Holding an event

Every year the borough of Ealing hosts a culturally diverse and varied calendar of events. These include funfairs, circuses, street parties, carnivals, processions, community and commercial events. You need to get the council’s permission to hold an event in the borough’s parks and open spaces, or on the streets.

Our events service is available to help guide you through the process. If you are new to organising events or would just like to talk through your ideas, please read the information provided and then get in touch if you have further questions by emailing ealing@theeventumbrella.com

What is an event?

Events are defined as:

• a gathering of 50 or more persons
• where infrastructure is brought to site
• where activities are proposed (licensable or other) which may be considered as an event for example music, catering, or coordinated activities
• the organiser intends to restrict access to the site, or an area within the site
• the organiser or attendees are attempting to raise funds or generate profit from the activity.
• the activity is intended to promote a product, organisation, business and so on

More information can be found in our events policy

There is a separate process for:

• fitness in parks
• street parties

Application process

Our event application stages flowchart explains the stages of the process and full details can be found in our supporting events policy

This process only applies to the use of council owned or managed land for the purpose of holding an event. Additional applications (where applicable) will be needed for any associated licences and street trading, or where traffic orders or parking restrictions apply.

Make an initial enquiry or notify of a change

We need to check that your proposal is viable before asking you to make a formal application. This is a requirement for all new events, or repeat events with significant changes. For example, we need to be sure that:

• you are applying through the correct process
• the land you want to use is managed by the leisure service
• the land you wish to hire is available on your proposed dates
• your proposal can be considered in line with our events policy
• any proposed changes can be accepted in principle (and to identify if further consultation is needed)

Please email the event service with the following information:

1. A few sentences to introduce your organisation and experience in delivering similar events.
2. A site map showing proposed site layout and location (and/or route map where applicable).
3. An overview of proposed activities that will be taking place at the event.
4. A summary of any proposed infrastructure to be brought to site (for example 2 marquees, 20 gazebos, 5 toilets, one stage).
5. A summary of proposed vehicles to be brought to site (during build/break and during live days).
6. Event dates and times including both the build/break and live phases (must include arrival/open/close/offsite dates and opening times).
7. Anticipated attendance: maximum expected per day (daily) and maximum expected at any one time (peak).
8. Event ticket fees (if applicable).

Application deadlines 

The completed application form and supporting documentation (including site plan, risk assessment and insurance documentation) must be submitted as follows: 

Fees and charges 

There will be fees and charges associated with an event application. The fees applicable to your specific event will be confirmed upon acceptance of your application.

How to apply

Apply to hold a park or street event