Alton Town Council Event Application Form Step 1 of 18 5% LinkedInThis field is for validation purposes and should be left unchanged.1.1 Event Name(Required)1.2 Name of event organiser(s)(Required)Person or people responsible for health and safety, noise control and overall running of the event on the day.1.3 Organisation applying and charity/business numberIf applicable1.4 Address for correspondence(Required) Street Address Address Line 2 City County / State / Region ZIP / Postal Code AfghanistanAlbaniaAlgeriaAmerican SamoaAndorraAngolaAnguillaAntarcticaAntigua and BarbudaArgentinaArmeniaArubaAustraliaAustriaAzerbaijanBahamasBahrainBangladeshBarbadosBelarusBelgiumBelizeBeninBermudaBhutanBoliviaBonaire, Sint Eustatius and SabaBosnia and HerzegovinaBotswanaBouvet IslandBrazilBritish Indian Ocean TerritoryBrunei DarussalamBulgariaBurkina FasoBurundiCambodiaCameroonCanadaCape VerdeCayman IslandsCentral African RepublicChadChileChinaChristmas IslandCocos IslandsColombiaComorosCongoCongo, Democratic Republic of theCook IslandsCosta RicaCroatiaCubaCuraçaoCyprusCzechiaCôte d'IvoireDenmarkDjiboutiDominicaDominican RepublicEcuadorEgyptEl SalvadorEquatorial GuineaEritreaEstoniaEswatiniEthiopiaFalkland IslandsFaroe IslandsFijiFinlandFranceFrench GuianaFrench PolynesiaFrench Southern TerritoriesGabonGambiaGeorgiaGermanyGhanaGibraltarGreeceGreenlandGrenadaGuadeloupeGuamGuatemalaGuernseyGuineaGuinea-BissauGuyanaHaitiHeard Island and McDonald IslandsHoly SeeHondurasHong KongHungaryIcelandIndiaIndonesiaIranIraqIrelandIsle of ManIsraelItalyJamaicaJapanJerseyJordanKazakhstanKenyaKiribatiKorea, Democratic People's Republic ofKorea, Republic ofKuwaitKyrgyzstanLao People's Democratic RepublicLatviaLebanonLesothoLiberiaLibyaLiechtensteinLithuaniaLuxembourgMacaoMadagascarMalawiMalaysiaMaldivesMaliMaltaMarshall IslandsMartiniqueMauritaniaMauritiusMayotteMexicoMicronesiaMoldovaMonacoMongoliaMontenegroMontserratMoroccoMozambiqueMyanmarNamibiaNauruNepalNetherlandsNew CaledoniaNew ZealandNicaraguaNigerNigeriaNiueNorfolk IslandNorth MacedoniaNorthern Mariana IslandsNorwayOmanPakistanPalauPalestine, State ofPanamaPapua New GuineaParaguayPeruPhilippinesPitcairnPolandPortugalPuerto RicoQatarRomaniaRussian FederationRwandaRéunionSaint BarthélemySaint Helena, Ascension and Tristan da CunhaSaint Kitts and NevisSaint LuciaSaint MartinSaint Pierre and MiquelonSaint Vincent and the GrenadinesSamoaSan MarinoSao Tome and PrincipeSaudi ArabiaSenegalSerbiaSeychellesSierra LeoneSingaporeSint MaartenSlovakiaSloveniaSolomon IslandsSomaliaSouth AfricaSouth Georgia and the South Sandwich IslandsSouth SudanSpainSri LankaSudanSurinameSvalbard and Jan MayenSwedenSwitzerlandSyria Arab RepublicTaiwanTajikistanTanzania, the United Republic ofThailandTimor-LesteTogoTokelauTongaTrinidad and TobagoTunisiaTurkmenistanTurks and Caicos IslandsTuvaluTürkiyeUS Minor Outlying IslandsUgandaUkraineUnited Arab EmiratesUnited KingdomUnited StatesUruguayUzbekistanVanuatuVenezuelaViet NamVirgin Islands, BritishVirgin Islands, U.S.Wallis and FutunaWestern SaharaYemenZambiaZimbabweÅland Islands Country 1.5 Address for billing (if different) Street Address Address Line 2 City County / State / Region ZIP / Postal Code AfghanistanAlbaniaAlgeriaAmerican SamoaAndorraAngolaAnguillaAntarcticaAntigua and BarbudaArgentinaArmeniaArubaAustraliaAustriaAzerbaijanBahamasBahrainBangladeshBarbadosBelarusBelgiumBelizeBeninBermudaBhutanBoliviaBonaire, Sint Eustatius and SabaBosnia and HerzegovinaBotswanaBouvet IslandBrazilBritish Indian Ocean TerritoryBrunei DarussalamBulgariaBurkina FasoBurundiCambodiaCameroonCanadaCape VerdeCayman IslandsCentral African RepublicChadChileChinaChristmas IslandCocos IslandsColombiaComorosCongoCongo, Democratic Republic of theCook IslandsCosta RicaCroatiaCubaCuraçaoCyprusCzechiaCôte d'IvoireDenmarkDjiboutiDominicaDominican RepublicEcuadorEgyptEl SalvadorEquatorial GuineaEritreaEstoniaEswatiniEthiopiaFalkland IslandsFaroe IslandsFijiFinlandFranceFrench GuianaFrench PolynesiaFrench Southern TerritoriesGabonGambiaGeorgiaGermanyGhanaGibraltarGreeceGreenlandGrenadaGuadeloupeGuamGuatemalaGuernseyGuineaGuinea-BissauGuyanaHaitiHeard Island and McDonald IslandsHoly SeeHondurasHong KongHungaryIcelandIndiaIndonesiaIranIraqIrelandIsle of ManIsraelItalyJamaicaJapanJerseyJordanKazakhstanKenyaKiribatiKorea, Democratic People's Republic ofKorea, Republic ofKuwaitKyrgyzstanLao People's Democratic RepublicLatviaLebanonLesothoLiberiaLibyaLiechtensteinLithuaniaLuxembourgMacaoMadagascarMalawiMalaysiaMaldivesMaliMaltaMarshall IslandsMartiniqueMauritaniaMauritiusMayotteMexicoMicronesiaMoldovaMonacoMongoliaMontenegroMontserratMoroccoMozambiqueMyanmarNamibiaNauruNepalNetherlandsNew CaledoniaNew ZealandNicaraguaNigerNigeriaNiueNorfolk IslandNorth MacedoniaNorthern Mariana IslandsNorwayOmanPakistanPalauPalestine, State ofPanamaPapua New GuineaParaguayPeruPhilippinesPitcairnPolandPortugalPuerto RicoQatarRomaniaRussian FederationRwandaRéunionSaint BarthélemySaint Helena, Ascension and Tristan da CunhaSaint Kitts and NevisSaint LuciaSaint MartinSaint Pierre and MiquelonSaint Vincent and the GrenadinesSamoaSan MarinoSao Tome and PrincipeSaudi ArabiaSenegalSerbiaSeychellesSierra LeoneSingaporeSint MaartenSlovakiaSloveniaSolomon IslandsSomaliaSouth AfricaSouth Georgia and the South Sandwich IslandsSouth SudanSpainSri LankaSudanSurinameSvalbard and Jan MayenSwedenSwitzerlandSyria Arab RepublicTaiwanTajikistanTanzania, the United Republic ofThailandTimor-LesteTogoTokelauTongaTrinidad and TobagoTunisiaTurkmenistanTurks and Caicos IslandsTuvaluTürkiyeUS Minor Outlying IslandsUgandaUkraineUnited Arab EmiratesUnited KingdomUnited StatesUruguayUzbekistanVanuatuVenezuelaViet NamVirgin Islands, BritishVirgin Islands, U.S.Wallis and FutunaWestern SaharaYemenZambiaZimbabweÅland Islands Country 1.6 Phone Number(Required)Prior to event1.7 Phone Number(Required)During event1.8 Email(Required) Enter Email Confirm Email 2.1 Event Start Date(Required) DD slash MM slash YYYY 2.2 Event Finish Date(Required) DD slash MM slash YYYY 2.3 Event Start Time(Required) Hours : Minutes 2.4 Event Finish Time(Required) Hours : Minutes 2.5 Event Set Up Date(Required) DD slash MM slash YYYY 2.6 Site Access Time(Required) Hours : Minutes 2.7 Site Vacate Date(Required) DD slash MM slash YYYY 2.8 Site Vacate Time(Required) Hours : Minutes 3.1 Location of event(Required)Please contact Alton Town Council’s events team to check the suitability of the site for your event and the availability for your preferred date before submitting this form. Please note we can only grant permission for events on Town Council owned land. Anstey Park (GU34 2NB) Diggers Field at Anstey Park (GU34 2NB) Jubilee Playing Fields (GU34 1RF) Charles Reed Pavilion at Jubilee Playing Fields (GU34 1RF) Market Square (GU34 1HD) Public Gardens (GU34 1EN) Skate Park at Jubilee Playing Fields (GU34 1RF) The Assembly Rooms Lawn (GU34 1BA) The Butts (GU34 1RD) Flood Meadows Kings Pond Other (please note we can only grant permission for events on Town Council owned land) 3.2 Site Plan(Required)You will need to provide a site plan of the site detailing the locations of key infrastructures for your event e.g. portable toilets, skip for rubbish, first aid point, car parking, PA system, attractions (bouncy castles, fair rides etc.) Yes, please send me a site plan No thank you, I already have a site plan 3.3 Site PlanPlease upload your site plan if you have one. Drop files here or Select files Accepted file types: jpg, gif, png, pdf, doc, docx, Max. file size: 128 MB. 4.1 Event Description(Required)Please give a description of the event and how visitors take part? e.g pre-booked tickets, tickets purchasable on the day, private event, public free to attend event4.2 How many people do you expect at the overall event?Including staff, traders & visitors4.3 What is the maximum number of people you expect to be in attendance at any one time?Visitors and participants 5.1 What type of event are you holding:(Required)Please tick all that apply Commercial event Not for profit event Religious/celebration Unregistered charity event Registered charity event (please provide number below) If your event is for a registered Charity, please provide the charity number.5.2 If it is a charity event will all income raised go to the charity concerned?(Required)Please Note: If you are raising money on behalf of a registered charity, proof of donation and partnership with associated charity is required. Yes No 5.3 Audience age and profile:Please tick all that apply Families All ages, not in family groups Mainly adults Mainly young people/adults (16-30 years) Mainly elderly Work colleagues Work colleagues and their families 6.1 Please let us know if you will are planning any of the following activities/attractions at your event:Please tick all that apply Bouncy castles or inflatables Fairground Rides Animals (dog show, petting zoo/farm, horse and carriage rides etc.) Sports Extreme entertainment (e.g. fire shows, acrobatics, stilt walkers, bike stunts etc.) Live Music or Recorded amplified music PA announcements Marquee Staging Generators Gazebos Vehicles moving on site during the event Vehicles parked on site during the event 6.2 Activities/Attractions descriptionIf you have ticked any of the above please give detailed description of what you are planning, including clearly stating their location on the site and timings etc. 7.1 Does your event include any of the following licensable Activities. If this section does not apply to your event, please go to section 8The above activities may require authorisation from the East Hampshire District Council’s Licensing Team. Please visit their website – {https://www.easthants.gov.uk/licensing/making-licensing-application/alcohol-and-entertainment-licences/temporary-event-notice} to complete an application. Plays or films Live/recorded music Performance of dance Sale or provision of alcohol Provision of late night refreshment (hot food/drink between 11pm-5am) Gambling (e.g betting, bingo, lottery, raffle) 7.2 FilesIf applicable please provide a copy of your TEN (Temporary Event Notice) from East Hampshire District Council by email to *protected email* PLEASE NOTE: Your event cannot go ahead without proof of Licences having been granted. Drop files here or Select files Accepted file types: jpg, gif, png, pdf, doc, docx, Max. file size: 128 MB. 8.1 Will you be using a public address (PA) system?If your event is not having live/recorded music or a PA system then please proceed to section 9. Yes No 8.2 Start time of live or recorded musicOut of courtesy for the neighbouring residents Alton Town Council has a strict NO NOISE curfew after 11.00pm and before 7.00am, this includes music, PA announcements, the movement of vehicles and the setting-up and clearing away of events. Hours : Minutes 8.3 Finish time of live or recorded music Hours : Minutes 8.4 Sound engineer – Company name8.5 Main Contact First Last PhoneWebsite 8.6 Type and size of sound system to be used and the impact of noisePlease provide a brief description of the sound system to be used. You must consider the impact of noise on neighbours at your event. Please provide a brief description of the measures taken to control noise to prevent public nuisance and details of any off site monitoring points. Please Note: For larger events you may be expected to supply a Noise Management Plan8.7 FilePlease provide a copy of your Noise Management Plan (if required) or email a copy to *protected email* Drop files here or Select files Accepted file types: jpg, gif, png, pdf, doc, docx, Max. file size: 128 MB. 9.1 Are you having any catering (food and drink) at your event? Please note: The council prefers clean energy such as solar powered electricity as part of its desire for events in the town to be carbon neutral. The council understands that currently this may not be possible due to cost and manufacturing and therefore permits the use of generators at events. Open flame BBQ’s and fires are not permitted. Yes No 9.2 File Drop files here or Select files Accepted file types: jpg, gif, png, pdf, doc, docx, Max. file size: 128 MB. Please upload catering providers Food Standards Agency National Food Hygiene Score certificate (if available) Food Hygiene Certificate, and Public Liability Insurance. Or email them to *protected email*. 10.1 How will litter and waste produced at the event be managed?(Required)Alton Town Council DOES NOT provide waste disposal services for any events. The hirer is responsible for the removal of all waste generated at their event from the site at the end of their event. It is not permitted to use Alton Town Council on site litter bins or to stack up waste next to the bins. A refundable deposit may be taken by Alton Town Council at the time of booking for all events with anticipated attendance of over 500 people. If the site is left clear of waste at the conclusion of the event your deposit will be returned. If the site is not left clean, tidy and litter free the cost of additional site cleaning services will be charged against the deposit, and part (or none) of the deposit will be returned. 10.2 Will you be hiring a skip?If yes, you will need to apply for permission to ensure that its positioning is approved and provide details of the company you are using by emailing *protected email* Yes No 10.3 Are you using a third party organisation to manage your litter and clear up after your event? Yes No FileIf yes, you will be required to provide the following: A copy of your waste carriers licence Waste Transfer Notes Evidence of Commercial Contract Drop files here or Select files Accepted file types: jpg, gif, png, pdf, doc, docx, Max. file size: 128 MB. 10.4 What type of toilet facilities will you be providing for your event?E.g. hiring in portable toilets or an agreement to use private club facilities on site. Please note: You cannot rely solely on Public Toilets on/near the site as they cannot guaranteed them to be open/in working order.10.5 Number of toilets and number of accessible toilets and baby changing facilities? 11.1 Would you like to request a water supply for your event? (Only available at Anstey Park and The Butts)Please note: Access to water and/or electricity must be approved by Alton Town Council in advance of confirmation of your event and a charge will be levied for such provision. Yes No 11.2 If yes, please provide a brief description of what the water will be used for11.3 Would you like to request a electricity supply for your event? (Only available at Anstey Park and Public Gardens)Please note: Access to water and/or electricity must be approved by Alton Town Council in advance of confirmation of your event and a charge will be levied for such provision. Yes No 11.4 If yes, please provide a brief description of what the electricity will be required forPlease note: The council prefers clean energy such as solar powered electricity as part of its desire for events in the borough to be carbon neutral. The council understands that currently this may not be possible due to cost and manufacturing and therefore permits the use of generators at events. 12.1 Medical Provision – If applicableCompany Name12.2 Main Contact First Last PhoneEmail Website 12.3 Number of first aiders attending12.4 Number of paramedics attending 13.1 Fire safetyPlease tick all that apply to confirm you have considered the following as part of your event planning. Fire warning Means of escape Fire marshalls Firefighting equipment Access for fire appliances Arson Assembly points Fire risk assessment Is your event within 150m of hard standing capable of supporting a Fire Appliance (12.5 tonnes) Select AllFile uploadPlease email all required documentation to *protected email* or upload at least 14 days in advance of your event, if you have any questions please contact our events team who will be happy to help. Drop files here or Select files Max. file size: 128 MB. 14.1 Do you wish to erect bunting/banners/posters on the highway?Please visit Hampshire County Councils website www.hants.gov.uk/transport/licencesandpermits Yes No 14.2 Traffic ManagementPlease consider the impact your event may have on everyday traffic, transport or parking. Please provide details of your plans, for example visitors queuing to get into the event obstructing everyday traffic from continuing their usual journey or visitors parking up on the side of the carriageway due to lack of event parking.14.3 Will your event require a closure of a public highway? Please consider any other temporary traffic regulation order, or implementation of parking restrictions. Road Closure License must be applied for from EHDC – www.easthants.gov.uk/licensing/making-licensing-application/road-closures-public-celebrations-and-events Yes No File uploadPlease email all required documentation to *protected email* or upload at least 14 days in advance of your event, if you have any questions please contact our events team who will be happy to help. Drop files here or Select files Max. file size: 128 MB. 15.1 Compulsory documentation required for every event at time of application: (please tick all) Public Liability Insurance Certificate (minimum £10 million cover for events over 500 people) Risk Assessment Site Plan File uploadPlease email all required documentation to *protected email* or upload at least 14 days in advance of your event, if you have any questions please contact our events team who will be happy to help. Drop files here or Select files Accepted file types: jpg, png, pdf, Max. file size: 128 MB. 15.2 Event specific documentation:Our events team will notify you if you will be required to provide any of the below event specific documentation based on information provided in your application. ESMP Event Safety Management Plan Fire Risk Assessment Employer’s Liability Insurance Certificate Product Liability Insurance Certificate Supplier/Contractors Liability Insurance – public Supplier/Contractors Liability Insurance – product Contractors Fire Risk Assessment COSHH Assessment PIPA or ADIIPS Certificate (for inflatable equipment) ADIPS Certificate (for mechanical amusement rides) Please tick to confirm you have read the above 16.1 Hire of council land for events (Please tick the option relevant to your event)Booking cancellations fee (% of booking price) 20% 1 month prior to event 50% 1 week prior to event 100% less than 1 week Corporate, Commercial and Market Events (£200 per day) Charity/Community/Church/Education Group Events (Free of charge) Hot air balloon (£50 per launch) Standpipe hire and water supply rate (£20.00 per day) Electric supply rate (£20 per day) 17.1 Agreement and acceptance of terms and conditions(Required)Please tick below to accept terms and conditions. I have read and agree to the Event Hire Terms and Conditions document (https://www.alton.gov.uk/wp-content/uploads/2025/06/Events-Hiring-Terms-and-Conditions-2025.pdf). I will provide all compulsory documentation and any additional supporting documentation requested by the events team at least 14 days in advance of my event and understand that my event is not confirmed until ATC has acknowledged receipt of everything. I will ensure that the site is left as found, if not I accept that costs for ground repair may be charged by ATC. I agree to the site hire fee and any charges applicable to my event (see section 16) I confirm that all the information I have provided is correct at the time of application and if anything changes I will inform the events team by emailing support@alton.gov.uk Select All Signed by:(Required) First Last Date(Required) MM slash DD slash YYYY Website
