We welcome and encourage quality events that appeal to all ages. We host a range of events, from music and theatre to cultural and community events. We offer competitive rates and we will assist you in hosting your event every step of the way.
Applying to host an event in a park
When applying to host an event in a park, you will need to consider:
- What is the purpose of your event?
- What activities will take place at your event?
- Who is your target audience?
- When will the event take place?
- Where will the event take place?
- How will you manage your event?
Event hosting fees
As with all venues, there is a hire fee for events in our parks and open spaces. We charge fees based on the nature of your group, the size of your event, and the type of your event.
The prices listed below do not include VAT. Additional fees may also apply.
| SIze of event | Application fee | Daily hire charges | Road closure | Waste Management, Parking Suspensions, Equipment Hire | |
|---|---|---|---|---|---|
| Small (Up to 499 people) | Commercial | Application fee: £85.40 | Daily hire charges: £599 | Road closure: £2,641 | Waste Management, Parking Suspensions, Equipment Hire: On application |
| SIze of event: Community | £14.23 | Application fee: £119.80 | Daily hire charges: On application | ||
| Medium (500 to 1000 people) | Commercial | Application fee: £85.40 | Daily hire charges: £1198 | Road closure: £2,641 | Waste Management, Parking Suspensions, Equipment Hire: On application |
| SIze of event: Community | £14.23 | Application fee: £239.60 | Daily hire charges: On application | ||
| Large/Special event (Over 1000 people) | Commercial | Application fee: £85.40 | Daily hire charges: From £2,697.50 | Road closure: £2,641 | Waste Management, Parking Suspensions, Equipment Hire: On application |
| SIze of event: Community | £14.23 | Application fee: £539.50 | Daily hire charges: On application | ||
| Circuses / Funfairs | Commercial | Application fee: £85.40 | Daily hire charges: On application | Road closure: On application | Waste Management, Parking Suspensions, Equipment Hire: On application |
Processing fee
The processing fee is a fixed, one-off charge to process your application. Other fees will vary. The hirer will receive an invoice for the cost of repairing any damage caused by an event.
The application fee covers:
- checking, validating, and processing applications
- liaising with internal and external parties to help with the event.
If we reject or cancel your application, your fee is non-refundable. The application process will need to be completed for all events.
Hiring fee
The hiring fee refers to the hire of parks, open spaces, and public highways with restricted movement. Park User Groups may have this fee waived. The waiver of fees will be at the discretion of the council.
Booking fee
Once the event receives approval, you must pay a booking fee of 10% to secure the date and venue. This booking fee is non-refundable.
Site hire fee
The site hire fee is charged to hire the park or open space for your event. The type of event will be the key factor in determining hire fees. A site inspection will occur before and after each event.
If any work is needed after the event, we will hold back some of the deposit. If no deposit applies, we will invoice the organiser to cover the costs. If costs exceed the deposit, we will charge the organiser for the extra fees. All extra costs to us resulting from the event are expected to be borne by the organiser.
Licensing fees
The event organiser will bear all fees for applying for a Premises Licence or a Temporary Events Notice (TEN). You can see current licensing fees at www.dcms.gov.uk.
Event delivery associated fees
All delivery fees for the event are the organiser's responsibility. We will charge the organiser for any costs from an event. These will include an admin fee set by the Divisional Director or their deputy.
Event hosting discounts
You may be eligible for a 100% discount if:
- your event offers free entry/open to the public
- you're a community organisation
- you're a school
- you're a place of worship
- you're a registered charity in Harrow. (Event must be not be for profit).
For commercial, private or special events, the full fee is chargeable.
To receive a discount, you will need to provide:
- Proof of address for the event organiser.
- Details of the business of the organisation. This must be on a headed letter and the relevant Head/Lead Officer must sign it.
- A completed application form. It details the event and confirms free, public entry.
- Terms of reference for Charity/Community Group. (If this is applicable).
- Registered Charity Number (where applicable)
- Registered VAT Number (where applicable)
- Park User Groups must be registered with our Community Engagement Team.
There will be no charge for some civic events, including Remembrance Day.
Cancellations
If the organiser cancels a booking, there will be no refund if it's less than a month before the hire date. Cancellations with a month or more notice will incur a 50% fee. If the application fee is not paid or cleared a month before the event date the site will not be available.
We may cancel events and refuse use of the park or open space. This applies if the hire terms, legal requirements, or finances are unmet. It also applies in the case of bad weather or other unforeseen events. Cancellations will rest with the Corporate Director or Nominated Deputy.
Event locations
We have got over 20 parks and open spaces for hire. They suit a range of events, including fairs, parties, picnics, festivals, theatre shows, and sports. You can check location availability on the EventApp Calendar.
Processing time frames
We know how long it can take to organise an outdoor event. So, we have put together some basic timeframes. This is to help you allow time to plan and deliver your event. We need a set amount of days before an event to process your application:
- Small events for 0 to 499 people: 8 weeks' notice before the event date.
- Medium events for 500 to 1,000 people: 12 weeks before the event date.
- Large events for over 1,000 people: 20 weeks before the event date.
We will only make a booking for an event at a site once a completed application is received. Permission to use council-owned land for an event does not guarantee the event will take place.
There may be occasions when we may need to change or cancel your event. We will do our utmost to assist with your event wherever possible.
Some or all of the following teams may seek comments:
- Licensing
- Noise
- Environmental Health
- Building Control
- Planning
We may also notify the Police about received applications. Events should reflect well on the council and local stakeholders. We will not permit an event that is likely to offend. The events will be considered by the Corporate Director or Nominated Deputy.
Licences
An event with licensable activities requires a Premises Licence or a TEN. A TEN may cover small events. For larger events, you may need to apply for a Premises Licence. Some of our open spaces are already licensed.
As well as holding these licences, you may also need to produce a risk assessment. To find out if you need a Premises licence, see our Premises licence page.
For exemptions to any of the activities, see the DCMS website.
Temporary Event Notices (TEN)
Small events for 50-200 people, including staff, do not need a Premises Licence if they last no more than 168 hours. A notice of the event must be given to the Police and the Licensing Authority. Only the Police can object to a TEN.
They may do so if the event might undermine crime prevention. Persons wishing to hold such events must give at least 10 weeks' notice to us and the Police. We recommend that you contact our licensing officers early in the event planning stage.
Premises Licences (time-limited)
Premises Licences apply to licensable events with over 200 people. A Premises Licence application is a more lengthy process than a TEN. An application must be made well in advance of an event.
We recommend that at least 26 weeks' notice is given should an event need a Premises Licence. It is the organiser’s responsibility to ensure enough time is given to apply for a licence before an event.