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Organise an event

Organising an event in St Helens

We welcome event organisers into our borough and have a number of parks, open spaces and venues available for hire.

The Events Safety Advisory Group (ESAG) exists to provide advice to event organisers on the standards we expect for events being organised in the borough.  The Group members are Council services including Licensing, Environmental Health, Trading Standards, Health and Safety, Highways, Parks Management, Community Safety along with emergency services Merseyside Police, Merseyside Fire & Rescue Service, North West Regional Ambulance Service and the local hospitals.

To organise an event in St Helens you will need to complete the notification of interest form (PDF) [1MB] and return to esag@sthelens.gov.uk.  You will need to submit a risk assessment for the event on the specific site  along with a copy of your public liability insurance and an outline map/site layout of your event. We will respond to you within 5 working days.

Please note that for events with attendances of less than 1,000 attendees, you will need to inform us a minimum of 3 months before your event takes place.

An event with an attendance of 1000 - 5,000 will require a minimum of 6 months notice before your event takes place. For attendances over 5,000, a minimum 9 months notice is required.

The notification time frames are necessary to allow the services who may support your event to consider the information provided. Notification provided after these time periods may result in your event not being granted land hire permission if the event is on council land, and/or the required services may not be able to support you with the appropriate advice you may require.

If you have any questions please complete our General Enquiry Form below

General Events

    Helpful information when organising an event

    Guidance for running an event safely https://www.hse.gov.uk/event-safety/

    Event Licences (for Entertainment, alcohol, late night refreshment, film showings, street collections, charity walks, etc)  https://www.sthelens.gov.uk/alcoholandentertainment - generallicensing@sthelens.gov.uk

    Food & Event safety, noise management and street trading - https://www.sthelens.gov.uk/environment - environmentalhealth@sthelens.gov.uk

    A Market's Licence (for any event, charitable or private, a licence is required for 5 stalls or more) - themarketsteam@sthelens.gov.uk

    Road Closures & car parking (please be aware that there is a cost for road closures and diversions) - traffic@sthelens.gov.uk

    The Purple Guide (the essential guide to event organising. Please note there is a £25 subscription fee to access the information on this website) - https://www.thepurpleguide.co.uk/

    Understanding Crowd Behaviours (these reports provide planners with clear direction, and supporting information, about the assumptions that can reasonably be made about crowd behaviour) - https://www.gov.uk/government/publications/understanding-crowd-behaviours-documents

    Fireworks Safety Displays (for information when organising a bonfire or firework display) - https://assets.publishing.service.gov.uk/media/5a7901c0e5274a277e691287/10-1039-fireworks-safety-displays.pdf

    Organising a Street Party (guidance for organising a street party) - https://www.gov.uk/government/publications/your-guide-to-organising-a-street-party 

    Organising a Voluntary Event (guidance for organising a voluntary event) - https://www.gov.uk/government/publications/can-do-guide-for-organisers-of-voluntary-events/the-can-do-guide-to-organising-and-running-voluntary-and-community-events

    St Helens Borough Council Event Plan Template and Guidance (Word doc) [144KB]

    Template Risk Assessment (Word doc) [125KB]

    Small Event Guidance (PDF) [438KB]

     

      If your event is approved

      If your event is approved, we will request more information from you. Here is a list of the things we are likely to ask you for so you can prepare in advance (Please note that this list is not exhaustive and there will be different requirements for different events).

      • An Event Management Plan - this is how you intend to operate the event and those involved in its delivery.
      • Traffic Management Plan - if the event requires road closures or car parking.
      • 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.
      • Event licences 
      • Your medical plan for the event.
      • A Crowd Management Plan - your security and stewarding plan for the event.
      • An Alcohol Management Plan - if your event has bars or sales of alcohol.
      • A Noise Management Plan - if your event has, for example, music or stages.
      • A list of details of any on site traders you have including their business name, address, contact details and if they are food related, their host residence authority.
      • Specific Public Liability Insurance and Risk Assessment for any high risk attractions.

      Parks Fees and Charges

      Land Hire Fees 2024/ 2025

      Commercial Events
      Event SizeAttendance (Estimated)Application FeeHire Fee (Per Day)Set Up/ De-Rig Fee (Per Day)Set Up/ De-Rig (More Than 7 Days - Pre & Post Event)
      Small50 - 200£30.25£500£110£550
      Medium201 - 999£30.25£1,650£110£550
      Large1,000 - 4,999£275£5,500£110£550
      Major5,000 - 9,999£275£11,000£110£550
      Major +10,000 - 14,999£1,100£16,500£110£550
      Major +15,000 - 20,000 £20,000  

       

      Community Events (Profit)
      Event SizeAttendance (Estimated)Application FeeHire Fee (Per Day)Set Up/ De-Rig Fee (Per Day)
      Small50 - 200£30.25£30.25£30.25
      Medium201 - 999£30.25£90.75£30.25
      Large1,000 - 4,999£30.25£181.50£30.25

       

      Community (Non-Profit), School, Club, Charity or Council Service
      Event SizeAttendance (Estimated)Application FeeHire Fee (Per Day)Set Up/ De-Rig Fee (Per Day)
      Small50 - 200£30.25£0£0
      Medium201 - 999£30.25£0£0
      Large1,000 - 4,999£30.25£100£100

       

      Circus
      Event SizeAttendance (Estimated)Application FeeHire Fee (Per Day)Set Up/ De-Rig Fee (Per Day)Set Up/ De-Rig (More Than 7 Days - Pre & Post Event)
      Small50 - 200£30.25£550£30.25£550
      Medium201 - 999£30.25£1,650£110£550
      Large1,000 - 4,999£275£5,500£110£550
      Major5,000 - 9,999£275£11,000£110£550
      Major +10,000 - 14,999£1,100£16,500£110£550

       

      Fairground/ Funfair
      Application FeeHire Fee (Per Day)Set Up/ De-Rig Fee (Per Day)Small Children's Rides (Per Ride Per Day)Side Stalls (Per Stall Per Day)Junior/ Adult Rides (Per Ride Per Day)Funfair Catering Unit (Per Day)
      £30.25£120£120£30.25£30.25£60£120

       

      We will confirm the fee with you if your application is accepted and an invoice will be issued for payment. Please note that the booking is not confirmed until all site fees are paid.

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