Step 1: Plan Ahead 

Early planning is essential for a successful event. Preparations should begin at least twelve weeks in advance, though starting earlier is always recommended to ensure sufficient time for all arrangements, including road closure applications.

Things to consider early on:

• Road closures

• Safety measures

• Permissions and consents

• Public liability insurance

• Risk assessments

• Licence applications

Step 2: Consent and Notifications

Not everyone will wish to be part of your event, so notify neighbours and local stakeholders about what, when, and where your event is taking place.

If your event is on Ledbury Town Council land, you will need our consent.
Contact: clerk@ledburytowncouncil.gov.uk 

Step 3: Apply for a Road Closure

Events on public roads (e.g., street parties or parades) require a temporary road closure through Herefordshire Council.

• A temporary closure keeps vehicles out but allows pedestrian access.

• Submit a plan showing the closure extent, signage, and emergency access points.

• Emergency access must be at least 3.5m wide.

• Allow up to 12 weeks for complex closures; 6 weeks may be sufficient for small streets.

Note: Ledbury Town Council cannot process road closures.

Step 4: Temporary Event Notices (TENS)

Most public events need a Temporary Event Notice (TEN) if you are:

• Selling alcohol

• Charging an entrance fee

• Providing regulated entertainment

Apply through Herefordshire Council. Apply early to ensure approvals.

Note: Ledbury Town Council cannot process TENS applications.

Step 5: Event Management Plan & Risk Assessment

Every public event should have an Event Management Plan (EMP) and Risk Assessment.

EMP should include:

• Event overview and timetable

• Site layout and access points

• Contact list for organisers, volunteers, and emergency services

• Insurance, first aid, and safety measures

• Traffic management and waste disposal plans

Risks to consider:

• Traffic and vehicle movement

• Weather hazards

• Crowd management and injuries

• Emergency service access

• Health measures (including COVID-19 if relevant)

Resources:

• Health and Safety Executive: Event Safety Guide

• Public liability insurance guidance

Step 6: Contact the Safety Advisory Group (SAG)

For larger events, or any event affecting the public, contact the Safety Advisory Group (SAG) via Herefordshire Council.

SAG provides advice and support to:

• Promote safety and welfare

• Minimise community impact

• Ensure legal compliance

SAG – Safety Advisory Group

Step 7: Hiring Venues or Land

If hiring Town Council land or venues:

• Have public liability insurance (minimum £5 million recommended)

• Complete risk assessments

• Follow council guidelines to keep the event safe

Step 8: Reduce Environmental Impact

We encourage organisers to reduce waste and promote sustainability:

• Minimise single-use plastics

• Use reusable or recyclable materials

Step 9: Promote Your Event

Once approved, you can promote your event via:

• Town Council noticeboards

• Visit Herefordshire Website 

• Council website or social media 

Step 10: After the Event

Ensure the area is left clean and tidy. We recommend notifying Herefordshire Council by email to inform them that an event has taken place and that bins may require emptying earlier than the usual collection schedule.