Planning an event
Chesterfield welcomes well-organised and safe events, our guidance below is to help make sure you deliver a fun but safe event.
As an organiser, you are responsible for the planning, organisation and operation of your event. You must ensure that your event meets all necessary health and safety, food safety, licensing, and COVID-19 legal requirements and guidance.
Chesterfield Borough Council organises and supports a wide variety of events all year across Chesterfield including fairs, pop concerts, festivals, markets, fun runs, family fun days, car rallies, walks etc.
The council can only give permission for events taking place on land it owns, some of the areas you can hold your events include:
- One of our parks or green spaces such as Queen’s Park, Eastwood Park, Loundsley Green playing field, Holmebrook Valley Country Park, Stand Road Park amongst others.
- The Town Centre including Market Place, Rykneld Square and New Square. Please note that Chesterfield Borough Council does not operate Vicar Lane or St James’s Square, to enquire about holding your event in these areas please contact Vicar Lane Shopping Centre.
The council also operates The Pomegranate Theatre, The Winding Wheel Theatre, Hasland Village Hall and the Assembly Rooms. If you are looking for an indoor space to hold your event then contact Chesterfield Venue Hire.
Chesterfield Museum is also run by the council, to enquire about holding an event here please contact the Museum team.
Event enquiry form
Our teams will be happy to help you with guidance and advice along the way. In the first instance please download and complete the event enquiry form.
For events taking place at one of our parks or green spaces then return the form to email@example.com. For events in the town centre send the form to firstname.lastname@example.org.
Existing event application process
Once received the event will be assessed in line with our, existing event application process, where the event has taken place before, or the organiser has delivered similar events on council owned land.
New event application process
Events which haven’t taken place previously on council owned land will be assessed in line with the new event application process. You can find out what information you will be asked to provide, and when, by looking at the application process relevant to your event.
Use of some spaces for certain events may incur a fee.
To help you with organising your event, the Government’s ‘can do’ guide to organising a voluntary event is a useful resource. Further guidance documents can be found on the Derbyshire Prepared website and will help you organise your event safely.
For all events you should be looking to:
The list above is the minimum amount of documentation required for your event to take place on council land.
It may also be necessary for there to be a legal agreement in place for your event.
Things to consider when planning your event
In relation to COVID-19, Chesterfield Borough Council will expect the following areas to have been considered:
- Large public gatherings and publicly advertised events will need to be considered by the Derbyshire Event Safety Advisory Group (DESAG) and be accepted by all relevant parties which is why the Derbyshire Prepared registration is essential
- Public Health requirements and associated Coronavirus legislation
- Appropriate public liability insurance in relation to COVID-19
- Public safety
- Reputational risks to the organisers and landowner
- Impact of a spike in COVID-19 cases on the event with suitable mitigation in place
- Any requirements for tracking and tracing purposes
- Social distancing protocols
- Appropriate first aid cover
- How to control numbers at the event this will include marketing methods, ticketing etc
- The impact of alcohol on the behaviour of attendees and ways to make sure attendees follow 'safe social distance' as required
- The safe delivery of an orderly and, wherever possible, socially distanced emergency site evacuation
- Ingress and Egress areas to ensure they can accommodate expected numbers in a safe and potentially socially distanced manner
Up to date guidance for event organisers in relation to COVID-19 can be found online at The Purple Guide, Events Industry Forum and the UK Government.
If you are collecting for a charity, you may need a street collection permit.
Find out more and apply for a street collection permit.
You might be holding a prize draw, bingo or other form of gambling at your event.
See our gambling page for more details about permissions you may need.
Our teams are on hand to provide more information and guidance.
For events in parks and green spaces contact our Green Spaces team 01246 345123 or email@example.com.
For events in the town centre call the Markets team on 01246 345999 or firstname.lastname@example.org.