OFFICE USE ONLY
Event Ref:
Booking Officer:
Application Received:
HACKNEY COMMERCIAL STREET EVENT APPLICATION (OVER 100 ATTENDEES)
PART 1 - APPLICANT DETAILS:
Name of Hirer:
Company/Organisation:
Address:
Company Reg No:
Work No:
Mobile No:
Email:
Web Address:
PART 2 – PREVIOUS EVENT DETAILS
Has the event been previously held in Hackney or elsewhere?
No (Continue to part 3)
Yes (Complete all of part 2)
Previous event location/s:
Previous event date/s:
Number of people who attended: Adults:
Children:
Who was your LBH contact for the event?
Where there any residential/ business or Council complaints during or after the event?
No (Continue to part 3)
Yes (Complete the remainder of part 2)
Please give full details of the complaint, how it was resolved and any contact details of the complainers
PART 3 - PROPOSED EVENT DETAILS:
Please indicate the category/categories best fit your event
Community Event
Corporate Event
Fundraising Event
Family Gathering
Funfair/Circus
Wedding Reception
Commercial Ticketed Event
Art Installation
LBH Internal Event
Other
If you have selected ‘other’, please state exact purpose of your event below:
Name of Event:
Approx Numbers Expected: Adults:
Children:
Proposed Location/s:
Date for Set Up:
Set Up Times: Start:
Finish:
Date of Event:
Event Times:
Start:
Finish:
Date of Breakdown:
Event Times:
Start:
Finish:
PART 4 - EVENT ELEMENTS
Please tick if you are having any of the following:
First Aid
Temporary Toilets
Staging
(6.11 T&C’s)
(6.5.2 T&C’s)
(7.2 T&C’s)
Inflatable Equipment
Animals
Temporary Power
(6.7 T&C’s)
(6.13 T&C’s)
(6.9 T&C’s)
Refuse Removal
Stewarding
Water
(6.2 T&C’s)
(6.6 T&C’s)
(6.10 T&C’s)
Food Concessions
PA System
Alcohol
(6.6 T&C’s)
(6.14 T&C’s)
(7.5 T&C’s)
Marquees
Temporary Fencing
Security
Live Music
Market Stalls
Advertising
Please refer to the Terms and Conditions (T&C’s) for more details and legislative requirements
PART 5 - ENTRANCE ARRANGEMENTS
Is this a free event:
No
Yes
If Yes how will numbers of attendees be managed:
If No please complete the below:
Will tickets be pre sold?
No
Yes
No
Yes
If yes where/how will tickets be sold?
Will tickets be sold on the day?
What is your proposed ticket price?
How many discounted tickets will be available to Hackney residents?
How many free tickets will be available to Hackney residents?
Is this a charity event?
No (Continue to part 6)
Yes (Complete part 5)
Name of Charity:
Registered Charity Number:
Will all proceeds go to the nominated charity?
No (Complete part 5)
Yes (Continue to part 6)
Please provide full details of financial arrangements below:
PART 6 - LICENSING
Please tick if your planned event will include any of the following activities:
Live Music
Sale of Alcohol
Recorded Music
Dance
Film
Plays
Boxing/wrestling
Gaming
Special Treatments
(raffle, lotteries, bingo, tombola)
(massage, nail/beauty treatments)
If you ticked any of the above please contact the Licensing Service on 0208 356 2431 or
[email protected] for advice and guidance on these particular elements.
PART 7 – APPLICATION PROGRESSION
After receipt of the application the Events Manager will conduct initial internal and external consultations
with stakeholders, please allow a minimum of 5 working days for this consultation to take place.
Once the consultation is complete and if there are no major issues, you will be sent a provisional
approval letter outlining if you the Event Organiser will be required to attend a LBH HEAT (Hackney
Events Advisory Team) meeting.
The HEAT committee attendance is required for events that have the potential to have significant impact
on the community and/or environment; or require input and advice from a variety of authorities.
Regardless of the event being invited to attend HEAT or not, the letter will outline all the required
actions and documentation required for the application to move towards final approval.
No event is considered approved until the Events Manager issues a final approval letter, clearly
outlining any conditions particular to the approval agreement.
The event may not be advertised before the final approval letter has been received by the Event
Organiser.
PART 8 – APPLICATION DEADLINES
The amount of lead time required for event applications varies dependant on the scale and nature of the
event, please note applications received after the required deadline will not be processed




Major Scale (20,000 + audience) – 9 months prior to the event date
Large Scale (5,000 - 19,999 audience) – 6 months prior to the event date
Medium Scale (100 – 4,999 audience) – 3 months prior to the event date
Small Scale (1- 99 audience) – 4 weeks prior to the event date
PART 9 – SUBMITTING YOUR APPLICATION
As a minimum any proposed event in Hackney’s streets or open spaces are required to submit the
following documentation as an absolute minimum.
 Comprehensive Event Management Plan
 Site Plan
 Public Liability Insurance
 Completed risk assessment
All events invited to HEAT must submit the above documentation not less than 2 weeks prior to the
scheduled HEAT meeting.
For events not attending HEAT must submit the above documentation not less than 28 days before the
event date.
Wherever possible please complete and return this form via email to [email protected]
and copy in [email protected]
It is important that you include as much detail as possible as this will help us determine how we progress
your application
You are also welcome to submit other documentation with the application if you are in a position to do
this.
Please note that a range of useful guidance notes and templates are available for downloads on our
website http://www.hackney.gov.uk/street-parties
Please read sign and return our terms and conditions with your application form
PART 10 – CONTACT DETAILS
Kirsten Paterson
Event and Venues Management Team
Room 16, Stoke Newington Town Hall
186 Stoke Newington Church Street
London
N16 0JR
Tel: 0208 356 5211
Email: [email protected] copy in [email protected]
NOTES
1. Applicants are advised not to make firm arrangements for their event until approval of the
event is received.
2. The Council reserves the right at its absolute discretion to refuse any application without
being required to give reasons for its decision.
3. Applications received outside of the minimum required deadline timescales will not be
processed.
4. Signed Terms and Conditions must be submitted with this application form.
5. The application sign off process for medium, large or major scale events can take up to 8
weeks.
6. All businesses and residents in the surrounding areas of your proposed event must be sent a
letter outlining your proposed event and disruptions it may cause, the letter must include
Event Organiser contact details for questions or complaints to be submitted and the LBH
Event Manager contact details (above) must be copied into all correspondence received as
part of this consultation (this letter must be sent 7 days prior to the submission of your
application)
7. Templates can be found at http://www.hackney.gov.uk/street-parties