Site hire application form

To apply to host an event within Lee Valley Regional Park, please complete this form as fully as you can. The more information given means it’s easier to assess the application and provide an accurate hire fee.

In addition to this application you must also send a copy of your event proposal / brief.

Please note:

This application must be made a minimum of 12 weeks in advance of the date of hire for small or media scale events of 24 weeks for large scale events or if a Premises License is required
All fields marked with a * must be completed – you cannot submit the form without completing these fields
Submitting this form doesn't mean your booking is confirmed.
Lee Valley Regional Park Authority is not a not a Licensing Authority, and if a license is required for the event, the Event Organiser will need to apply for this directly with the Local Authority’s Licensing Department. The Events Team can assist with this process and provide contact details.
Lee Valley Regional Park Authority reserves the right to refuse content for any hire that may be considered to be controversial or could harm the reputation of the Authority

Proposed name of event

Section 1: Hirer’s details

Main contact name

Company

Position held

Address

Phone

Section 2: About your company

Please give a brief description of your company including how long you’ve been operating and the type of events you have produced/organised previously

Company website

Links to social media accounts/pages

Section 3: Key information about the hire

Type of hire and purpose

Site name/location

Activities proposed to take place

Hire period

Set up date(s) and time(s)

Event date(s) and time(s)

Break down date(s) and time(s)

Total number of set up days

Total number of event days

Total number of break down days

Maximum number of people expected to attend throughout the day (not just at any one time). If the application is for a sporting event this number should include participants and spectators

Demographic of attendees that the event is likely to attract

Has the event taken place previously? If yes please provide details including location and licensing borough

Do you plan to charge an entry fee? If yes, please provide details

Is the event to raise money for a charity? If yes, please provide details

Section 4: Site layout and facilities

Please detail equipment you propose to bring on site for the hire e.g. generators, marquees, licenced bar, catering etc.

Please detail types of/number of vehicles that will be brought onsite, including any heavy machinery

Section 5: Site security

Please provide as much information as you can in the further details section.

Do you plan to do any of the following:

Provide security (please note, if any gates are used they must be kept locked or be manned by security personnel at all times)

Secure your site i.e. with fencing

Inform the emergency services of your event

Section 6: Other

Please detail any further information you think the Authority should be made aware of before processing your application

How did you find out that it’s possible to hire areas within Lee Valley Regional Park to hold events

Section 7: Signature of agreement

By competing the Site Hire Application Form you agree to keep to the below terms. Failure to comply may result in your deposit being held and further applications in future being refused.

A booking will only be confirmed once a hire agreement has been signed by both parties and the deposit is received by the Authority
The hirer will not make any announcements relating to the event or release tickets for sale until the booking has been confirmed
The hirer should supply to the Authority a detailed Event Management Plan (EMP) and all appendix no later than three months prior to the event
The hirer shall inform the Authority where signage is proposed to be located on Authority land
The use of drones is strictly forbidden unless the Authority have provide written consent authorising such use
The hirer shall provide proof of event insurance to the Authority

To support your application, you should also attach a copy of your Event Proposal, a draft site plan and any other documentation you believe will assist with the application process. If you cannot upload your documents to this form please email them to events@leevalleypark.org.uk marking your email Site hire application form.

Applicant’s signature

Date

For and on behalf of (organisation)