Event planning

Making an application

Covid-19 Update

 

Following the government’s announcement of the four-step “Roadmap out of lockdown”, London Borough of Sutton will be accepting event applications from 22nd March 2021.

We look forward to having events take place in the Borough once again but it is important to remember that all the dates in the roadmap are indicative and subject to change.

Our intention is to support all organisers with their event plans and to support facilitation where we can. Please note that our minimum notification timescales still apply; however, we will be as flexible as possible in accommodating applications submitted outside these timeframes, wherever this is possible.

From 21st June (at the earliest), we are hopeful that the Government will communicate how many people can attend events and mass gatherings following the completion of the Government’s Event Research Programme. 

Until this time, the Council has set a maximum capacity of 2,000 attendees at events post 21st June 2021 (Step 4 of the Government’s roadmap) for applications submitted up to this date. In Sutton, over 86% of events on public land operate with less than 2,000 attendees, so this will have minimal impact on the majority of events. 

Once the Government has announced any changes post 21st June, we will review our position and hopefully be able to once again receive applications for larger scale events.

The health and safety of our residents is paramount. We will continue to monitor conditions to ensure we keep the public safe and that all events are operated in line with government guidance at the time.

We are expecting to receive a high volume of applications. We appreciate your understanding and patience for any delay as we work through these. Please be assured that we will review and feedback on event documents as soon as possible.

If you have any questions or concerns about planning an event in the borough then please contact the Event Safety Service at events@sutton.gov.uk.

 

Timescales

Due to the number of stakeholders who may need to be engaged with in the planning of the events, it is important to ensure enough lead time is put in place in order to effectively consult with key stakeholders.

The below timescales are minimum notification requirements for events taking place:

  • Very large events (over 5,000 attendees) will require a minimum of 9 months.
  • Large events (over 2,000-5,000 attendees) will require a minimum of 6 months.
  • Medium events (over 1,000 attendees) will require a minimum of 4 months.
  • Small events (fewer than 1,000 attendees) that require a road closure will require a minimum of 4 months.
  • Small events (fewer than 1,000 attendees) that do not require a road closure will require a minimum of 3 months.
 

Event Management Process

Please see the event management process here.

 

Submitting an application

When submitting an application for any event, you will need to produce the following document:

Before submitting, please refer to the resources available on the Planning an Event page, as the information in these documents may be required for you to complete your application. Dependent on the scale and location of the event, and the activities that are taking place, you may also be requested to submit an Event Management Plan.

Please submit your completed documents to the Emergency Planning Service by email or post:

Email: events@sutton.gov.uk

Post: Sutton Safety Advisory Group, Safer Sutton Partnership Service, Sutton Police Station, 6 Carshalton Road, Sutton, SM1 4RF.

Once you have submitted your application, the Emergency Planning Service will respond within 10 working days.

 

Please note: the above documents are for notification of an event. Dependent on the type of event you are holding, there may be further applications that you are required to submit, for example:

The above list is not exhaustive, so please see the Sutton Council event fees and charges for the full list of services where you will need to submit an application.

We wish you the best of luck with your event.