the preferred dates and venue that you'd like to hire.
Once this is reviewed and approved by us, you will then be sent a link to the full application page. Simply complete the questions and resubmit your application.
If we provisionally confirm your booking, we will then:
- advise you of the hire fee
- ask you to upload any requested documents
- ask you to agree to our terms and conditions of hire
- ask you to pay a small administration fee (this will be taken off your final hire fee).
Once these are all received, we will confirm your booking. Events will not go ahead without written confirmation from us. We need to receive your final application, and all requested supporting documents, no later than six weeks before your event.
All communucation will be through the app, so you can see how all the conversations, approvals, and requests, are progressing. The Guildford Safety Advisory Group (SAG) will also be able to access relevant documentation if required.
The administration fees (which will be taken off your final hire fee) are as follows:
| Scale | Size | Application fee each |
|---|---|---|
| Large | 1,000+ | £140 |
| Medium | 300-999 | £40 |
| Small | 1-299 | £10 |
| Circus/Funfair | n/a | £40 |
Fees
Events are charged based on:
- the size
- the number of people attending
- the number of event days
- planned activities at the event
Fees start from £80 to run an event.
Community events will receive a 50% reduction from the fee.
Events that are 100% fundraising will receive a 60% reduction from the fee.
Set up and dismantle days are charged at half the event hire charge per day.
Park hire fees will be confirmed when we have received your completed event application form.