Apply to host an event on our land

Steps to take before applying for an event in Oxford

If you're organising an event, you are responsible for all aspects of its planning and execution.

Make sure you have read these important documents:

• terms and conditions for events in our parks and open spaces
• list of fees and charges
• submission timelines for events
• distributing leaflets and other printed materials
• Adverse Weather Outdoor Event Cancellation Procedure

Before proceeding, contact us to confirm the availability and suitability of your chosen date and venue.

First-time event organisers in Oxford are encouraged to attend our Event advice sessions for guidance on their proposals.

How to submit your event application

When submitting your application, please include:

• your event management plan
• evidence of public liability insurance (£5 million, or £10 million for Broad Street and major events)
• a current, site-specific risk assessment
• a detailed site plan - download plans for key venues from our site plans page

A non-refundable application fee of £20 is required. Hire and deposit fees will also apply, with possible additional charges from other departments.

All applications to host an event on our land are subject to a 14 day consultation period to all relevant stakeholders to review and make comment on the application. Please note that you are unable to advertise the event as supported by Oxford City Council until the permit is issued at the end of this consultation period. Any organisers advertising their event prior to recieving their permit do so at their own risk.

If you are ready to submit your application, please do so on our EventApp website:

Apply to host an event on our land

For larger or more complex events, the Safety Advisory Group (SAG) may request additional documents or a presentation at a SAG meeting.

Once your documents are submitted, fees paid, and approval granted, we will issue your final Letter of Confirmation, which must be accessible on site throughout the event.

More information on event organisation

For additional guidance on organising events on our land, visit:

• what we class as an event
• our event venues
• event planning documents and templates

Join our event advice sessions

Gain insights and support by joining our online Event advice sessions, where you can discuss your event with our Events Team.

Health and safety resources for event organisers

Consult The Purple Guide, developed by The Events Industry Forum and the Health and Safety Executive (HSE), for comprehensive health and safety management at events. While not all recommendations are mandatory, they provide valuable guidance beyond basic legal requirements. For legal obligations, refer to the HSE website.