Community and Living

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There are many myths about what you can and cannot do when planning a community event. But, whether it's a street party or a village fete, there are lots of things you must consider so the event can be held safely. In some cases they are legal responsibilities you must fulfil.

The information on this page will help you with the safe planning of your event. You can also Read the Government’s interactive guide to community events to find out the facts.

Event management plan

We strongly recommend you prepare an event management plan. This is a must if you are planning a large event. This will help you think about all the issues and opportunities for your event.

We have produced a template to help you with guidance on insurance, risk assessments and protecting lost children.

• Download the event management plan template.
• Download our risk assessment template.

Street parties

Street parties are a great way to get to know your neighbours and celebrate together. Before you can hold your party, you need to do several things. They include:

• Talk to your neighbours and find out if there is enough support for the event to go ahead
• Plan early
• Find the right location for your party. If it cannot be held in the street then think about holding your event on a local playing field, open space or next to a building like a community hall. Make sure you have the owner's permission.
• If your neighbours are happy, then set a date
• If you need to close a road or roads to hold your street party then you will need to apply for a Temporary Road Closure Order. Learn how to apply for a temporary road closure order. It will be up to you to manage road closures. This includes putting up signage and diversions.
• Make sure there are enough people to help organise and clean up after the event. You will be responsible for keeping the local area clean and tidy. Let people know what time the party will finish and have an area set aside for bin bags and recycling.
• If you plan to sell alcohol, play live music or expect more than 500 people to attend, you may also need a Temporary Event Notice.

You do not need to provide risk assessments by law for a private street party, but we still need to be satisfied that you are addressing any significant risk resulting from your event. You should think about how you can reduce the risk of things going wrong and have a back up plan. 

Below is a list of some of the things you should think about:

• What would you do if the weather was bad?
• Can you use plastic plates and cups rather than glass to avoid risk of injury?
• Have you made sure an adult is in charge of the barbeque and that children are not going to be able to come into contact with any hot surfaces etc.?
• How will you manage a casualty, i.e. are there any first aiders and what are your arrangements for contacting the Emergency Services?
• Are you going to allow, and if so, how are you going to manage any traffic movement during the event to avoid any damage or injury?
• Are you going to have any Inflatable (Bouncy Castles), tents or gazebos and how are you going to make sure they are erected and dismantled safely and manage use of them to ensure no-one is hurt?
• Are there any sources of power to be used i.e. electrical, gas where extra care will be needed? If you are using any electrical equipment ensure it is in good condition, and suitable for outdoor use. Try and lay cable so they are not a tripping hazard.
• If you are using electrical equipment, is it in good condition and suitable for outdoor use? How will you make sure people don't trip over electrical cables?
• Will there be people to clean up as you go to make sure that rubbish build up does not become a fire hazard, and spilt food doesn't cause slips.
• If you are using a generator, how will you store the petrol safely and securely?

Larger Public Events

There are lots of things to think about when planning a public event. document Use our event management plan template and guidance notes (52 KB) .

If your event has been advertised to the public and you are expecting a large number of people to attend, there are other things you will have to do like apply for a Temporary Event Notice.

You will need to provide a risk assessment. Read our Event Risk Assessment Guidance Notes.

Alcohol and live music

If you want to sell alcohol at your event or there will be live music - either a live band or recorded music like a disco -  or you expect more than 500 people to attend, then you will need to apply for a Temporary Event Notice. These cost £21 and must be received by us at least 10 working days (two weeks) before your event.

If you are giving away alcohol for free then a licence is not normally needed. 

You don't need a licence to play pre-recorded music as long as your street party is for residents only and the music has not been advertised before your event to attract people or make money.

You will need a food register if you will be using caterers.

For more information on licences you may need for your event and to apply, visit the Temporary Event Notices page on the Worcestershire Regulatory Services website.

Closing roads

Wychavon District Council has the power under Section 21 of the Town Police Clauses Act 1847 to close roads for public events such as Carnivals and Street Markets.

If you wish to make a Temporary Road Closure application, you can use the online form below or contact Julie Brain on (01684) 862366 for advice.

All temporary road closure applications will need to be submitted at least 6 weeks before any planned event to allow the consultation process to take place.  Applications will be refused if they are not received in time.

Price changes effective from 1 April 2023.

You will need to complete an Application Form and pay a fee of:

• A single application costs £100 (£120.00 for any events from 1^st April 2026)
• Multiple applications from the same applicant £200 (£240.00 for any events from 1^st April 2026)

Read the Temporary Road Closure Order Guidance Notes for applicants before submitting your application.

Complete the online road closure application form

Insurance

Streets Alive gives advice on whether you need insurance for your street party or event. Read insurance advice on the street party website.

Fireworks

If you are planning to hold your own fireworks display then there are lots of things to think about to keep people safe. View Health and Safety Executive guidance on fireworks displays..

If you need more advice then please email Worcestershire Regulatory Services on This email address is being protected from spambots. You need JavaScript enabled to view it..

Events in town parks and open spaces

You can hire Wychavon’s parks and open spaces for your event. We need at least 28 days notice before the date of your event so apply early. Read more about how to hire open spaces.

Events on village open spaces

You can hold events on other pieces of land as long as you have permission from the landowner. Most sports grounds and playing fields will be the responsibility of your parish council or an independent trust. Contacting the parish council clerk is a good first step. Find a list of parish councils and their contact details.

Use of Common land, including village greens

There are some activities you can do on common land without permission. Holding events or festivals is not one of them. You will still need to get permission. Contact your parish council to start with.

Find out more about common land and village greens on the Government's website.