Planning a community event

Careful planning will help to ensure that your event is both safe and enjoyable for everyone involved, and that enough time is given to organising the event. This guide is designed to help you think about some of the issues when organising small/community events. It does not replace health and safety advice and legislation. The responsibility for public safety rests with event organiser(s). You can contact the Council’s Public Safety section for advice on 0131 529 4568 / 4559.

Information on this page includes guidance on Insurance, Licensing, Health and Safety, Security, Road Closures and Permits, Planning Permission, Accessibility, Property/Facility Ownership and Organising Major Events.

Do I need insurance?

Various types of insurance including public liability may be required. You should also carry out risk assessments for all events. The Council can only legally insure its own activities. While we are unable to provide an individual consultancy service, the Council has published an easy to read guide, and you can email Insurance for a copy of the booklet or use the following link:

Understanding Insurance and Risk Management: A Guide for Community Groups who Organise Events (PDF, 575KB)

The booklet also provides links to other sites which detail specialist insurance companies and brokers.

Do I need a licence?

Generally free events do not require a licence. However, they must comply with health and safety legislation. If you do require a licence for your event allow time for the application to be processed and be aware that there is a charge. Activities requiring a licence include the supply of alcohol, provision of late night refreshment, the provision of regulated entertainment and the provision of goods and services in exchange for payment in or on a public place. See Licensing for further information or contact the Licensing Section on 0131 529 4208 or by email to Licensing.

Health and safety

The responsibility for public safety rests with event organiser(s). Carrying out the risk assessment for your event will help identify particular requirements. If food is available at the event (either free or sold) it is the responsibility of the event organiser to ensure compliance with food hygiene legislation. Adequate toilet provision should be made for the number of people, including disabled persons, expected to attend the event. You should ensure that arrangements are in place for the collection and removal of litter and waste. There are specific regulations around the use of electrical equipment, generators, LPG equipment, fairground equipment and fireworks. Consider your neighbours if using a public address system or amplified music. The Council has published a short Guidance for Gala Days and Fairs (Word, 32.5kb) to help you plan your event. For further advice and information contact Services for Communities on 0131 529 3030 or email Services for Communities.

Security, stewarding and first aid

When organising an event you must consider if you need additional arrangements for security, stewarding and first aid. Carrying out the risk assessment for your event will help identify particular requirements. The police, fire and ambulance services are not generally required to attend small community events, other than for emergencies. If a dedicated presence is required, they may seek to recover costs.

Notify Lothian and Borders Police that you intend to hold an event including relevant information about roads, crowd control, security, stewarding and the sale of alcohol. Telephone numbers for individual police stations are listed on the police website and in the BT phone book and Yellow Pages or email Lothian and Borders Police.

Contact Lothian and Borders Fire and Rescue Service for access, equipment on site, and fire safety advice. Telephone 0800 169 0320 or email Lothian and Borders Fire and Rescue Service.

Contact the Scottish Ambulance Service for first aid advice. Telephone 0131 446 7000 or email Scottish Ambulance Service. The St Andrew’s First Aid  service may be able to provide first aid cover for an agreed fee.

Contact HM Coastguard for advice about water-based activities at sea.

Public events on roads and/or footways

A Street Notice or Temporary Traffic Regulation Orders (TTRO) will be required if an event amends the existing layout or restrictions on the Public Highway by means of a road closure, a road occupation or parking restrictions. This depends upon the size, nature and duration of the event.

Please note there is a cost for this service. Small scale events, such as Gala days, small processions and small community events, may incur a typical cost of £200 - £300, assuming limited restrictions over one or two days. For medium to large scale events that require a full TTRO to be created the administration and advertising cost alone for creating this order will be approximately £1300.00. All other costs relating to larger events will be dependant on the nature and scale of the event and the level of restrictions required. However it should be noted that each event, small or large, is assessed separately with the main consideration being the safety of the event participants, spectators and all other road users. The level of restrictions and equipment placed out for the event (barriers, cones and signage) will be determined by these safety requirements and will incur a cost.

Road Occupation Permits are required for any temporary occupation of the public highway for activities such as positioning of Cherry Pickers, Mobile Cranes, Waste Skips, and Power Generators etc. These permits can be obtained from the Road Services division of Services for Communities and an administration fee will be charged.

For further information on all event related road issues contact Services for Communities (Road Services) Events Team on  0131 529 3433, by fax on 0131 529 3776 or email to Road Services.

Do I need planning permission?

Small events do not generally require planning permission. If you do require planning permission for your event be sure to allow time for the application to be processed and be aware that there is a charge. For advice contact Planning on 0131 529 3595/3596 or email Planning Helpdesk.

Making your event accessible

You should consider the needs of disabled spectators and participants during the planning arrangements for your event. The Disability Discrimination Act (DDA) 1995 has given disabled people equal rights to attend, to participate in and to enjoy organised events. The Disability Rights Commission has produced an Organising Accessible Events guide. Some of the guidance is not applicable to small events but may be of use as a general reference.

Holding an event on Council property

Always check who owns the land/property and obtain permission to use it. If you want to hold an event in one of the Council’s parks or gardens contact Services for Communities (Parks) on 0131 529 7854 for advice.

To hire a room/facilities in one of Edinburgh’s secondary schools or community centres contact the school or centre direct. Contact details are published on the Edinburgh Grid for Learning (EGfL) website. For information about primary schools' hire contact Children and Families on 0131 469 3485.

Organising major events

The guidance published here is for organisers of small/community events. If you are planning a major event for Edinburgh contact the Events Unit on 0131 529 3180 or email Events Unit. You can also contact the Council’s Public Safety manager on 0131 529 4917 for help with detailed planning of major events.