Planning a community event

If you're planning an event, there are some important requirements, so make sure you read the advice below in order to ensure it is successful and runs smoothly.

Do not underestimate how much of your and others’ time will be taken up in planning and organising an event.

Events

Licensing

You only need a licence if alcohol is being sold, if you're selling food after 11pm, if you are advertising your event outside the neighbourhood and/or you are charging for entry.

• Apply for a temporary event notice 
• Find out more about licences

Event location

The location must be suitable and adequate for what you want to do.

We have a variety of locations you can book and experienced staff who can help you with your planning, namely :

• community buildings or schools
• museums
• Hat Factory / Luton Culture buildings
• Active Luton weddings, conferences, parties and events
• town centre (including St Georges Square, Market Hill)

Health and safety

Any event on public property must be safe for everyone involved, and you will need to do a risk assessment considering who will be running and attending your event, the possible risks they face, and what you can do to minimise those risks. Advice on health and safety at events.
Finally, do not assume the police will be able to provide any support for your event - you must contact them to discuss it. See if you need to contact the police.

Environmental Health (noise)

Noise from outdoor events can sometimes disturb local residents. Read more on noise control at outdoor events.

Licensing (alcohol / music / food)

If you need to close a road for your event, you will need to apply to our Highways team at least 12 weeks prior to the event, and a fee will be payable. To discuss your requirements please phone Highways on 01582 510333. All events must be covered by a valid Public Liability Insurance policy, with a minimum of £5m cover. If your event involved outside contractors, they must have their own insurance. You will need to talk to an insurance company to arrange this and there will be a cost.

If you are holding an event where alcohol is available, music (live or recorded) and/or dancing is provided as entertainment, or food out of hours is provided (11pm to 5am), you may need a temporary event licence. You will also need a temporary event licence if you are arranging a charitable collection or there is gaming/gambling.
Some licences can take at least three months to process, and you may have to pay a fee.
Apply for a temporary event notice.

You can contact Licensing on 01582 546 040 or email [email protected]

Travel / highways

If you need to close a road for your event, you will need to apply to our Highways team at least 12 weeks prior to the event, and a fee will be payable. To discuss your requirements please phone Highways on 01582 510333.

Play Streets

If you’ve ever hosted a Street Party in the past then why not look into becoming a Play Street? Play Streets are all about making it easy for you and your neighbours to temporarily close your residential road to allow your children to play outside their homes safely, without worrying about busy traffic passing through.

This local approach is based on the Playing Out model as first championed by Playing Out and it has been successfully introduced to a number of busy, urban environments.
We are currently in the process of exploring how Play Streets will work in Luton – for more information please visit here or contact us on [email protected].

Insurance

All events must be covered by a valid Public Liability Insurance policy, with a minimum of £5m cover. If your event involved outside contractors, they must have their own insurance. You will need to talk to an insurance company to arrange this and there will be a cost.

Safety Advisory Group

Organisers of all large events, such as those with multiple venues or a large footprint, or including marches or processions, or protests, are usually invited to the Safety Advisory Group. Held once a month, usually in the town hall, the Safety Advisory Group is made up of representatives from Police, Fire, Ambulance and our own specialist departments. It exists to give advice to organisers, to ensure that all public events in Luton are safe and well run.

If you need to attend one of these meetings we will send you an invitation.

If you have any queries regarding the Safety Advisory Group, please email the Emergency Planning team, that runs the group at [email protected] or phone 01582 547124.