Guide to organising an outdoor event within Norwich City Council area

Welcome to your friendly event organiser guide!

Whether you're dreaming of a vibrant street market, a community fun day, a music festival, or a charity fundraiser, Norwich is a fantastic place to bring people together.

This guide will walk you through everything you need to know - from choosing a location to making sure your event is safe, legal, and unforgettable.

Step 1: get in touch early

Before you start planning, email us at events@norwich.gov.uk to check availability and discuss your preferred location and date.

Popular event spaces include:

Parks: 

  • Chapelfield Gardens
  • Earlham Park
  • Eaton Park
  • Waterloo Park
  • Sloughbottom Park

City Centre spots: 

  • Hay Hill
  • Westlegate

We’re happy to advise on suitable spaces for your event size and type. For larger events, we can arrange an on-site meeting to help you plan.

Step 2: apply to host your event

Once we’ve confirmed availability, we’ll send you:

  • an application form
  • terms and conditions
  • a fee schedule
  • you’ll need to agree to the terms and pay a 50% deposit to secure your booking.

Event sizes and timelines

Event size Expected attendance When to apply What you'll need
Small Under 500 At least 6 weeks before Application form, risk assessment, site plan, £5m public liability insurance
Medium 500 - 2000 At least 3 months before Same as above
Large Over 2000 At least 6 months before Same as above, plus full event maangement plan, SAG presentation, additional documentation

Events requiring licenses or permits may need up to 12 months lead time.

What we look for when approving events

We consider:

  • type, timing, and location
  • organiser’s ability and competence to plan and deliver the event safely
  • impact on public spaces, residents, and transport
  • environmental health, public safety and statutory requirements

Fees and charges

Fees vary based on the type and size of your event:

  • commercial
  • charity
  • community/not-for-profit

You may also need to pay a reinstatement deposit (refundable if no damage occurs).

2025–2026 fees (valid until 31 March 2026)

Event hire fees

Attendees (per day) Commercial events Not-for-profit events (Charities, CICs, Religious Groups)
Up to 499 £550 From £55
500 - 2,000 £550 for first 500 + £1.10 per head 35p per head
Over 2,000 £2,200 for first 2,000 + 55p per head 35p per head
Build/Break Days £250 (weekday) / £300 (weekend or B/H) £55 (weekday) / £75 (weekend or B/H)

Promotional space hire

Location Mon - Fri & Sun Saturday 7-day hire
Hay Hill (Commercial) £280 £350 £1,750
Westlegate (Commercial) £180 £250 £1,150
Non-commercial From £90 From £125 POA
Small Info stall From £30 From £30 POA

Hire fees per 2-hour session

Fitness Classes / Forest School: £13
Photography: Free
School Sports Events: £55

POA = Price on Application
B/H = Bank Holiday

Safety first: SAG and risk management

You may be required to present your event plans to the Safety Advisory Group (SAG).. This group includes representatives from:

  • Norwich City Council
  • Norfolk County Council
  • Police, Fire, and Ambulance services

They’ll review your safety plans and offer advice. 

Planning essentials

Here’s what you’ll need to think about:

  • risk assessments
  • insurance
  • waste management
  • road closures and signage
  • food safety and catering
  • crowd control and stewarding
  • first aid and accident reporting
  • weather and ground conditions
  • temporary structures (marquees, inflatables)
  • power and lighting
  • toilets
  • lost/found children procedures
  • advertising and posters (no fly-posting!)

After your event

  • inspect the site and report any damage
  • submit accident reports if needed
  • hold a debrief and share feedback with the Events Team and SAG

Helpful resources

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