Hire of public parks and open spaces
Guildford has more than 50 parks, which can be hired as venues for commercial or community events, including music concerts, fun fairs, fetes, sponsored walks, or regular school PE and other sporting activities. We also welcome fitness sessions, filming and balloon launches.
Here's a flavour of what Guildford's parks and open spaces can offer:
How to hire a park for a public event
1. Complete the application form from the list below:
Outdoor event application form (Word doc) [101KB]
Fitness Sessions and School PE/Sport Activities application form (Word doc) [96KB]
Filming application form (Word doc) [94KB]
Outdoor Theatre application form (Word doc) [100KB]
2. Read the terms and conditions
Please read our terms and conditions. (PDF) [218KB] Sign the form and return it to us.
3. Event acknowledgement
Once we have received your event application, we will:
- Check it for date availability, event suitability and licence requirements.
- Write to you and acknowledge your application and confirm fees and charges.
- Let you know about any additional requirements and what you should do before we can confirm your event.
4. Event confirmation
By at least four weeks before your event you will need to complete and send:
- A risk assessment form (Word doc) [111KB] to include COVID-19 risks (please read our guidance notes (Word doc) [137KB] to help you complete this).
- Larger events will require an Event Management Plan
- Copy of your Public Liability Insurance.
- Site Plan (see our guidance notes (Word doc) [98KB] ).
- Traffic or parking plan (if required) and any other details we have asked for.
When we have received all the necessary documents, we will write to you and confirm that your event can go ahead.
We will also invoice you for the hire of the park. Events will not be able to go ahead without a written event confirmation from us.
Filming
If you are interested in filming or carrying out a photo shoot on a park or in an open space, you will need to complete a Filming application form. (Word doc) [94KB]
There is a minimum £55 filming charge. The charge may be more depending upon the event details.
Fitness sessions, school PE classes and other regular activity
Fitness sessions, regular school PE classes and other regular activities take place in many of our parks and open spaces.
You need a licence to use our parks for regular activity.
Apply for a license to run fitness sessions, school PE classes and other regular activity
Balloon launches
Shalford Park is the only site suitable for balloon launches. Fees and charges are based on a maximum of 25 launches per year.
You need permission to launch a balloon from Shalford Park.
Apply to launch a balloon in Shalford Park
Outdoor theatre and bandstand concerts
Guildford Castle Grounds and Bandstand have a full concert diary during the summer months. This includes band concerts and outdoor theatre performances.
If you would like to apply for outdoor theatre performances, please complete an Outdoor theatre application form. (Word doc) [100KB]
Community Events
Planning an event to benefit our community? You might be eligible to apply for Crowdfund Guildford. Our successful projects include:
- wellbeing festivals
- jubilee street parties
- community concerts
Find out more on Crowdfund Guildford website or email support@spacehive.com.
Licences
Some events require a licence. There are several types of licence:
- Premises Licence
- Temporary Event Notice
- Alcohol Licence
For more information, see the guidance notes or contact Licensing Services at licensing@guildford.gov.uk
Insurance
All events will require Public Liability Insurance (for more information, see our guidance notes (Word doc) [98KB] )
Live events reinsurance scheme
The government has partnered with insurers to offer a cost indemnification insurance scheme. The Scheme will make cover available against cancellation, postponement, relocation or abandonment. This is due to the new UK Civil Authority restrictions in response to COVID-19. View the Live Events Reinsurance Scheme
Fees and charges
A scale of fees and charges is set yearly. The fees are dependent on the type of event, the numbers of people attending and the duration of the event.
A reinstatement bond may also be payable. Full payment of the fee and the reinstatement bond must be made at least four weeks before the event.
See our fees and charges:
Risk assessment
All events will require a site specific risk assessment. (Word doc) [111KB]
More information
For more advice on organising a safe and successful event, please see our guidance notes (Word doc) [98KB] or visit the Health and Safety Executive website.