Your guide to organising outdoor events in Hammersmith & Fulham
![Queen's Jubilee event – Bishops Park.](/sites/default/files/styles/width_900px/public/2024-07/outdoor-events-guide-cover-image.jpg?itok=nI2n-Qiq)
Introduction
![Fawkes Festival – Ravenscourt Park.](/sites/default/files/styles/width_900px/public/2024-07/fawkes-festival-flipped.jpg?itok=-I4IxtEh)
We own and manage more than 56 outdoor parks and open spaces. All outdoor events taking place in our parks or outdoor space must be approved by our events team.
The team undertakes thorough planning and consultation so that benefits from events can be maximised and disruption to the location, environment, local residents and businesses can be kept to a minimum.
There is a lot to consider when organising an outdoor event. If you are planning to host an event in one of our parks and open spaces and you don't know where to begin, this guide is here to support you.
Our team is dedicated to supporting events that contribute to our vibrant culture, environment and economy by working together with event organisers, partners and suppliers. We want to make your experience of hosting an event in Hammersmith & Fulham a great experience.
We look forward to working with you on your event.
Event application process
![Refugee Week – St Paul's Garden.](/sites/default/files/styles/width_900px/public/2024-07/refugee-week-folk-singers.jpg?itok=JgvjA6n6)
Our events team will support event organisers throughout the event process and will guide you from the initial enquiry and application stage to post-event.
The team is here to ensure that you adhere to all legal and statutory requirements and necessary lead times to deliver an event that is safe and successful. Event organisers should be competent enough to ensure that all health and safety requirements are met.
We welcome and will consider a wide variety of events including:
- community events
- cultural events
- charity events
- sports events
- funfairs
- circuses
- commercial events.
Types of events
Community events
A community event is run by a community or voluntary group based and registered in Hammersmith & Fulham. The event must directly benefit our local communities and does not knowingly exclude any persons or groups.
It must positively impact the local community with support from local people.
Charity events
A charitable organisation or registered charity may raise money or awareness of itself through an event. A charitable event can be organised by:
- a not-for-profit community group
- an advocate
- an individual raising funds for a registered charity.
Commercial events
A commercial event is defined as a profit making, brand building, or promotional event. It can be a ticketed or a non-ticketed event and can last for more than one day. It may feature an individual or multiple commercial or corporate sponsors.
Corporate or private events
A private or corporate event is organised by an organisation or business for its employees or clients. It can be a private or a ticketed event with restricted access to the public.
It may also be a promotional road show or media event that has a specific desire to promote brands and companies.
This category also includes individuals organising a private event such as a wedding.
Contact us if you feel your event does not fit into any of the above categories.
![British-Korean War Veteran's Day – St Paul's Garden.](/sites/default/files/styles/width_900px/public/2024-07/chinese-cultural-performer.jpg?itok=gF6tevpw)
Application form
A comprehensive application and approval process ensures that outdoor events are only approved once the applicant has correctly carried out all steps in the process.
Please include as much detailed information as possible as events will be assessed on the details provided.
![Refugee Week launch event – St Paul's Garden.](/sites/default/files/styles/width_900px/public/2024-07/refugee-week-performance.jpg?itok=xAe7sG0u)
Timeframes
Outdoor events take time to organise. That's why we have put together some basic timeframes to ensure you have allowed time for the planning and delivery of your event.
We require advance notice before the event date so we can process your application.
Event size |
Minimum notice required before the event date |
---|---|
Small events (up to 499 people) |
3 months |
Medium events (500 to 4,999 people) |
6 months |
Large events (5,000+ people) |
9 months |
Once we have reviewed your application, we will be in touch to organise an initial meeting to discuss the application in more detail.
If you are required to complete a consultation form or apply for a license, this will be discussed in the meeting.
If a site visit is needed this will be arranged when necessary.
If we deem that the event application meets the our priorities and is appropriate for that particular outdoor space, the event will then be agreed in principle.
Once the event is agreed in principle a booking confirmation form that will include fees will be emailed to the organiser, along with our terms and conditions. A damage deposit may be included with the fee. The damage deposit will be returned if the site is left as it was found.
![Black History Month market – Lyric Square.](/sites/default/files/styles/width_900px/public/2024-07/black-history-365-event-lyric-square.jpg?itok=L-69AEcV)
Terms and conditions
A comprehensive set of terms and conditions is in place to hire any of our parks and open spaces. These outline the event organisers obligations in detail.
The organiser's compliance with the terms and conditions will be monitored by the events team, and failure to comply will prejudice future event applications. Some events or specific sites might need to have separate conditions included to the approval process and these must also be adhered to.
The level and types of insurance required will be determined by the nature and scale of the event but as a minimum, all applicants will be required to have £5m public liability insurance.
The events team reserves the right to terminate the hire of the park or open space if the proposed use may cause public offence or bring the council into disrepute.
Consultation process
![Armed Forces Day – St Paul's Garden.](/sites/default/files/styles/width_900px/public/2024-07/royal-guards.jpg?itok=WkaB-W4L)
Our residents are very important to us and one of our organisation's values is 'Doing things with residents and not to them'.
Therefore, we value our residents' thoughts on certain events taking place and will always check if an event is something that will benefit the local community.
![Refugee Week – St Paul's Garden.](/sites/default/files/styles/width_900px/public/2024-07/folk-dancers.jpg?itok=TPFWQJdy)
As part of the application process, organisers may be required to consult with park stakeholders (friends groups, local businesses, residents and councillors).
Things to know
You may need to meet with stakeholders and complete a detailed consultation form to explain potential plans.
The events team will advise if any consultation is necessary.
Most events require consultation with park stakeholders and residents, including those who share protected characteristics as listed under the Equality Act.
Depending on the type and size of your event you may be required to attend a resident consultation meeting.
The full consultation process may take between 12 to 16 weeks.
Once any queries and comments have been received, a decision on the event progressing further will be made.
![Black History Month market – Lyric Square.](/sites/default/files/styles/width_900px/public/2024-07/hf-festival-man-greeting-crowd.jpg?itok=D41TK_w8)
Planning your event
![King Charles Coronation event – Ravenscourt Park.](/sites/default/files/styles/width_900px/public/2024-07/king-charles-coronation-event.jpg?itok=XMklOpMi)
We have a wide selection of parks and open spaces.
Some parks are more suitable for hosting events due to:
- onsite facilities (such as power and accessible toilets)
- current park usage (such as sports pitches)
- transport links.
Contact us for advice on which park may be most suitable.
When you are planning your event, it is crucial that you have a vision in place to understand what it is you are hoping to achieve and who your audience or attendees will be.
Things to consider
Knowledge and skills
Does your team have the knowledge and skills to organise this event and for it to be a success?
Budget
Do you have the budget to host the event? There can be many hidden costs.
There is the fee to hire the open space, and potentially a damage deposit, and also things like:
- any equipment you hire
- waste collection and removal
- security
- barriers and fencing
- lighting
- first aid
- staff costs.
Lead-in time
What lead-in time do you need?
Do you have time to plan, deliver, obtain relevant permissions and licences to market the event?
If a road closure is required, is there time to organise this with us and TfL?
Making the event a success
How many attendees will you have and is this enough to make the event successful?
Will the event be ticketed or free of charge?
Are there any other local or national events that may have an impact on your attendance and planning?
Transport links
How easy is it to reach, not only by public transport for guests but can suppliers reach the location easily? Are access points suitable for Disabled people?
Other park users and the public
How will this event benefit others? Will residents be informed that the event is taking place? Will there be an information letter sent to residents and local businesses? Will the information letter be accessible to residents?
Availability
Is the space available for your build and breakdown days as well as your event days?
Utilities
Is power required? If the park doesn't have power, how will you power the event?
Is there a water source? Drinking water must be available on site.
Does the park have sufficient lighting if my event carries on after sunset?
Weather
What sort of weather should I expect? If it is hot how will I ensure guests are shaded from the sun? If it is raining what will my contingency plan be?
If there has been a heavy rainfall. How will I protect the park or open space? Will trackway be required to protect damage to the ground and certain areas?
![13 Bridges Challenge – Eel Brook common.](/sites/default/files/styles/width_900px/public/2024-07/13-bridges-challenge.jpg?itok=qTTj0LZc)
Welfare facilities
You must have suitable toilet facilities for the expected number of attendees on site and accessible units must be available for for Disabled people.
As a general rule, if an event lasts no longer than 6 hours and no food or alcohol is served, you should provide 1 portable toilet for every 100 attendees.
Toilets should be kept clean throughout the event and may need to be emptied for large-scale or long-duration events.
Facilities including toilets must be clearly signed and located in accessible and flat areas of the park.
Generator information
The impact traditional generators have on air quality and the subsequent damage caused to the environment and people's health forces us to take action to reduce air pollution.
Assess how much power you will need before the event, and book generators accordingly.
Here are some examples of various alternatives to diesel.
Hybrid generators
Combining diesel with battery power to reduce emissions.
Static plugins
Accessing power from the grid via static plug-in points.
Alternative fuels
Using entirely new fuels such as glycerin or hydrogen to create electrical power.
Battery technology
Replacing generators with battery technology.
Drop-in fuels
Fossil-free fuels for use in traditional generators.
Consent to host your event
Depending on the size, duration and location of the event you may need consent from other parties such as the emergency services, TfL and the following council services:
- environmental health
- building control
- public protection
- highways and transport
- planning
- licensing
- parks.
Outdoor spaces for hire
We own and manage more than 56 outdoor parks and open spaces.
We have handpicked a selection of our parks to choose from.
Bishops Park
Bishop's Avenue, London SW6 6EA
Nearest Tube and rail stations
- Putney Bridge (District)
- Putney Station (National Rail)
Size
- Bishop's meadow (grass area) 6,071.51 m²
- Fielder's meadow (grass area) 8,769.85 m²
- Event circle (hard standing area) 1,658.16 m²
Utilities
- Drinking water is available
- No power supply
- Public toilets are available
![King's Coronation event – Bishops Park.](/sites/default/files/styles/width_900px/public/2024-07/bishops-park-event.jpg?itok=jYfAhCmg)
Brook Green
Brook Green, London W6 7BU
Nearest Tube and rail stations
- Hammersmith (District and Picadilly)
- Hammersmith (City and Circle)
- Kensington Olympia (District, London Overground and National Rail)
Size
- Grassed area of 1.7193 hectares
Utilities
- No water supply
- No power supply
- No toilets
![Brook Green in Hammersmith.](/sites/default/files/styles/width_900px/public/2024-07/brook-green.jpeg?itok=qlhgyxqu)
Eel Brook Common
New Kings Road, London SW6 4PT
Nearest Tube and rail stations
- Parsons Green (District)
- Fulham Broadway (District)
Size
- 5.7068 hectares
Utilities
- No water supply
- Power supply is available
- No toilets
![13 Bridges Challenge – Eel Brook Common.](/sites/default/files/styles/width_900px/public/2024-07/eel-brook-common-13-bridges-event.jpg?itok=g-IGVUh3)
Furnivall Gardens
52a Rutland Grove, London W6 9DG
Nearest Tube and rail stations
- Hammersmith (City and Circle)
- Ravenscourt Park (District)
Size
- 1.8065 hectares
Utilities
- No water supply
- No power supply
- No toilets
![The Gemini Boat Race – Furnivall Gardens.](/sites/default/files/styles/width_900px/public/2024-07/furnivall-gardens-event.jpg?itok=HWrPqiA9)
Lillie Road Recreation Ground
373 Lillie Road, London SW6 7PD
Nearest Tube and rail stations
- Fulham Broadway (District)
- Parsons Green (District)
Size
- 2.12 hectares
Utilities
- No water supply
- No power supply
- No toilets
![Lillie Road Recreation Ground in Fulham.](/sites/default/files/styles/width_900px/public/2024-07/lillie-road-recreation-ground.jpeg?itok=4UqodgPe)
Normand Park
84 Bramber Road, London W14 9PB
Nearest Tube and rail stations
- West Brompton (District and London Overground)
- Fulham Broadway (District)
Size
- 2.2684 hectares
Utilities
- Drinking water available
- No power supply
- No toilets
![Normand Park in Fulham.](/sites/default/files/styles/width_900px/public/2024-07/normand-park.jpg?itok=V7XfLEbf)
Parsons Green
Parsons Green, London SW6 4UL
Nearest Tube and rail stations
- Parsons Green (District)
Size
- 1.0417 hectares
Utilities
- No water supply
- No power supply
- No toilets
![Dog show – Parsons Green.](/sites/default/files/styles/width_900px/public/2024-07/parsons-green-dog-show.jpeg?itok=JcZ_2ezv)
Ravenscourt Park
Paddenswick Road, London W6 0UA
Nearest Tube and rail stations
- Ravenscourt Park (District)
- Hammersmith (City and Circle)
Size
- Main grass right: 8,983.27 m²
- Main grass left: 8,831.87 m
- Pond area: 7,012.36 m²
Utilities
- Drinking water is available
- Power supply is available
- No toilets
![Fawkes Festival – Ravenscourt Park.](/sites/default/files/styles/width_900px/public/2024-07/ravenscourt-park-fawkes-festival.jpeg?itok=YZwed8xr)
Shepherds Bush Green
London W12 8QZ
Nearest Tube and rail stations
- Shepherds Bush (Central, London Overground and National Rail)
- Shepherds Bush Market (City and Circle)
- Goldhawk Road (City and Circle)
Size
- 3.1976 hectares
Utilities
- Drinking water is available
- No power supply
- No toilets
![Windrush 75 event – Shepherds Bush Green.](/sites/default/files/styles/width_900px/public/2024-07/shepherds-bush-green-windrush-75.jpg?itok=wzfwQtOX)
South Park
Peterborough Road, London SW6 3EB
Nearest Tube and rail stations
- Parsons Green (District)
Size
- 7.9 hectares
Utilities
- No water supply
- No power supply
- No toilets
![South Park in Fulham.](/sites/default/files/styles/width_900px/public/2024-07/south-park.jpeg?itok=eIoE1nQQ)
St Paul's Garden
Nearest Tube and rail stations
- Barons Court (Piccadilly)
- Hammersmith (City and Circle)
- Hammersmith (District and Piccadilly)
- Kensington Olympia (District, London Overground and National Rail)
Size
- 2,182.26 m²
Utilities
- No water supply
- No power supply
- No toilets
![Refugee Week – St Paul's Garden.](/sites/default/files/styles/width_900px/public/2024-07/st-pauls-garden-event.jpg?itok=8rzXDlYX)
St Paul's Green
27 King Street, London W6 9HW
Nearest Tube and rail stations
- Hammersmith (City and Circle)
- Hammersmith (District and Piccadilly)
Size
- 1,730.14 m²
Utilities
- No water supply
- No power supply
- No toilets
![Hammersmith Bid summer event - St Paul's Green.](/sites/default/files/styles/width_900px/public/2024-07/st-pauls-green-hammersmith-bid-event.jpeg?itok=b6EzU8Ah)
Wendell Park
83 Gayford Rd, London W12 9BY
Nearest Tube and rail stations
- Stamford Brook (District)
- Ravenscourt Park (District)
Size
- 7,175.67 m²
Utilities
- No water supply
- No power supply
- No toilets
![Community event – Wendell Park.](/sites/default/files/styles/width_900px/public/2024-07/wendell-park-event.jpeg?itok=MBN9Rex0)
Wormholt Park
Sawley Road, London W12 0LQ
Nearest Tube and rail stations
- White City (Central)
- Wood Lane (City and Circle)
Size
- 3.0644 hectares
Utilities
- No water supply
- No power supply
- No toilets
![W12 festival – Wormholt Park.](/sites/default/files/styles/width_900px/public/2024-07/wormholt-park-event.jpeg?itok=gP-nsNL0)
Wormwood Scrubs
London W12 0DF
Nearest Tube and rail stations
- East Acton (Central)
Size
- 76.8 hectares - this is our largest open space
Utilities
- Drinking water is available
- No power supply
- No toilets
Additional ecological and biodiversity surveys may need to be undertaken.
![Wormwood Scrubs.](/sites/default/files/styles/width_900px/public/2024-07/wormwood-scrubs.jpeg?itok=8mH8xgqC)
Lyric Square
Lyric Square, London W6 0ED
Nearest Tube and rail stations
- Hammersmith (District and Picadilly)
- Hammersmith (City and Circle)
Size
- 900 m²
Utilities
- No water supply
- No power supply
- No toilets
![Black History Month market – Lyric Square.](/sites/default/files/styles/width_900px/public/2024-07/lyric-square-black-365-event.jpg?itok=9QT2em3S)
Waste and environment
![Windrush Day – Shepherd's Bush Green.](/sites/default/files/styles/width_900px/public/2024-07/blue-green-slit-walker.jpg?itok=u_QB--au)
General do's and don'ts of park use
Do:
- respect the park and its wildlife, plants, and trees
- tidy up after yourself and take your rubbish with you
- be mindful of other park users and residents to avoid causing disturbances
- acknowledge that certain areas may be reserved for sports and events.
Don't:
- do not use amplified music and PA systems - they are not permitted without prior agreement from the H&F Events Team
- do not use single use plastic, water bombs, fireworks, pyrotechnics and paper lanterns
- do not use motorised vehicles as part of your event programme. Any vehicle access onto parks and open spaces is strictly prohibited unless permission has been granted by the H&F Events Team
- do not arrange balloon releases - they are not permitted.
For full details on what is and is not permitted, please see our Park Byelaws. Park Byelaws must be adhered to.
![Fawkes Festival – Bishops Park.](/sites/default/files/styles/width_900px/public/2024-07/revellers-drinking-fawkes-festival.jpg?itok=VN1dp8eJ)
No single-use plastic
As part of our commitment to cut out single-use plastic within H&F Council, we ask that all event organisers provide suitable alternatives to single-use plastic within their events.
Waste Management
All events of any size will generate a certain amount of waste.
This could include:
- packaging
- food and drink containers
- food waste from any food concessions and event attendees
- human waste.
As the event organiser it is your responsibility to ensure that there is a waste plan in your EMP and that the site is left in the same condition as it was found.
This may mean that you need to hire waste and recycling bins. If you have a larger event, litter pickers should be hired to keep the site clean over the course of the event.
Environment – Zero greenhouse emissions by 2030
Partnering with our suppliers to reduce our carbon impacts.
![Tiny Forest planting – Frank Banfield Park.](/sites/default/files/styles/width_900px/public/2024-07/school-child-planting-tree.jpg?itok=nzDHKHoq)
The 8 local authorities in West London – Brent, Ealing, Hammersmith & Fulham, Harrow, Hillingdon, Hounslow, Richmond upon Thames, and Wandsworth – and West London Waste (the West London Authorities) have set out our ambitions to become net zero authorities in all that we do.
We cannot deliver this alone and look to our stakeholders, especially our supply chain to help meet these targets and join us on this journey.
Therefore, to support us in that aim, we need you as our suppliers and contractors to play your part in reducing both your carbon emissions in total and more specifically in the products and services you provide to us.
By committing to this charter, we invite your organisation to join us in collectively tackling the climate emergency and to set out the actions you will take to reduce your organisation's carbon emissions.
![Climate Action Together - Shepherd's Bush Green.](/sites/default/files/styles/width_900px/public/2024-07/hf-climate-action-together-stall.jpg?itok=7kyOoynM)
Commitment by you, the supplier
The nature of the goods and services procured
We ask that you:
- seek alternative, lower carbon sources of power
- improve the energy efficiency of your equipment
- improve the air quality emissions from plants and vehicles
- provide alternative transport methods
- reduce the impact on the environment, improving it where possible, through enhanced biodiversity and the use of sustainably sourced materials
- design for circularity to reduce the use of virgin materials and encourage reuse and recycling to minimise waste
- deliver other co-benefits that arise from a transition to low carbon and sustainable lifestyles and working practices, including improved health and wellbeing outcomes
- communicate the same sustainability intentions through your procurement process with your suppliers.
All suppliers are expected to work towards the following actions and outcomes for mitigating and adapting to climate change
We ask that you:
- in providing goods, works and services, to ensure climate resilience, the lowest possible whole life carbon impacts, and deliver year-on-year improvements in carbon and energy intensity
- develop a strategy to measure, monitor and reduce your organisation's carbon footprint in line with climate science and work towards net zero carbon
- provide accurate data to help us disclose our greenhouse gas emissions in a clear and transparent way
- devise and offer innovative solutions that support our journey to achieve net zero carbon
- develop and implement a carbon reduction plan that is aligned to climate science.
Our commitment
We will work closely with our supply chain to deliver lasting sustainable benefits
In practice this means we will:
- be accountable for our own impacts on society, the economy, and the environment
- be transparent in those decisions and activities that impact the environment, society, and the economy
- behave ethically and promote ethical behaviour throughout our supply chains
- respect, consider and respond to the interests of stakeholders impacted by its procurement activities
- buy only what is needed and seek more sustainable alternatives
- ensure that sustainability is integrated into all existing procurement practices to maximise sustainable outcomes
- work towards continually improving our sustainability practices and outcomes, and encouraging organisations in our supply chains to do the same.
![Pride Walk across Hammersmith Bridge – West London Queer Project.](/sites/default/files/styles/width_900px/public/2024-07/pride-walk-across-hammersmith-bridge.jpg?itok=-GNQZt2T)
Licensing
![Fawkes Festival – Bishops Park.](/sites/default/files/styles/width_900px/public/2024-07/food-drink-stalls-fawkes-festival.jpg?itok=W-ENJdvm)
A premises licence or temporary event notice (TEN) will be required for events that include licensable activities such as regulated entertainment or the sale of alcohol.
Smaller events with up to 499 attendees may be covered by a TEN. Events with over 499 attendees must apply for a premises licence if that particular space does not already hold a premises licence (some of our open spaces already hold a premises licence).
For more information see temporary event notices.
The fee for a TEN is £21 and this must be applied for at least 10 working days before the event. It is recommended that responsible event organisers be encouraged to give far greater notice of events, to ensure that potential problems can be identified and resolved well in advance.
![Fawkes Festival – Bishops Park.](/sites/default/files/styles/width_900px/public/2024-07/light-show-fawkes-festival.jpg?itok=6Sx7dtia)
Small scale events of no more than 499 people (including staff) at any one time and lasting for no more than 168 hours, do not need a premises licence, providing that advance notice is given to the police and the licensing authority.
Only the police and our public protection team can object to a TEN if they believe the event is likely to undermine the crime prevention objective or create ASB.
Premises licences apply to licensable events at which more than 499 people will be taking part in licensable activities at any one time or for which a TEN is not appropriate. Premises licence applications require a lengthier process than that needed for a TEN and therefore must be made well in advance of an event.
It is advised that at least 6 months' notice be given should an event require a premises licence. It is the organiser's responsibility to ensure that enough time is allocated to apply for a premises licence in advance of the event.
For more information see premises licenses.
Health and safety management
![Windrush 75 event – Shepherds Bush Green.](/sites/default/files/styles/width_900px/public/2024-07/shepherds-bush-green-windrush-75.jpg?itok=wzfwQtOX)
The event organiser will be responsible for the health safety and welfare of all staff, suppliers and attendees at their event. As an event organiser you have a duty of care to attendees and members of the public to ensure that your event is run safely.
If anything does go wrong at the event, a thorough risk assessment will prove that you as the event organiser had done your best to predict and avoid any risks taking place.
The events management plan (EMP) must include detailed information on all aspects of the event, including health and safety. This document must be shared with our events team.
![Polo in the Park – Hurlingham Park.](/sites/default/files/styles/width_900px/public/2024-07/chestertons-polo-event.jpg?itok=ny-CT_cx)
It is a legal requirement to provide a full risk assessment for all events. This should be included in the EMP.
The risk assessment is used to:
- determine any potential hazards and who could be at risk and how
- outline the action that will be taken to minimise risks
- determine how the action will be put into practice and recorded.
Example considerations:
- type of event
- capacity
- types of attendees – demographics, for example children, families, teenagers, Disabled people, older people
- vehicle movement
- crowd control
- safe ingress and egress
- emergency evacuation
- fire safety
- waste management
- first aid
- stewarding
- emergency services provision
- security
- equipment on site
- infrastructure on site
- potential major incidents
- health and safety.
Visit the HSE website for advice and guidance.
HSE publishes practical guidance on where hazards occur and how to control them. There are also useful templates available.
![Polo in the Park – Hurlingham Park.](/sites/default/files/styles/width_900px/public/2024-07/kids-playing-chesterton-polo-event.jpg?itok=6XyBsbBd)
Accident and incident reporting (including lost children)
You as the event organiser are responsible for the welfare and facilities for contractors.
Organisers must have an accident and reporting form available for any accidents or incidents that occur during the event build, actual event and de-rig.
Forms can be completed by your events team, safety manager or first aiders.
There must be a designated area for lost children and a form to record any incidents.
Public liability insurance
Event organisers must have public liability insurance in place, as you could be held responsible for the costs, damages or injuries which may occur during the event.
The minimum limit of indemnity required is £5 million for each occurrence. For larger events a higher level of cover may be necessary. The insurance must cover the build and de-rig of your event.
H&F food, health and safety team
Our food, health and safety team will be able to advise on food hygiene and safety and will require documentation to support this. Environmental health staff may need to inspect any catering facilities at your event.
Event management plan
![Fawkes Festival – Bishops Park.](/sites/default/files/styles/width_900px/public/2024-07/light-show-fawkes-fesitval-2.jpg?itok=7Ox-Dm2p)
A detailed event management plan is required in advance of your event.
This will support you to plan and deliver all areas of your event safely and successfully and ensure that nothing is overlooked. The plan should be shared with all members of your team and the Hammersmith & Fulham Events team. There should be printed copies available at the event.
The document will be reviewed by the Events team and for larger events the Safety Advisory Group (SAG).
The SAG includes:
- Hammersmith & Fulham Council representatives
- Met Police
- London Fire Brigade
- London Ambulance Service
- events team
- security team
- first aiders.
![King's Coronation event – Ravenscourt Park.](/sites/default/files/styles/width_900px/public/2024-07/royal-celebrations-in-park.jpg?itok=eJuW3ctQ)
Sections that should be included in the EMP
Event details
- Objective
- Description of the event
- Audience and numbers
- Marketing of event
Event management
- Roles and responsibilities
- Contact details
- Stewarding
- Volunteers
- Police support
- Site communication
Event safety
- Safety planning
- Accident reporting
- Lost children
- Risk assessment
- Method statements
- Emergency procedures
- First aid
- Fire safety
Event operations
- Event timings including setup and de-rig
- Site layout
- Signage
- Onsite equipment
- Waste management
- Sanitary provision
- Vehicle management
Event content
- Entertainment or activity programme
- Catering
- Alcohol sale
Download our event management plan and risk assessment templates:
![Black History Month market – Lyric Square.](/sites/default/files/styles/width_900px/public/2024-07/steel-pan-band-lyric-square.jpg?itok=2TYmFm7d)
Professional event guidance
The Purple Guide, published by the Events Industry Forum is a subscription-based website that offers guidance for event organisers, suppliers, local authorities and others involved in the outdoor events industry.
Visit the Health & Safety Executive website for further information on health and safety law.
Fees and charges
![Windrush 75 event – Shepherd's Bush Green.](/sites/default/files/styles/width_900px/public/2024-07/colin-salmon-ufo-steel-band.jpg?itok=iTf0rM5n)
Our fees and charges for 2024-25.
Number of attendees |
Community |
Charity |
Commerical |
Corporate and private |
---|---|---|---|---|
Under 200 |
£182 |
£440 |
£878 |
£1,761 |
200 to 499 |
£890 |
£890 |
£1,174 |
£2,343 |
500 to 999 |
£890 |
£1,174 |
£1,780 |
£2,929 |
1,000 to 4,999 |
£890 |
£1,756 |
£3,511 |
£5,858 |
5,000 to 9,999 |
Price on application |
£3,511 |
£7,019 |
£11,714 |
10,000 to 14,999 |
Price on application |
£7,019 |
£14,145 |
Price on application |
15000, to 19,999 |
Price on application |
£14,038 |
£28,075 |
Price on application |
Size |
Cost |
---|---|
Large infrastructure - see note 1 after this table |
£587 |
Bar for 100 to 499 attendees |
£294 |
Bar for 500 to 999 attendees |
£587 |
Note 1: This is an infrastructure that may cause damage to the park, dependent on assessment for example staging and screens.
Event type |
Cost |
---|---|
Sporting events - see note 2 after this table |
£3.75 per person |
Small funfair (up to 5 rides) |
£604 |
Medium funfair (up to 10 rides) |
£1,209 |
Large funfair (over 10 rides) |
£2,418 |
Note 2: Sporting events include Race for Life and the Fulham 10K.
Size and duration |
Cost |
---|---|
Small (half-day) |
£889 |
Small (full-day) |
£1,780 |
Large (half-day) |
£1,780 |
Large (full-day) |
£2,668 |
Roaming (per team of 5) |
£400 |
Additional fees
Event type |
Cost |
---|---|
Community |
£97 |
Charity |
£97 |
Commercial |
£198 |
Corporate and private |
£198 |
Notice given |
Refund given (% of total event cost) |
---|---|
Over 8 weeks |
100% refund |
8 to 5 weeks |
50% refund |
4 weeks or less |
No refund |
Type |
Cost |
---|---|
Deposit |
50% of overall event fee at time of booking, full payment due 6 weeks before event. |
Damage deposit |
Price on application |
Build and derig days |
50% of day hire fee |
Contact us
![A scene from James Bond, No Time To Die filmed in Hammersmith.](/sites/default/files/styles/width_900px/public/hammersmith_bridge_and_james_bond.png?itok=5EfZ6WR0)
To contact our events team:
- email eventsteam@lbhf.gov.uk
- call 020 8753 2135
View our social media sites:
![The Gemini Boat Race.](/sites/default/files/styles/width_900px/public/2024-07/oxford--mens-boat-race-crew-celebrating.jpg?itok=c9882hIx)