[Southampton City Council Temporary Events Notice
Everardo Laboy
Temporary Event Notices (TENs) are not a licence, but a system for self-authorisation of any or all of the licensable activities (sale or supply of alcohol, regulated entertainment and late night refreshment) at a small event for a short period of time.
The calculation of the required period of notice therefore excludes Saturdays, Sundays, Christmas Day, Good Friday, bank holidays, the day of service of the notice and the day (or first day) of the event. This period of notice is specified in law and there is no discretion to accept a shorter period of notice in any circumstances. "Working day" is clearly defined in section 193 of the Licensing Act 2003
Remember: When submitting an electronic temporary event notice via the below tab, the applicant is required to check there are sufficient working days notice of application as per section 104 (1) of the Licensing Act 2003. This does not include the date the application is submitted, the start date of the event or bank holidays.
It is possible to give a Temporary Event Notice for any premises, including those which already have premises licences or club premises certificates. The Temporary Event Notice will need to state the dates and times when licensable activities are to take place.
You also need to notify the owner of the premises you are using that you are giving a Temporary Events Notice and obtained any necessary public liability insurance for your event. The city council's events team has provided excellent advice on organising events - available on Visit Southampton
You will be asked to make a payment of the fee of 21 when you submit your notice online, which will be copied to the police and Environmental Health. If you fail to provide any of the information required, the notice will be rejected. No refunds will be provided for rejected notices.
Only the Police and Environmental Health may object to a TEN, and only on grounds related to one or more of the licensing objectives - crime and disorder, public safety, prevention of public nuisance or the protection of children from harm.
An objection to a standard TEN, which cannot be resolved by agreed modification of the notice, will involve a hearing by the council's Licensing Sub-Committee to be arranged. The Sub-Committee can decide to uphold or dismiss the objection and can impose conditions.
An objection to a late TEN by the police or Environmental Health requires the Licensing Authority to issue a counter notice and the late TEN will be of no effect. There is no right to a hearing by the Licensing Sub-Committee or any appeal.
Appeals must be made to the West Hampshire Magistrates' Court within 21 days. An appeal may not be brought later than five working days before the day of the planned event. No appeal is possible against a counter notice resulting from an objection to a late TEN by the police or Environmental Health.
They will then do a quick check to make sure that your proposed event or promotion does not clash with something else that is happening in the city at the same time and that the location you would like to hold your event is available and suitable.
If the location you would like to use is available and suitable to organise your event or promotion, you will be asked to complete an online Event and Promotions Application form. The form is designed for all types of events and promotions, so please complete as much information as possible that is relevant to your event, you can always attach supporting information. If you have any questions or are unsure about anything, contact the Events Team for assistance. It is advisable to read our terms and conditions.
If you are organising a charitable collection as part of your event, you will need to apply for a Street Collection permit from the council's Licensing Team. Find out more about a Street Collection permit.
A Premises Licence under the Licensing Act 2003 is required for any premises where any of the following take place: Sale of alcohol by retail / regulated entertainment* / the provision of hot food or hot drink between 23:00 and 05:00 on any day.
*Regulated entertainment is defined as:
- A performance of a play
- 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
- Anything similar to music or dancing
Find out more about a Premises Licence
Do you need a Child Performance Licence?
If any children under the age of 16 are performing at your event, it is your responsibility as the Event Organiser to apply for the appropriate Child Performance Licence.
Find out more about Child Performance Licence
These simple precautions can help you avoid serious accidents, whether you supply bouncy castles and inflatables, or you are hiring one for your event.
Find out more from the Health and Safety Executive (HSE) website
There are several key locations that are used for promotional and experiential marketing activities or sampling. Please contact eve...@southampton.gov.uk for more information and availability.
Unfortunately due to the holding powers which govern the use of the city's parks,Southampton City Council is unable to give permission for private events or private parties.
Please view this web link for parks information and do's and don'ts regarding BBQs.
Please view this web link for information and guidance on private parties and large gatherings on council land.
Southampton City Council has a Green City Charter which aims to create a cleaner, green, healthier and more sustainable city. In practical terms we are keen to ensure that the impact of your event on the environment is minimised. We want you to consider all elements of your event which help to achieve this goal. Consideration should be given to all aspects of your event including using alternatives to single use plastics; not permitting plastic straws or plastic bags, making use of re-usable or compostable cups, avoiding mixed material packaging, using re-usable bungee or Velcro straps rather than plastic cable ties, reusable water bottles, providing recycling facilities, using bio-diesel generators where possible, encouraging visitors to travel to the event via public transport and using local suppliers and services where possible.
Increasing the use of reusable cups at events not only assists towards sustainability targets but is an effective way to reduce waste and litter. The Refill Campaign from City to Sea have a lot of guidance to share with event organisers to make your event more sustainable.
The information and guidance is designed to make it simpler for event organisers and their attendees to act on waste and transition from single-use-disposable plastic cups to reusable ones, preventing millions of single-use cups from ending up in our waste stream - or worse our natural environment.
See Refill Guide to Events for ideas to make single-use cups a thing of the past at your event.
Takeaway Packaging Guidance
Government Guidance - Single-use plastics ban: plates, bowls, trays, containers, cutlery and balloon sticks
Southampton City Council has committed to promoting healthy weight and improving the health and well-being of its residents by signing up to the Local Authority Declaration on Healthy Weight*. The council's commitment recognises that there are numerous factors that contribute to overweight and obesity, including access to healthy food, the marketing of unhealthy foods and drinks, and opportunities for physical activity and it has adopted a range of measures to create a healthy weight environment in the city. As part of this commitment, we urge all event organisers to increase the availability, convenience, and affordability of healthier foods and drinks where these are provided, while also limiting access to high-calorie, low-nutrient options at city events.
*The Local Authority Declaration on Healthy Weight presents the opportunity for all local authorities to lead local action and demonstrate good practice in adopting a systems approach to promote healthy weight and overall good health and well-being in communities.
The city council's grants scheme supports event organisers to hold events and festivals with more than 2,500 attendees across the city of Southampton.
Grants of up to 5,000 are available to support up to 50% of the costs of events and festivals that are accessible to the general public.
Arts Council England National Lottery Project Grants
This is an open access programme for arts, museums and libraries projects. The fund supports thousands of individual artists, community and cultural organisations.
Commercial services from Southampton City Council have reliable, professional services for event organisers in and around Southampton. They have extensive experience of delivering high quality services to residents in the city and can draw on that experience to deliver first-class services for your event includingWaste and recycling: incorporating provision of waste containers and waste disposal.Cleansing: litter picking services and cleansing services during and after your event, jet washing and mechanical sweeping.Advertising: including outdoor and digital advertising opportunities.
- Event and Promotions Application online form
- Event Management Plan template this example can be adapted and can assist you in the whole planning process of your successful event.
- Emergency Planning EMP guidance
- HSE Risk Assessment guidance
- Fire Risk Assessment guidance - for open air events and venues
- Guidance : Voluntary and community events a 'can do' guide
- The Purple Guide - to Health, Safety and Welfare at Music and Other Events
- Events Support from Southampton City Council services
The HSE website will help organisers run events safely. Others may also find the website useful, eg contractors, health and safety advisers and workers at events. Good planning and organisation is essential to putting on an event that is both safe and enjoyable. For many events all that is required is to follow a basic series of steps.
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