Park permits

Introduction

Before the Park Permit scheme was introduced, events of all sizes needed to apply for a full Event Site License - even if they were only small community events.

The Park Permit has been designed to enable small scale community events to be quickly assessed and permission for your event to proceed to be granted by our Safety Advisory Group. 

Your application will still need to demonstrate that your event will be safe and well managed, but it cuts out a lot of 'red tape' that simply doesn't apply to smaller events. 

Eligibility

The Park Permit is aimed at events that are: 

• Small not-for-profit community events
• Taking place outside the city centre
• Not advertised to the general public
• Expecting fewer than 200 attendees
• Not specifically aimed at children or vulnerable adults
• Not commercially-driven or marketing events

Please download the flowchart at the bottom of this page for a full list of eligibility criteria. 

Fees

Deposits

All events are subject to a deposit which is held in the event of grounds damage and subsequent re-instatement costs.  For small scale events in most cases a bond of £200 is requested in the form of a cheque made payable to ‘Bristol City Council’.
 
This cheque is held on file and will only be cashed if we have clear evidence that damage occurred to a Park or Open Space because of your event activity.  In the vast majority of cases the cheque is returned or destroyed without incident. 

Fees

The Fee for a park permit is £30 per event.

Insurance

All event organisers need to make sure they have Public Liability Insurance (PLI) before their event takes place.  

Event organisers should make sure insurance cover exists to indemnify them against civil litigation. This is referred to as Public Liability Insurance and details can be obtained from any reputable insurance company. A minimum cover of £5 million is required. 

Organisers are also advised to consider whether they may need cancellation insurance. 

Public liability insurance for smaller organisations

Public liability insurance for small voluntary organisations and community groups which costs less than £10 a month or £75 a year has been developed by Zurich Insurance in collaboration with sector support umbrella NAVCA and charity specialists Tennyson Insurance.

Some small community events may be eligible for cover under the Public Liability Insurance that Bristol City Council holds for a number of it's parks.  Please refer to the eligibility flowchart available to download at the bottom of this page. 

Please note:  the decision whether or not to offer cover under Bristol City Council's Public Liability Insurance is entirely at the Council's discretion.

Health and Safety

Even if your event is very small, as the organiser you still have a duty to ensure the safety of those participating.

As part of your application, you will need to submit a risk assessment for your event.  A template is available to download at the bottom of this page. 

Please also refer to the Health and Safety Executive's guide "Five Steps to Risk Assessment (pdf, 98 KB)".

Park use guidelines

General guidelines for the use of Bristol's Parks.

• Ensure all staff / volunteers must be fully briefed before the event and be aware of their role and responsibilities on the day.
   
• Ensure your visitors to your event know how best to arrive and where to go in the event of an emergency.
   
• High visibility jackets to be worn by key staff in the event of an incident or adverse weather conditions.
   
• All litter to be cleared and disposed off site by the event close.
   
• In the event that a barbeque is used (The Downs does not permit their use) please ensure barbeques are elevated away from the grass and hot coals are doused in cold water when leaving.  Do not leave hot coals or containers or any waste on site.
   
• Please ensure that all visitors are aware of Parking and where possible recommend public transport options.
   
• No Fireworks.
   
• The sale of Alcohol and Food is not permitted under this permit.
   
• Gazebos are permitted, however Marquees are not covered under this agreement.
   
• No vehicles to be driven onto grassed areas.
   
• The event will finish no later that 10:00 PM.
   
• No funfair rides are permitted on site.

This permit does not give exclusive rights of use, be considerate of other Park users at all times.

Full terms and conditions are available to download at the bottom of this page.  Please make sure you read them fully before completing your application for a Park Permit.

Returning your application

Your completed application form should be returned to Event Site Licensing.

All applications must include:

• Signed Application Form
• Site Map including an evacuation point in the event of an emergency
• Risk Assessment
• Names, date of birth of lost children steward(s)
• An outline of the roles and responsibilities held by your team of helpers / stewards on the day.  This must include a lost childrens steward

Where applicable:

Traffic Management Plan (for events in build up areas with limited parking)

Please ensure that your application form is complete and that all of the documents requested above are included at the time of submission: incomplete applications will be refused as the time scale for issuing the park permit is too short to chase any outstanding information.