Do you want to hold an event on our land including Clacton's Town Square?

Hold an event on Tendring District Council land

We welcome events that support community life, attract visitors and contribute to Tendring’s economy and wellbeing.

Events on Council land support Tendring District Council’s Corporate Plan priorities, including strengthening the local economy, supporting vibrant town centres and enhancing community wellbeing.

All events on Council-owned land must be planned and delivered safely, in line with legal requirements and Council policy.

Where you can hold an event

Clacton Town Square

Clacton Town Square is a key town centre location offering high footfall and strong public engagement, making it an ideal setting for events aimed at reaching a wide audience.

If you want to use the Town Square, you must complete an application form.

The key objective of hiring space in the Town Square is to attract and retain footfall in Clacton Town Centre, creating a vibrant and engaging experience for shoppers.

We encourage events that:

• Increase footfall
• Enhance the visitor experience
• Support local businesses

We particularly welcome events that are:

• Family-friendly
• Inclusive
• Positive for the town centre environment

Please note: bookings are not taken for religious or political events.

Other Council land

You can also apply to hold events in other Council-owned spaces, including:

• Harwich Green
• Cliff Park, Harwich
• Bathhouse Meadow, Walton
• Low Road Recreation Ground
• Vista Road Recreation Ground
• Eastcliff Recreation Ground
• West Greensward, Clacton

You must complete an application form for all locations.

Before you apply

Your responsibilities

As the event organiser, you have a legal duty of care. You are responsible for planning, managing and delivering your event safely.

This includes:

• Protecting the safety of attendees, staff and contractors
• Meeting all legal and licensing requirements
• Managing the event before, during and after it takes place

You must complete appropriate risk assessments and planning documents.

Event size categories

Events are grouped by size:

Small events: Under 500 attendees

Medium events: 500 to 2,000 attendees

Large events: Over 2,000 attendees

The size of your event affects:

• How much notice you must give
• What documents you must provide
• Whether your event is reviewed by the Safety Advisory Group

Application timescales

Small events: Minimum 8 weeks notice

Medium events: Minimum 3 months notice

Large events: Minimum 6 months or more

You should contact the Council as early as possible, especially for medium and large events.

What you need to provide

Event Management Plan

You may need to submit an Event Management Plan (EMP). This is required for large events and may also be requested for smaller events.

Your EMP should include:

• Risk assessments
• Site plans
• Crowd management arrangements
• Emergency and evacuation procedures
• Medical provision
• Safeguarding arrangements
• Security and stewarding
• Traffic and transport management
• Waste and sustainability plans

Insurance requirements

You must provide evidence of:

• Minimum £10 million Public Liability Insurance
• Minimum £10 million Employer’s Liability Insurance (where applicable)
• Minimum £5 million Professional Indemnity Insurance (where applicable)

Licences and permissions

Depending on your event, you may need:

• A Temporary Event Notice (TEN) or Premises Licence
• Road closures or traffic management approval
• Food hygiene approvals
• Permissions for structures or entertainment

Contact the Council’s Licensing Team for advice.

Safety Advisory Group (SAG)

Medium and large events, or events with higher risk, may be reviewed by the Safety Advisory Group (SAG).

The SAG includes representatives from:

• Police
• Fire and Rescue Service
• Ambulance Service

Council services

The SAG provides advice to help ensure events are safe. You remain responsible for delivering the event.

Martyn’s Law (Protect Duty)

You should be aware of the proposed Martyn’s Law (Protect Duty), which aims to improve public safety and preparedness at events and public venues.

Event organisers are expected to consider appropriate and proportionate security measures as part of their planning, including:

• Identifying and assessing potential risks to attendees
• Having clear emergency and incident response procedures
• Ensuring staff and volunteers are appropriately briefed
• Considering how to respond to and communicate during an emergency

The level of planning should be proportionate to the size, nature and risk of your event.

For larger or higher-risk events, these considerations should form part of your Event Management Plan and may be reviewed through the Safety Advisory Group process.

How applications are assessed

Your application will be assessed based on:

• Public safety and risk management
• Your ability to plan and deliver the event
• Impact on residents, businesses and the environment
• Traffic and infrastructure implications
• Safeguarding and accessibility arrangements

Sustainability

We encourage all events to:

• Minimise environmental impact
• Reduce waste
• Protect open spaces
• Support the local economy
• Promote sustainable travel

Apply to hold an event

To apply:

1. Complete the Event Application Form
2. Submit all required documents
3. Apply within the correct timescales

How to apply

The following forms and guidance can be found by clicking the links below.

Event application form

Event guidance notes and Event guidance notes checklist: This gives general advice regarding the safety considerations when arranging any type of event.

Terms and conditions: Please ensure that you can comply with all the terms and conditions, where applicable.

Useful contacts

More information regarding Risk Assessment can be obtained from the Health and Safety Executive: www.hse.gov.uk

Requests for road closures should be made to the Parking Enforcement Officer: parkingservices@tendringdc.gov.uk

Requests for street collections should be made to the Licensing Officer: licensingsection@tendringdc.gov.uk to include and T.E.N Temporary Entertainment Notices.  

For advice on food health and safety please contact an Environmental Health Officer: fhsadmin@tendringdc.gov.uk

Advice on planning a street party

Martyn’s Law Factsheet 

Promote your event

You can also submit your event, free of charge to be considered for inclusion on our “What’s On” listing. Visit our What's On page to find out how to submit a request for your event to be included.