Welcome to East Suffolk Council’s Online Event Application System

Welcome to East Suffolk Council’s Online Event Application System
Events on Council Land
Welcome to East Suffolk Council’s Online Event Application System

Welcome to East Suffolk Council’s online permitting portal that simplifies the application process for events to be held on land owned by East Suffolk Council.

To create an account and start your application you can click on the ‘apply to hold an event’ button on the right-hand side of this page.
However, we would urge to read through the notes on this page, and the ‘Useful Documents’ to ensure you have all the information and guidance required to submit a successful application.


PLEASE NOTE:
WE MAY NEED TO SHARE YOUR DETAILS WITH EXTERNAL PARTNERS PLEASE EMAIL EVENTS@EASTSUFFOLK.GOV.UK BEFORE SUBMITTING YOUR APPLICATION.
NO ADVERTISING OF AN EVENT IS PERMITTED PRIOR TO EVENT APPROVAL BEING ISSUED BY THE EVENTS TEAM.
IF YOUR EVENT DATE IS LESS THAN 21 DAYS FROM APPLICATION DATE, YOUR APPLICATION MAY BE AUTOMATICALLY DECLINED.
IF YOUR EVENT APPLICATION IS INCOMPLETE 21 DAYS PRIOR TO THE EVENT DATE, THE APPLICATION IS LIKELY TO BE DECLINED. THIS REQUIREMENT INCLUDES THE SUPPLY OF COMPLIANT SAFETY CERTIFICATES FOR FUNFAIR RIDES OR EQUIPMENT OR SIMILAR. (The only exception may be if evidence of Organiser’s Liability Insurance renewal is pending, however current insurance information must be evidenced before the event start date).
Data Protection Statement
The Council uses Apply4 to provide our online event booking service. The information you supply during your application is being collected in accordance with our Terms and Conditions and will be used to assess your event application.
Any personal information submitted through the booking system is processed on the Councils behalf and may be stored or accessed in the United States of America, please see Apply4 Terms and Conditions for further information.
Your information will not be used for any other purpose without your consent, unless permitted by law. Your information will be shared as deemed appropriate with internal teams and external organisations to support and consult on your event such as your local town council, East Suffolk Services Limited, emergency services to assess and or approve your application and support the running of your event.
Your information will be retained from the end of your event for 6 years please current.
Data will be processed and held securely and in accordance with the UK General Data Protection Regulation and the Data Protection Act 2018 (and any updates).
Further information about data protection can be found on the East Suffolk Website.

Contact
If, for any reason, you would like to discuss your event or require assistance with the application process, then please contact the events team.
Telephone:     03330 162 000
Email:              events@eastsuffolk.gov.uk
Check List
During the application process, you will need to upload several documents relating to your planned event:

  1. An Event Management Plan
  2. Risk Assessment
  3. Site Plan
  4. Insurance Certificate
 
Additional documentation may be requested depending on the nature and complexity of your event.
Notice Period
To help ensure that there is sufficient time to assess your application, it is important to provide us with sufficient notice of your plans:
  1. Small Events (Less than 500 attendees per day)        = Three months’ notice
  2. Medium Events (500 to 2,999 attendees per day)    = Six months’ notice
  3. Large Events (Over 3,000 attendees per day)            = Nine months’ notice

If you are unable to provide a minimum of three months’ notice, then please contact the events team and we will be happy to discuss your needs.
Fees & Charges
Depending on the size of your event, and whether you or your organisation are organising an event for commercial or charitable purposes, there are fees and charges for the use of Council land. These can include an Application Fee, a Hire Charge, and in some cases, other additional charges which are calculated on a case-by-case basis.
Full details can be found here: Fees and charges | East Suffolk Council
Terms and Conditions
By applying to use Council land you agree to abide by our terms and conditions. Please make sure you read the document thoroughly as you will be bound by the conditions stated within this agreement, this includes all cancellation charges.