Organising an event
Leeds City Council and the Safety Advisory Group (SAG) are committed to working with local event organisers in looking for practical solutions to enable community events to successfully take place. If you would like to organise an event in Leeds the following information and guidance will help you get started.
Events on council owned spaces
There are several council managed event spaces available to hire (PDF 5.6MB) for your event in Leeds. For more information regarding hire fees and availability please contact the appropriate team directly.
If the venue is available on the date that you have requested you will be asked to fill in the relevant application form and provide the following documentation:
Public Liability Insurance
It is a legal requirement that appropriate insurance cover is provided for the event by the event organiser.
An event specific risk assessment is essential in ensuring that hazards are identified and the risks they present are effectively reduced so far as is reasonably practicable, by the application of adequate control measures. For more information on event safety please refer to the HSE guidance for event safety.
Event Management Plan
An event management plan (EMP) is a vital document which outlines all the key command, control, communication and operational details of the event and how it will be delivered safely. A useful EMP template (Word 116KB) is available for use if you do not have one.
Events on non-council / privately owned land
If your event is to take place on non-council/privately owned land please notify the Leeds Safety Advisory Group (SAG) by completing the SAG event notification form (Word 55KB) and refer to the other considerations and frequently asked questions sections below.
If you are considering closing the road to normal traffic and/or your event is likely to impact on the wider road network, then you will need to first gain approval from the Highways department. You must then fund a temporary Traffic Regulation Order and employ an accredited traffic management contractor to undertake the works required. If your event off the highway but is expected to attract significant numbers of visitors then you may also need to employ a contractor to manage access and egress.
Members of the Highways department can advise on this process and help to make your event safe and successful. Key contacts in the Highways department are Andrew Merckel (Andy.Merckel@leeds.gov.uk) and Simon Booker (Simon.Booker@leeds.gov.uk).
Peaceful Protests, Demonstrations, Rallies and Marches
Before organising a protest, demonstration, rally or march, or related activities please contact the West Yorkshire Police and inform them of your intended activity.
During police liaison please outline estimated size, proposed location/route, and any additional information with as much detail as possible to help the event take place safely.
Temporary Event Notice (TEN)
A temporary event notice can be used for the occasional sale of alcohol, regulated entertainment and the sale of hot food and drink (between 11pm and 5am). It can also be used to replace an existing premises licence should you wish to provide additional licensable activities or increase the hours of the licence for a limited time. However, irrespective of the size of the premises/event site, a temporary event notice is restricted to events that have occupancy of no more than 499 persons at any one time, which includes event staff and performers.
For events with a capacity of 500 persons or more, a premises licence will be required where it is proposed to carry on one or more licensable activities, such as, sale of alcohol, regulated entertainment and the sale of hot food and drink (between 11pm and 5am).
You can find further information and guidance on applying for a premises license and/or Temporary Event Notice (TEN) on the Alcohol and Entertainment page.
The GOV.UK: Entertainment Licensing page provides a useful overview for certain types of regulated entertainment and licence requirements.
For further information you can contact Entertainment Licensing on 0113 378 5029 or via email at email@example.com.