Planning your own event

Event classification

We follow a framework to help us to work out which category of risk your event falls into and therefore what documentation is required, the level of support required and which partners need to be involved. We will use a risk based approach once we have gathered information about what the event entails and work with organisers to help them put all the necessary safety procedures in place.

See the section named “advice on street parties” to find out what’s required for small private community parties.

The event classification criteria is:

Event level: Small, low risk local event

Details: 500 people or less, no bouncy castles/inflatables or alcohol, small structures, lower risk activities.

Booking requirements:

  • Booking form online (including site plan)
  • Risk Assessment
  • COVID Risk Assessment (only if Government rules on COVID change)
  • Public Liability Insurance (min £5m)
  • Food hygiene certificates
  • Food hygiene rating
  • Submit event details to online events calendar.

We advise:

  • Follow East Midlands Ambulance Service (EMAS) guidance on first aid for events
  • Event stewards/volunteers to support
  • Should consider emergency procedures as part of the Risk Assessment e.g. fire, overcrowding, adverse weather, emergency evacuation, suspect package, Anti-Social Behaviour, medical emergency, lost/found children
  • Toilet provision (agreement with local business for use of their facilities will be acceptable)
  • Person responsible for lost/found children.

Event level: Larger, higher risk local event

Details: Over 500 people, bouncy castles/inflatables, alcohol, road closures, large structures, higher risk activities, licensable event requiring TEN/TTRO.

Booking requirements:

  • Booking form online
  • Full Event Safety Management Plan
  • Risk Assessment
  • COVID Risk Assessment (only if Government rules on COVID change)
  • Public Liability Insurance (min £5m)
  • Food hygiene certificates
  • Food hygiene rating
  • Police notification
  • Submit event details to online events calendar.
Other requirements:
  • Dedicated first aiders as per EMAS advice and a medical plan from first aid provider
  • Security/stewards
  • Toilet provision
  • Detailed emergency procedures
  • Dedicated lost child provision.