Welcome to EventApp Oxford

Thank you for your interest in holding an event in Oxford!
 
Welcome to the application site for the use of Oxford City Council’s public open spaces and parks. If this is your first time making an application you will need to register to use the site prior to beginning your application. Please read the below carefully before proceeding with your application.
 

Before you apply
 
As an event organiser you are responsible for undertaking all research and planning for all aspects of your event before you submit your event application. Before you begin an application, please read through the following documents, which you can find in the 'Useful Documents' Section on the right:
  • Terms & Conditions
  • Fees & Charges
  • Supporting Documents Required and Submission Timeline
  • Venue Sheets and Venue Guide
Before you submit your event application it is a requirement to have initial contact with the Council's Events Office to ensure that the date and venue you would like to use are available and suitable for the type of event you are proposing.
 
If you haven’t planned an event in Oxford before, you can attend one of our Events Surgeries. They currently take place online every other week and are organised and run by our Event Officer on a drop-in basis. 

The Council can provide information on event management resources available, and specific information relating to Oxford City Centre spaces available for hire. The Event Organiser is responsible for ensuring that the event plan is in line with government legislation and guidance (including COVID-19 mitigation measures) and that risk assessments provided are suitable and sufficient. 

Please note that all materials, information and guidance provided to event organisers by Oxford City Council, is for general purposes and may not cover or be relevant to your specific event. Oxford City Council cannot be liable for any loss, damage or cancellation of an event, due to your reliance on the general materials, information or guidance for your specific event.  You must take all necessary steps to ensure that you investigate the precise requirements, including but not restricted to any published specific guidance, applicable legislation, policies and planning, which may be required for your specific event.  
 
Submitting your application

For small events, you must submit your event application a minimum of 8 weeks before the event set up on site begins. For medium events, this period is 3 to 6 months, for large and extra-large events it is 6 to 12 months. The size of your event is based on the number of attendees (more information can be found on the 'Supporting Documents Required & Submission Timeline' Document). 
 
Please provide the required supporting documents when submitting your event application: confirmation of your public liability insurance (minimum £5m, £10m for Broad Street and major events), a site-specific up to date risk assessment, and a site plan. Site plans for our key venues can be downloaded from our site plans page.
 
A non-refundable administration fee of £20 will be charged for every application submitted. Furthermore, a hire fee and deposit fee will be applicable. Additional fees from other departments may apply. 

 

Once your application is submitted

When first received, your application will be assessed on its completeness. Incomplete applications will not be processed and you will be required to go back into the system and provide more information in order to proceed.

We will notify you once your event application has been sent to our stakeholders, who include the Emergency Services, Statutory Authorities and other relevant Council departments. This consultation process usually takes 2 weeks and gives stakeholders the chance to comment on different aspects of your event. During this period approval for your event is pending.

Depending on the nature and size of your event we or other members of the Safety Advisory Group (SAG) may ask you to submit further documents and / or to present at a SAG meeting. 

Once you have submitted all required documents, payment has been made, and we have agreed your event, we will issue you with your final Letter of Confirmation, which needs to be printed and kept on site at all times.


Credit photos (from left): Kourosh Khorshidfar, Oxford City Council, Joel Chester Fildes.