You are here: Home Event Guidance

Planning an Event in Ledbury

We love seeing events happening in and around Ledbury, from small community gatherings to larger public events such as carnivals or festivals. 

To make sure your event runs safely and smoothly, it’s important to plan ahead and follow the right steps. Whether your event is on public or private land, anyone can organise a community event or street party. Below is a guide to help you through the process.

Step 1: Plan Ahead

Early planning is key to a successful event. Aim to start preparations at least six weeks before your event.

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:

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

  • Council website or social media (where appropriate)

Step 10: After the Event

Ensure the area is left clean and tidy. 

Useful Downloads & Links

Planning an Event in Ledbury
* Required Fields