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Holding an event - how to apply

Updated, 10.20am: There are still two flood warnings in place for the Anstey and Thrussington areas. There is a flood alert for the Lower River Soar. For more information, please visit the Environment Agency website. More information on our sandbag policy

If you wish to use Council owned land or Loughborough Market Place for an event, you must make a formal application to us and receive approval in writing.

To begin the application process please call us on 01509 634710 or send an email to neighbourhoods.communities@charnwood.gov.uk confirming:

  • The name of the organisation that will be managing the event
  • A summary of the event, including:
    • Proposed location
    • Date(s) and times
    • A brief description of the event
    • Approximate number of people expected to attend
    • Whether you will be receiving any income as a result of holding the event
    • Whether you will need a road closure or temporary signage (this will usually require you to gain separate, formal approval from Leicestershire County Council or Charnwood Borough Council). Further information can be found on the temporary road closures page

Once we receive this information we will confirm the application process, advise on the suitability of the land (or possible alternatives) and check for potential event clashes.  We will also confirm whether there will be a charge.  You can find out more about our hire charges at fees and charges page.

To apply, you will need to send us:

  • A completed Event Notification form which can be downloaded below:
  • An event-specific risk assessment (please contact us if you need any advice on a suggested format for your risk assessment)

Depending on the nature and complexity of the event, we may also ask you to submit other documents, for example:

We will not be able to give approval until you provide us with  proof of Public Liability Insurance (a minimum of £5miilion cover is required).

We usually expect organisers to submit a completed Event Notification form, and all other required event planning documentation, by the following timescales prior to the event date:

No road closure and (or) temporary signage required

Road closure and (or) temporary signage required

Up to 150 participants

6 weeks

15 weeks

151 to 800 participants

9 weeks

15 weeks

Over 800 participants

12 weeks

18 weeks

If you are not able to achieve the deadlines shown above please contact us and we will let you know whether it might be possible to process your application more quickly (this cannot be guaranteed).

If your event is based in Charnwood but not being held on Council owned land or Loughborough Market Place we would still like to hear from you. Please complete the event notification form and return it and we will share it with the Event Planning Group members. Please see the form for more details.

If you have any queries or would like to talk to us about your proposed event, please contact us on  or by phone on 01509 634710.

Please note: If you might require any support / infrastructure from our Markets and Fairs team (e.g. power supply, market stalls, etc.) for your event please contact them at the earliest possible opportunity on 01509 634713 or tco@charnwood.gov.uk. A minimum of six weeks’ notice is normally required.

If you have any queries or would like to talk to us about your proposed event, please contact us on neighbourhoods.communities@charnwood.gov.uk or by phone on 01509 634710.

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