Voluntary Action Centre, Kingsland Square, St. Mary Street, Southampton, Hants, SO14 1NW
Phone: 023 8022 8291 Fax: 023 8022 2929
Website: www.southamptonvs.org.uk
SVS Guide to Holding an Event
Events usually involve some sort of public gathering, e.g. public meetings, fêtes,
street parties, fundraising events and can often involve the hiring of premises, the
sale of food/drink, provision of music etc. There are resulting practical and legal
implications.
An event of any kind involves a great deal of planning and preparation. These are
listed under two sections: practical considerations and, laws and licences and
include some of the considerations you need to keep in mind when planning any kind
of event.
1: Practical Considerations
These would apply to all types of event.
 Does our Governing Document (Constitution etc) make any restrictions on the
kind of event we may hold? Does what we plan to do fit in with our stated
purpose and the powers to carry out that purpose? If you act outside the
powers of your Governing Document you could be breaking a law, or be in
breach of trust.
 What will the benefit to our organisation be and is it worth it? Benefits might
include team building, getting new people to visit a community building,
recruiting new members, publicity as well as raising money.
 Have we got a budget for the event?
 Are there any initial costs? How will we cover these? How would we cover a
deficit if the event is not successful and cost more than it would raise?
 Who will the event be aimed at? How will we publicise it to this group?
 How big will the event be? Does it need to certain number of people to cover
costs?
 When will the event be? Are there any (similar) events that we need to ensure
we don’t clash with- or events we can collaborate with? Try checking SVS
Mailings and also the Southampton City Council events website
http://www.southampton.gov.uk/news/events.aspx
 Do we have enough people/staff/volunteers to organise/run the event?
 Where will the event be? Is it accessible physically and geographically to the
group we want to aim at? Is the venue available? What will the venue cost?
Have we booked the venue before we do any publicity?
 Do we have appropriate insurance? Have we done a written risk assessment?
Have we reviewed this as our plans evolve/ develop to ensure both the risk
assessment and insurance are complete.
 Are there any relevant laws or do we need any special licences/permissions?
promoting voluntary action
Reg. Charity No. 1068350 Company No. 3515397 Limited
Voluntary Action Centre, Kingsland Square, St. Mary Street, Southampton, Hants, SO14 1NW
Phone: 023 8022 8291 Fax: 023 8022 2929
Website: www.southamptonvs.org.uk
2: Laws
There are different legislations depending on the type of event that you wish to hold.
Public meetings
There may be local by-laws requiring the Local Authority (contact the licensing
department) or the Police (Local Area Police Inspector) to be informed of a meeting
in a public place, (inside or outdoors). The police may impose conditions for safety
reasons if they feel it necessary.
Contact Southampton City Council licenses
Telephone: 023 8083 3002
Email: [email protected]
Police contact http://www.hampshire.police.uk and follow the links to local police
Telephone 101 and ask for your local area police inspector.
March/Procession
If you are organising this type of event then you must inform the local Police of the
proposed date, route, starting time and at least one organiser of the event at least 6
days before the event is due to occur. Discuss your proposal with your local area
Police Inspector (see public meetings for contacts) several months in advance. If
you are playing music, even the radio or a C.D. which you own, you may need a
Performing Rights licence or a Phonographic Performance licence (see ‘Licences’
below).
Festival/Party
These events must abide by the same rules as for public meetings above. If food is
to be prepared/ sold then food hygiene laws must be checked and complied with. If
alcohol is to be served or sold then local licensing laws must be applied. If you
supply alcohol free at an event, but charge an entry fee then your event will come
within local licensing laws. You can apply for a temporary events licence (TENs)
from Southampton City Council /licences (see licences below). If you are playing or
performing music (even playing the radio) copyright law, relating to the performance
of music, may also apply. Contact the Performing Rights Society and /or
Phonographic Performance Limited (see Licences below).
Gambling/Gaming
The Gambling Act 2005 defines a lottery as ‘a distribution of prizes by chance’.
There are three categories under the act:
1. Small events (one off events) which spend no more than £100 on expenses
for the event (i.e. tickets) do not need to register.
2. Private lotteries which are held by and for a defined group of people do not
usually need to register. Sweepstakes or draws held in the workplace or
raffles held as part of a dance etc do not need to register. You may use
cloakroom tickets if they are only sold and drawn at the event.
promoting voluntary action
Reg. Charity No. 1068350 Company No. 3515397 Limited
Voluntary Action Centre, Kingsland Square, St. Mary Street, Southampton, Hants, SO14 1NW
Phone: 023 8022 8291 Fax: 023 8022 2929
Website: www.southamptonvs.org.uk
3. Society Lotteries with proceeds in a single lottery over a certain amount or
cumulatively over the year may need to register with the Gambling
Commission. Lotteries or scratch-cards may need to register if substantial
amounts are raised.
Website: www.gamblingcommission.gov.uk
Email: [email protected]
Tel: 0121 230 6666
promoting voluntary action
Reg. Charity No. 1068350 Company No. 3515397 Limited
Voluntary Action Centre, Kingsland Square, St. Mary Street, Southampton, Hants, SO14 1NW
Phone: 023 8022 8291 Fax: 023 8022 2929
Website: www.southamptonvs.org.uk
3: Licences
The Licensing Act 2003 replaces a number of previous acts and certificate schemes
(Licensing Act 1964, Theatres Act 1968, Late Night Refreshment Houses Act 1969
etc). Please see www.southampton.gov.uk/licensing for additional information.
Entertainment and Late Night Refreshment
The Licensing Act 2003 came into full effect on 24th November 2005, requiring
anyone selling or supplying alcohol, or providing regulated entertainment or late
night refreshment to hold a premises licence or club premises certificate or
temporary event notice. The penalty for not doing so is severe; a maximum £20,000
fine and/or up to six months imprisonment. In addition, anyone authorising alcohol
sales must hold a personal licence (or have a given TEN- see temporary events
below).
Drinking in Public Places
From 3rd May 2007 the whole of the city of Southampton became a drinking
controlled area under a Designated Public Places Order (DPPO). This means that in
addition to any licences, if you serve alcohol, or allow your customers to consume
alcohol outside your premises in a public place you must either have that area
clearly marked in your premises licence or have consent for tables and chairs on the
highway from Southampton City Council Highways team (phone 023 8083 2039).
Temporary Event Notices (TENs)
The Licensing Act 2003 provides for a temporary event notice (a TEN) to be given to
allow any of the licensable activities to take place, subject to restrictions below, for
any event. You must be at least 18 to apply for a TEN. Only individuals can apply,
not organisations. Fees are £21.
See (https://www.gov.uk/temporary-events-notice) for full information
Your event must:


Have fewer than 500 people at any one time – including staff running the
event
Last no more than 168 hours/7 days
Telephone: 023 8083 3002
Temporary event notices (TENs) can be given to permit any or all of the following:
1) The sale of alcohol
2) The supply of alcohol to members of a registered club
3) Entertainment which is defined as:
a) a performance of a play
promoting voluntary action
Reg. Charity No. 1068350 Company No. 3515397 Limited
Voluntary Action Centre, Kingsland Square, St. Mary Street, Southampton, Hants, SO14 1NW
Phone: 023 8022 8291 Fax: 023 8022 2929
Website: www.southamptonvs.org.uk
b)
c)
d)
e)
f)
g)
h)
an exhibition of a film
an indoor sporting event
a boxing or wrestling entertainment
a performance of live music
any playing of recorded music
a performance of dance
entertainment of a similar description to that falling within paragraphs (e), (f)
or g), where the entertainment takes place in the presence of an audience
and is provided for the purpose, or for purposes which include the purpose, of
entertaining that audience
i) facilities for making music
j) facilities for dancing
k) entertainment of a similar description to that falling within paragraphs (i) or (j)
4) provision of late night refreshment - hot food or hot drink at any time after 23:00
or before 05:00
TENs are subject to limits on the number of such notices which can be given by an
individual or for specific premises.
Performing Rights Society (PRS):
A PRS licence is needed if any kind of dancing, music, film, theatre or sporting event
is to be held or music, including radio, through the internet or a cd which you own, is
played in public. Your workplace is a public place.
PRS is a non profit-making organisation which distributes money to composers and
publishers.
Telephone
0800 068 48 28 (if you run a business)
0845 300 6033 (If you run live events or venues)
Website: http://www.prsformusic.com/Pages/default.aspx
Phonographic Performance Licence (PPL)
A PP Licence is needed wherever recorded music or music videos are played in
public. Owning a C.D does not give you the right to play it in public places, including
your workplace. Phonographic Performance Limited is a non profit making
organisation which distributes money to performers and record companies.
Telephone 020 7534 1000
Email [email protected]
Website: www.ppluk.com.
promoting voluntary action
Reg. Charity No. 1068350 Company No. 3515397 Limited
Voluntary Action Centre, Kingsland Square, St. Mary Street, Southampton, Hants, SO14 1NW
Phone: 023 8022 8291 Fax: 023 8022 2929
Website: www.southamptonvs.org.uk
5: Further Help
Southampton Voluntary Services
Voluntary Action Centre
Kingsland Square
St. Mary Street
Southampton
SO14 1NW
Telephone: 023 8022 8291 and ask for a Development Worker
Website: http://www.southamptonvs.org.uk
Southampton City Council Licensing Team
www.southampton.gov.uk/licensing
Telephone: 023 8083 3002
Email: [email protected]
Departure for Culture Media and Sport:
https://www.gov.uk/government/publications/temporary-event-notice-guidance-notes
:
Disclaimer - SVS does not represent or guarantee that the information on this briefing is accurate,
complete or up to date. SVS does not accept liability for any loss, damage or inconvenience due to
the use of; or the inability to use any information contained in this briefing. Visitors who use this
briefing and rely on any information do so at their own risk.
Last Updated August 2014 SV
promoting voluntary action
Reg. Charity No. 1068350 Company No. 3515397 Limited