Event Terms & Conditions
These Event Terms and Conditions apply to all events, promotions, marketing activities, brand activations and similar activities taking place on land owned or managed by Southampton City Council.
They set out the conditions under which permission may be granted, the responsibilities of the event organiser, and the Council’s rights and powers in relation to the use of its land.
By submitting an event application through the Visit Southampton website, the event organiser confirms that they have read, understood and agree to comply with these Terms and Conditions in full, including all schedules and any additional conditions issued by the Council in writing.
No event, promotion or activity may take place unless these Terms and Conditions have been accepted and written permission has been granted by the Council.
Contents
Section 1 Status of Permission, Acceptance of Terms and Overarching Responsibility
Section 2 Definitions and Interpretation
Section 3 Use of the Site
Section 4 Nuisance and Amenity
Section 5 Health, Safety and Public Protection
Section 6 Licensing, Consents and Permissions
Section 7 Fees, Charges and Financial Arrangements
Section 8 Insurance, Liability and Indemnity
Section 9 Publicity, Advertising and Reputation
Section 10 Equality, Accessibility and Inclusion
Section 11 Sustainability and Environmental Responsibility
Section 12 Termination, Suspension and Emergency Powers
Section 13 Data Protection and Information
Section 14 Governing Law and Jurisdiction
Section 15 Special Conditions and Schedules
Schedules 1 to 7
Section 1 – Status of Permission, Acceptance of Terms and Overarching Responsibility
1.1 Status of Permission
Permission to hold an event, promotion, marketing activity, brand activation or any associated activity on land owned or managed by Southampton City Council is granted solely at the Council’s discretion.
Permission is granted only where an application has been approved in writing by the Council’s Events Team and always remains subject to compliance with these Terms and Conditions, all associated schedules and any additional conditions issued by the Council in writing.
Nothing in these Terms and Conditions creates any tenancy, lease, licence to occupy or other interest in land. The Council always retains possession and control of the Site
1.2 Acceptance of Terms and Conditions
By submitting an application, the Event Organiser confirms that they have read, understood and agree to be bound by these Terms and Conditions in full, including all schedules and any additional conditions issued by the Council.
Submission of an application constitutes acceptance of these Terms and Conditions. A binding agreement is formed only once the Council has confirmed permission in writing.
No Event, promotion or activity may take place unless these Terms and Conditions have been accepted and written permission has been granted by the Council.
1.3 Overarching Responsibility of the Event Organiser
The Event Organiser is solely and fully responsible for the planning, management, operation and safe delivery of the Event, including all activities undertaken during the Event Period, Set Up and Break Down.
The Council does not assume any responsibility for the organisation, operation, safety, legality, licensing, security, financial arrangements, ticketing, refunds, suppliers or overall delivery of the Event.
The Event Organiser accepts full responsibility for the acts and omissions of all persons engaged in connection with the Event, including employees, volunteers, contractors, sub-contractors, concessionaires, performers, suppliers and agents.
This responsibility includes full financial responsibility for ticketing, refunds and payments to suppliers and third parties, regardless of whether the Event proceeds as planned.
1.4 Council Discretion and Authority
The Council reserves the right at any time to refuse an application, withdraw permission, impose additional conditions or require changes to an Event where it considers this necessary in the interests of public safety, health, security, environmental protection, legal compliance, reputational risk or the proper management of Council land.
The Council is not required to provide reasons for refusing or withdrawing permission and shall not be liable for any costs, losses or expenses incurred by the Event Organiser as a result.
1.5 Compliance and Enforcement
The Event Organiser must comply immediately with any reasonable instruction issued by the Council or a Council Representative.
Failure to comply with these Terms and Conditions, or with any instruction issued by the Council, may result in immediate suspension or termination of permission for the Event, without compensation.
Any failure by the Council to enforce any provision at any time does not constitute a waiver of its rights.
Section 2 – Definitions and Interpretation
2.1 Definitions
In these Terms and Conditions, the following definitions apply:
- Council: Southampton City Council.
- Events Team: The Council service responsible for receiving, assessing and administering event applications.
- Council Representative: Any officer, contractor or authorised agent acting on behalf of the Council.
- Event Organiser: The person or organisation applying for, and granted, permission to hold an Event. This includes promoters of promotions or brand activations.
- Event: Any event, promotion, marketing activity, brand activation or similar activity taking place on land owned or managed by the Council.
- Event Period: The full duration of the Event, including Set Up and Break Down.
- Site: The land or areas designated by the Council for the Event.
- Agreement: The written permission granted by the Council allowing the Event to take place, incorporating these Terms and Conditions and any applicable Schedules.
- Concessionaire: Any trader, contractor or third party authorised by the Event Organiser to operate in connection with the Event.
- Competent Person: A person with sufficient training, experience, knowledge and ability to carry out a specific task safely and effectively.
- ESAG: The Events Safety Advisory Group.
- SSSI: A Site of Special Scientific Interest, protected under relevant environmental legislation.
- Martyn’s Law: The Terrorism (Protection of Premises) Act 2025.
2.2 Interpretation
References to legislation include any amendments, replacements or re-enactments in force from time to time.
Headings are for convenience only and do not affect interpretation.
Section 3 – Use of the Site
3.1 Permitted Use
The Site may be used only for the Event and for the purposes approved in writing by the Council. No other use is permitted without the Council’s prior written consent.
Permission to use the Site is limited strictly to the dates and times approved by the Council, including Set Up and Break Down. No early access or overrun is permitted unless agreed in writing.
3.2 Control and Access
This Agreement does not grant exclusive possession of the Site. The Council always retains possession and control of the Site and reserves the right to permit public access or other uses where appropriate.
Council Representatives are entitled to enter the Site at any time before, during or after the Event to inspect compliance with these Terms and Conditions.
3.3 Protection of the Site and Ground
The Event Organiser must take all reasonable and necessary steps to prevent damage to the Site, including ground surfaces, grass, trees, paths, structures, fixtures and underground services.
The Event Organiser is responsible for assessing ground conditions and weather impacts and must modify activities, vehicle movements and infrastructure where required to avoid damage.
Where damage occurs, the Event Organiser must reinstate the Site to the Council’s satisfaction or reimburse the Council for the full cost of reinstatement. Where reinstatement works are carried out by a party other than the Council, the specification of works must be approved in advance by the Council, and the final outcome must be to the Council’s satisfaction.
3.4 Vehicles and Traffic Management
Vehicular access to the Site is permitted only where approved by the Council and must be restricted to agreed routes, times and purposes.
Vehicle movements must be kept to a minimum and always managed safely. Speed limits, banksman requirements and restrictions on vehicle types must be complied with.
The Event Organiser is responsible for any damage caused by vehicles associated with the Event.
3.5 Structures and Infrastructure
No fencing, staging, marquees, attractions, installations or other structures may be erected on the Site without the Council’s prior written approval.
All structures must be temporary, installed by a Competent Person and removed in full by the end of the Event Period unless otherwise agreed.
The Event Organiser is responsible for ensuring that structures do not cause damage to the Site and do not obstruct access routes, emergency routes or public rights of way.
3.6 Utilities
The Council is under no obligation to provide Utilities to the Event Organiser.
Where access to Utilities is agreed in writing, supply is not guaranteed and remains subject to third party providers. The Council accepts no liability for interruption or failure of supply.
The Event Organiser must pay all costs associated with Utilities used in connection with the Event and must comply with all relevant safety requirements.
3.7 Waste, Cleansing and Environmental Controls
The Event Organiser must keep the Site and any surrounding areas identified by the Council clean and free from litter at all times.
All waste must be removed from the Site promptly and lawfully. Wastewater must not be discharged onto the ground or into drains without permission.
The release of balloons, sky lanterns or similar items is prohibited. Confetti cannons, ticker tape and similar materials are not permitted unless expressly approved.
3.8 Barbecues and open flame cooking
Where an Event includes barbecues, disposable barbecues or any other form of open flame cooking, this must be expressly declared as part of the Event application and approved in writing by the Council.
Approval is not automatic and may be refused or granted subject to conditions.
Where approval is granted, the Event Organiser must comply with all conditions set by the Council, which may include requirements relating to fire safety, ground protection, location, supervision, fuel type, waste disposal and post Event cleansing.
This clause applies only to Events and organised activities and does not override separate guidance issued by the Council for informal public use of parks and open spaces.
3.9 Security and Site Control
The Event Organiser is responsible for securing the Site during the Event Period, including Set Up and Break Down.
Access points must be controlled to prevent unauthorised entry. Where gates are not locked, stewarding or supervision by a Competent Person must be provided.
The Event Organiser is responsible for any damage or costs arising from unauthorised access.
Section 4 – Nuisance and Amenity
4.1 Noise Control
The Event Organiser must ensure that noise arising from the Event does not cause a nuisance to residents, businesses or other users of the area.
Where amplified sound, public address systems or live or recorded music are proposed, the Event Organiser must comply with any requirements issued by the Council, including limits on sound levels, operating times and monitoring arrangements.
The Event Organiser must notify affected residents and businesses of noisy activities in advance where required by the Council.
If, in the opinion of a Council Representative, noise levels are excessive or likely to cause nuisance, the Event Organiser must immediately reduce sound levels or cease the activity as instructed.
4.2 Behaviour and General Nuisance
The Event Organiser must ensure that the Event does not cause nuisance through noise, litter, odour, lighting, vibration, obstruction, parking or antisocial behaviour.
The Event Organiser is responsible for managing attendees, staff and contractors to minimise disturbance to surrounding areas.
Where complaints are received and a Council Representative is required to attend, the Event Organiser may be charged for the Council’s costs in dealing with the complaint.
4.3 Advertising and Signage
No advertising, signage or promotional material may be displayed on the Site or elsewhere in connection with the Event unless it complies with relevant planning and advertising legislation and has been approved by the Council where required.
Unauthorised advertising may be removed by the Council, and the Event Organiser will be responsible for any associated costs.
4.4 Protection of the Site
No gravel, earth, straw or similar materials may be deposited on the Site without the Council’s prior written consent.
Nothing may be done which damages or interferes with the Site, surrounding land, monuments, street furniture or fixtures.
4.5 Complaints Handling
The Event Organiser must have arrangements in place to deal promptly and effectively with complaints arising from the Event.
Where required by the Council, the Event Organiser must provide a contact point during the Event and respond to complaints as directed.
Section 5 – Health, Safety and Public Protection
5.1 General Duty
The Event Organiser is responsible for ensuring that the Event is planned, managed and delivered safely and in accordance with all relevant health and safety legislation, guidance and recognised good practice.
The Event Organiser must take all reasonably practicable steps to protect the health, safety and welfare of attendees, staff, contractors, volunteers and members of the public.
5.2 Legal Compliance
The Event Organiser must comply with the Health and Safety at Work etc Act 1974, associated regulations, and all relevant guidance issued by the Health and Safety Executive or other competent authorities.
Compliance with these Terms and Conditions does not remove or reduce the Event Organiser’s legal duties.
5.3 Risk Assessments and Event Management Plans
The Event Organiser must prepare suitable and sufficient risk assessments covering all aspects of the Event and submit them to the Council by the required deadline.
Where required by the Council, the Event Organiser must provide an Event Management Plan setting out arrangements for health and safety, emergency procedures, crowd management, medical provision, fire safety, traffic management, security, safeguarding, accessibility, welfare and severe weather.
The Council reserves the right to require amendments to any risk assessment or plan.
5.4 Fire Safety
The Event Organiser must ensure appropriate fire safety arrangements are in place, including fire risk assessments, firefighting equipment, clear means of escape and emergency procedures.
Temporary structures must be constructed of suitable materials and erected by a Competent Person.
Fire safety arrangements must be maintained throughout the Event Period, including Set Up and Break Down.
5.5 Temporary Structures and Installations
All stages, marquees, tents, barriers, lighting towers, attractions and other temporary structures must be installed, maintained and dismantled by a Competent Person.
Structures must be inspected before use and certificates, or documentation must be provided to the Council on request.
Guy ropes, supports and fixings must not create hazards or obstruct access routes.
5.6 Electrical Safety
All electrical installations must be installed, tested and certified by a Competent Person.
Residual current devices and appropriate earthing must be provided where required.
Generators and fuel supplies must be managed safely and in accordance with manufacturer guidance.
5.7 Medical and First Aid Provision
The Event Organiser must provide appropriate medical and first aid provision having regard to the nature, scale and risk profile of the Event.
Provision must be sufficient to respond promptly to incidents and emergencies.
5.8 Crowd Management and Stewarding
The Event Organiser must ensure adequate stewarding, supervision and crowd management arrangements are in place.
Stewards must be suitably trained, briefed and identifiable.
5.9 Counter Terrorism and Security
The Event Organiser is responsible for considering and implementing appropriate security and counter terrorism measures proportionate to the Event.
Where applicable, the Event Organiser must comply with duties under the Terrorism (Protection of Premises) Act 2025 (Martyn’s Law), including risk assessment, preparedness measures and staff awareness.
The Event Organiser must cooperate with the Council and the Events Safety Advisory Group in relation to security planning and delivery.
The Event must not promote or support extremist ideology or activity and the Event Organiser must cooperate with the Council in discharging its statutory duties relating to counter terrorism and the prevention of radicalisation.
5.10 Safeguarding
The Event Organiser must have appropriate arrangements in place to safeguard children, young people and vulnerable adults.
This includes lost persons procedures, staff awareness and compliance with safeguarding legislation and guidance.
5.11 Inspection and Intervention
The Council reserves the right to inspect health and safety arrangements at any time.
Where a Council Representative considers that there is a risk to health or safety, the Council may require immediate corrective action or suspend or terminate the Event.
Section 6 – Licensing, Consents and Permissions
6.1 General Responsibility
The Event Organiser is solely responsible for identifying, applying for, obtaining and complying with all licences, permits, consents and approvals required in connection with the Event.
The Council’s approval of an Event application does not constitute confirmation that all necessary licences or consents have been obtained.
6.2 Licensing Act 2003
Where licensable activities are proposed, including the sale or supply of alcohol, regulated entertainment or late-night refreshment, the Event Organiser must comply with the Licensing Act 2003 and obtain all necessary authorisations.
Applications must be made to the Council’s Licensing Team within the required statutory timescales.
The Event Organiser must comply at all times with the conditions of any licence or authorisation granted.
6.3 Other Consents and Permissions
The Event Organiser must obtain any other permissions required for the Event, including but not limited to permissions relating to highways, traffic management, street trading, food safety, fireworks, special effects, animals, copyright and music licensing.
Where requested by the Council, copies of licences, permits or consents must be provided before the Event takes place.
6.4 Failure to Obtain Permissions
If any required licence, permit or consent is not obtained, the Council reserves the right to withdraw permission for the Event with immediate effect.
The Council accepts no liability for any losses arising from failure to obtain necessary permissions.
6.5 Compliance and Display
All licences and permits must be complied with and displayed where required during the Event.
Nothing must be done which places the Council in breach of any statutory duty or licence condition relating to the Site.
Section 7 – Fees, Charges and Financial Arrangements
7.1 Fees and Charges
The Event Organiser must pay all fees and charges associated with the Event as determined by the Council.
Fees are payable in full by the dates specified by the Council and, unless otherwise agreed in writing, must be paid in advance of the Event.
The Council reserves the right to refuse or withdraw permission where fees or charges remain unpaid.
7.2 Additional Costs and Recharge
The Event Organiser is responsible for all costs arising from the Event, including but not limited to costs associated with utilities, cleansing, waste removal, security, inspections, damage, reinstatement, enforcement action or additional Council services.
Where the Council incurs costs in connection with the Event, the Council may invoice the Event Organiser for those costs and payment must be made within the period specified on the invoice.
7.3 Bonds and Deposits
The Council may require the Event Organiser to provide a bond or deposit as security against damage, reinstatement costs or other liabilities.
The Council may deduct sums from any bond or deposit to cover costs incurred and may require additional payment where costs exceed the amount held.
7.4 Cancellation by the Event Organiser
Where the Event Organiser cancels an Event, cancellation must be notified in writing and will take effect from the date received by the Council.
The Event Organiser remains liable for fees, charges and costs incurred by the Council up to the point of cancellation, subject to any discretionary arrangements agreed by the Council in writing.
7.5 Cancellation by the Council
The Council reserves the right to cancel or curtail an Event where required for reasons including public safety, emergency, severe weather, health protection, security or statutory compliance.
Where cancellation occurs, the Council’s liability is limited to refund of any fees paid for the Event, at the Council’s discretion, and the Council accepts no liability for any other losses.
7.6 Tickets, Refunds and Third-Party Payments
The Event Organiser is solely responsible for all ticket sales, ticketing arrangements, refunds, supplier payments, sponsorship arrangements and financial commitments associated with the Event.
Where an Event is cancelled, postponed, curtailed or materially altered for any reason, the Event Organiser must refund in full any customers who have purchased tickets, in accordance with consumer law and the terms of sale.
The Council has no responsibility or liability for refunding tickets, compensating attendees, settling supplier invoices or meeting any other financial obligations of the Event Organiser, whether arising from cancellation, postponement, disruption or any other circumstance.
The Event Organiser must ensure that all suppliers, contractors, performers and third parties engaged in connection with the Event are paid in full in accordance with their contractual arrangements. No liability for such payments shall fall to the Council under any circumstances.
Section 8 – Insurance, Liability and Indemnity
8.1 Insurance Requirements
The Event Organiser must hold and maintain appropriate insurance for the Event with a reputable insurer authorised to operate in the United Kingdom.
As a minimum, the Event Organiser must hold public liability insurance with an indemnity limit of not less than £10 million for any one occurrence, unless otherwise agreed in writing by the Council.
Insurance must cover all activities associated with the Event, including Set Up and Break Down.
8.2 Evidence of Insurance
Evidence of insurance must be provided to the Council by the deadline specified by the Events Team and prior to the commencement of any activities on the Site.
The Council reserves the right to refuse or withdraw permission where satisfactory evidence of insurance is not provided.
8.3 Liability
The Event Organiser is responsible for all claims, demands, actions, losses, damages, costs and expenses arising from or in connection with the Event, except to the extent that such liability arises directly from the negligence or wilful misconduct of the Council.
The Council accepts no responsibility for loss, damage or theft of property belonging to the Event Organiser, attendees, contractors or third parties.
8.4 Indemnity
The Event Organiser must fully indemnify and keep indemnified the Council against all claims, demands, actions, proceedings, damages, losses, costs and expenses arising from the Event, including but not limited to claims for personal injury, death, damage to property, breach of statutory duty or failure to comply with these Terms and Conditions.
This indemnity applies to all activities undertaken during the Event Period, Set Up and Break Down.
8.5 Limitation of Council Liability
Subject to any liability which cannot be excluded or limited by law, the Council’s total liability in connection with the Event shall not exceed the amount of fees paid by the Event Organiser to the Council in respect of the Event.
Nothing in these Terms and Conditions limits the Council’s liability for death or personal injury caused by its negligence or for fraud.
Section 9 – Publicity, Advertising and Reputation
9.1 Publicity and Promotion
The Event Organiser must not issue publicity, promotional material or sell tickets for the Event until written permission has been granted by the Council.
Where required by the Council, details of the Event must be submitted for inclusion on the Visit Southampton website or other Council platforms.
9.2 Use of Council Name and Branding
The Event Organiser must not use the Council’s name, logo, branding or any implication of Council endorsement without the Council’s prior written approval.
Where approval is granted, all uses of Council branding must comply with the Council’s requirements and be approved in advance.
9.3 Advertising Standards and Legal Compliance
All advertising, marketing and promotional activity associated with the Event must comply with all applicable legislation, codes of practice and regulatory requirements, including those issued by the Advertising Standards Authority.
Advertising must be legal, decent, honest and truthful and must not be misleading, offensive or discriminatory.
9.4 Reputational Risk and Council Discretion
The Council reserves the right to refuse, restrict or withdraw permission for any Event, promotion or advertising activity which, in the Council’s opinion, may bring the Council into disrepute, conflict with the Council’s aims or priorities, or expose the Council to reputational risk.
The Council is not required to give reasons for such decisions.
9.5 Endorsement
The appearance of an Event, promotion or advertising material on Council land or Council platforms does not constitute endorsement by the Council of any organisation, product or service.
The Council does not guarantee the financial status, quality, safety or suitability of any goods or services promoted or provided in connection with the Event.
Section 10 Equality, Accessibility and Inclusion
10.1 Equality Duties
The Event Organiser must comply at all times with the Equality Act 2010 and must not unlawfully discriminate against any person on the grounds of a protected characteristic.
The Event Organiser is responsible for ensuring that the planning and delivery of the Event does not result in discriminatory practices or exclusion.
10.2 Accessibility
The Event Organiser must take reasonable steps to ensure that the Event is accessible to disabled people and others with access requirements.
This includes consideration of access routes, viewing areas, welfare facilities, signage, communication and emergency arrangements.
Where temporary structures or layouts restrict access, suitable alternative arrangements must be provided where reasonably practicable.
10.3 Inclusive Planning
The Event Organiser must consider the needs of a diverse audience when planning the Event, including families, older people and people with sensory or mobility impairments.
Accessibility considerations must be reflected in risk assessments and event management plans where required by the Council.
10.4 Enforcement
Where the Council identifies significant accessibility or equality concerns, it may require changes to the Event arrangements or withdraw permission where concerns cannot be satisfactorily addressed.
Section 11 – Sustainability and Environmental Responsibility
11.1 General Environmental Responsibility
The Event Organiser must take reasonable and proportionate steps to minimise the environmental impact of the Event.
This includes consideration of waste, energy use, transport, materials, noise, emissions and impacts on the surrounding area.
11.2 Waste and Resource Management
The Event Organiser must minimise waste generated by the Event and ensure that waste is managed lawfully and responsibly.
Where practicable, measures should be taken to reduce single use plastics and unnecessary packaging.
Recycling and food waste facilities must be provided where appropriate and clearly signposted.
11.3 Ground and Land Protection
The Event Organiser must give particular regard to protecting ground conditions, grassed areas, trees and habitats.
Measures must be taken to prevent compaction, rutting, contamination or long-term damage, including adjusting layouts, vehicle movements and infrastructure where required.
11.4 Compliance with Environmental Policies
Where the Council has adopted environmental policies, codes of practice or standards relevant to Events, the Event Organiser must comply with any requirements identified by the Council as applicable to the Event.
11.5 Enforcement
Failure to comply with reasonable environmental or sustainability requirements may result in enforcement action, recovery of costs or withdrawal of permission for the Event.
Section 12 – Termination, Suspension and Emergency Powers
12.1 Termination for Breach
The Council may terminate permission for the Event with immediate effect where the Event Organiser breaches these Terms and Conditions, any associated schedules or any additional conditions issued by the Council.
Termination may occur without prior notice where the Council considers this necessary to protect public safety, health, security, the environment or the proper management of Council land.
12.2 Suspension or Variation
The Council reserves the right to suspend, curtail or vary the Event, including operating times, activities or capacity, where it considers this necessary in the interests of safety, security, public order, environmental protection or legal compliance.
The Event Organiser must comply immediately with any such requirement.
12.3 Emergency Powers
Where the Site or Event is affected by an emergency, severe weather, public health incident, security threat or other unforeseen circumstance, the Council may cancel or require the Event to cease immediately.
The Event Organiser must take all reasonable steps to assist with emergency response and to secure the Site.
12.4 No Liability for Loss
In the event of termination, suspension or cancellation under this section, the Council accepts no liability for loss, damage or expense incurred by the Event Organiser or any third party, except as expressly stated elsewhere in these Terms and Conditions.
12.5 Survival of Obligations
Termination or suspension does not affect any obligations of the Event Organiser which are intended to survive, including obligations relating to reinstatement, indemnity, insurance and payment of outstanding charges.
Section 13 – Data Protection and Information
13.1 Data Protection
The Event Organiser must comply with all applicable data protection legislation, including the UK General Data Protection Regulation and the Data Protection Act 2018.
Where the Event Organiser processes personal data in connection with the Event, it does so as an independent data controller and is responsible for ensuring that personal data is processed lawfully, fairly and securely.
The Council accepts no responsibility for the Event Organiser’s handling of personal data.
13.2 Freedom of Information
The Event Organiser acknowledges that the Council is subject to the Freedom of Information Act 2000 and the Environmental Information Regulations 2004.
The Council may be required to disclose information relating to the Event in response to a request, including information provided by the Event Organiser.
13.3 Assistance with Information Requests
Where the Council receives a request for information relating to the Event, the Event Organiser must provide reasonable assistance to the Council within the timescale specified.
The decision as to whether any information is disclosed rests solely with the Council.
13.4 Confidentiality
Nothing in these Terms and Conditions prevents the Council from disclosing information where required to do so by law.
Section 14 – Governing Law and Jurisdiction
14.1 Governing Law
These Terms and Conditions and any dispute or claim arising out of or in connection with them or the Event shall be governed by and construed in accordance with the laws of England and Wales.
14.2 Jurisdiction
The Event Organiser submits to the exclusive jurisdiction of the courts of England and Wales.
Nothing in this section limits the Council’s right to take proceedings against the Event Organiser in any other jurisdiction where permitted by law.
Section 15 – Special Conditions and Schedules
15.1 Application of Special Conditions
In addition to Sections 1 to 14, the Event Organiser must comply with any Special Conditions and Schedules that apply to the Event.
Special Conditions and Schedules form part of these Terms and Conditions and are binding on the Event Organiser as if set out in full within the main body of the document.
15.2 Site Specific and Activity Specific Requirements
Special Conditions and Schedules may apply based on factors including, but not limited to:
- The location of the Event
- The nature or scale of the Event
- The use of temporary structures, attractions or vehicles
- Trading, catering or concessions
- Environmental sensitivities
- Public safety or security considerations
Where more than one Schedule applies, the Event Organiser must comply with all relevant Schedules.
15.3 Priority and Interpretation
Where there is any conflict between the main Terms and Conditions and a Schedule, the provisions of the Schedule shall take precedence in relation to the matters it covers.
Where a Schedule imposes additional or more specific requirements, those requirements apply in addition to the main Terms and Conditions.
15.4 Failure to Comply
Failure to comply with any applicable Special Condition or Schedule will be treated as a breach of these Terms and Conditions and may result in enforcement action, suspension or termination of permission for the Event.
Schedule 1 – Southampton Common and Sites of Special Scientific Interest
S1.1 Status of Southampton Common
Southampton Common is a Site of Special Scientific Interest and is subject to statutory protections under the Countryside and Rights of Way Act 2000 and other relevant legislation.
The Council has a legal duty to further the conservation and enhancement of the special features of the Site. Permission to hold Events on Southampton Common is therefore subject to heightened controls.
S1.2 Overriding Duty of Protection
The Event Organiser must ensure that the Event does not damage, disturb or adversely affect the ecological, environmental or physical features of the Common.
The Event Organiser is responsible for understanding the sensitivities of the Site and for ensuring that all activities are planned and delivered accordingly.
Damage to an SSSI may constitute a criminal offence and may result in enforcement action and significant penalties.
S1.3 Prohibited Activities
Unless expressly approved in writing by the Council, the following activities are prohibited on Southampton Common:
- Digging, ground penetration or excavation
- Removal, cutting or pruning of vegetation
- Lighting of fires or use of open flames
- Barbecues, disposable barbecues or any other open flame cooking, unless expressly approved in writing by the Council as part of an Event application and subject to conditions
- Discharge of chemicals, polluted water, oils, food waste or animal waste onto the ground
- Release of animals, plants or seeds
- Killing, injuring or reckless disturbance of wildlife, including protected species
- Use of straw or similar materials
- Disposal of gas canisters, cooking oil, tyres or similar items in skips
S1.4 Vehicles and Access Controls
Vehicle access to Southampton Common is strictly controlled.
Vehicles must use only agreed routes and times and must comply with speed limits and banksman requirements specified by the Council.
Any vehicle exceeding height restrictions must be accompanied by a banksman for the duration of its movement.
Temporary road surfaces, ground protection and fencing must be installed where required to prevent damage to grass, roots and habitats.
S1.5 Ground Protection Measures
The Event Organiser must implement appropriate ground protection measures, including boards, trackway or matting, where required by ground conditions or weather.
Where ground conditions deteriorate, the Event Organiser must suspend or modify activities to prevent damage.
The Council may require infrastructure or equipment to remain in place temporarily following the Event to avoid further damage during removal.
S1.6 Steam Engines and Traction Engines
Steam traction engines are not permitted on Southampton Common unless expressly approved in writing by the Council.
Where approval is granted, conditions relating to routing, ground protection, supervision and operation must be complied with at all times.
S1.7 Inspections and Monitoring
The Council may carry out inspections of the Site before, during and after the Event.
Pre Event and post Event inspections may be required and must be undertaken with the Event Organiser where requested.
S1.8 Reinstatement and Costs
The Event Organiser is fully responsible for reinstating the Site to the Council’s satisfaction following the Event.
Where reinstatement is required, the Event Organiser must carry out or fund the works as specified by the Council.
The Council may recover all costs associated with reinstatement, monitoring or enforcement.
S1.9 Compliance with Additional Guidance
The Event Organiser must comply with any site-specific guidance or documents issued by the Council relating to the protection of Southampton Common.
Failure to comply with this Schedule will be treated as a serious breach of these Terms and Conditions.
Schedule 2 – Fairs, Attractions and Amusements
S2.1 Application of this Schedule
This Schedule applies to any Event involving fairs, funfairs, rides, amusements, inflatables, mechanical attractions, mobile service concessions or similar activities.
Where this Schedule applies, its provisions are in addition to, and not a replacement for, the main Terms and Conditions.
S2.2 Responsibility of the Event Organiser
The Event Organiser remains fully responsible for all fairground operators, ride operators and concessionaires engaged in connection with the Event.
The contractual relationship remains solely between the Council and the Event Organiser. No relationship is created between the Council and any individual operator.
The Event Organiser must ensure that all operators are made aware of, and comply with, these Terms and Conditions and all applicable Schedules.
S2.3 Compliance with Safety Standards
All rides, attractions and amusements must comply with all relevant legislation, Health and Safety Executive guidance and recognised industry standards, including the Code of Safe Practice at Fairs.
Each ride or attraction must have a current and valid inspection certificate issued by a Competent Person.
Certificates must be displayed on each ride and made available to the Council on request.
S2.4 Installation and Operation
All rides and attractions must be installed, operated and dismantled by Competent Persons.
Levelling blocks, boards or other suitable ground protection must be used at all times.
Guy ropes, barriers and fencing must be installed so as not to create trip hazards or obstruct access routes.
S2.5 Electrical and Mechanical Safety
All electrical and mechanical equipment must be suitably guarded and protected from public access.
Cables must be adequately insulated, secured and routed to avoid hazards.
S2.6 Fire Safety
Appropriate firefighting equipment must be provided throughout the Site.
Each ride or attraction must have suitable firefighting equipment readily available.
The Council and the Fire and Rescue Service may inspect fire safety arrangements at any time without notice.
S2.7 Charges to the Public
The Event Organiser must ensure that charges made to the public are reasonable and not excessive.
Where disputes arise regarding charges, the Council may require operators to leave the Site and no refund of fees will be given.
S2.8 Allocation of Space and Management
The Event Organiser is responsible for allocating space to operators, resolving disputes and maintaining a record of all operators and their certification.
Operators must not sub-let or transfer pitches without the Council’s written approval.
S2.9 Vehicles and Access
Vehicles associated with fairs and attractions must comply with all Site access requirements.
Vehicles must remain on approved routes and hard standings and must not travel across grassed areas without permission.
S2.10 Inspections and Enforcement
The Council reserves the right to inspect any ride, attraction or operation and to require immediate remedial action.
Failure to comply with this Schedule may result in removal of rides or termination of the Event.
Schedule 3 – Trading, Catering and Concessions
S3.1 Application of this Schedule
This Schedule applies to any Event involving trading, catering, food and drink sales, mobile service concessions, markets, stalls or similar commercial activity.
Where this Schedule applies, its provisions are in addition to the main Terms and Conditions and any other applicable Schedules.
S3.2 Responsibility of the Event Organiser
The Event Organiser is fully responsible for all traders, caterers and concessionaires operating at the Event.
The Council has no contractual relationship with individual traders or concessionaires.
The Event Organiser must ensure that all traders are aware of and comply with these Terms and Conditions, all applicable Schedules and any site-specific requirements.
S3.3 Permissions and Registration
All traders and caterers must be appropriately registered with the relevant local authority under food premises registration legislation.
Where street trading consents, market permissions or other authorisations are required, these must be obtained before trading takes place.
The Event Organiser must provide trader details to the Council where requested.
S3.4 Food Safety and Hygiene
All food and drink operations must comply with food safety legislation and food hygiene requirements.
Food must be prepared, stored and served safely at all times.
The Council reserves the right to inspect food operations and take enforcement action where necessary.
S3.5 Products and Trading Restrictions
Traders may sell only those products approved by the Council where such approval is required.
The Event Organiser must ensure that unauthorised products are not sold.
The Council reserves the right to require the removal of any trader selling unauthorised or inappropriate goods.
S3.6 Waste, Water and Drainage
Traders must manage waste responsibly and must not discharge wastewater, oils or food waste onto the ground or into drains.
Suitable containers and facilities must be provided for waste and wastewater.
S3.7 Display of Information
Traders must display their trading name and contact details where required by law.
Food hygiene ratings must be displayed where required.
S3.8 Enforcement
Failure by traders or concessionaires to comply with this Schedule may result in removal from the Site.
The Event Organiser remains responsible for any costs or consequences arising from non-compliance.
Schedule 4 – City Centre Events, Promotions and Activities
S4.1 Application of this Schedule
This Schedule applies to Events, promotions, marketing activity and brand activations taking place within the city centre, including streets, squares, pedestrianised areas and other high footfall locations.
Where this Schedule applies, its provisions are in addition to the main Terms and Conditions and any other applicable Schedules.
S4.2 Nature of Activities
Activities must be consistent with the character and function of the city centre and must not obstruct pedestrian movement, access to premises, emergency routes or public rights of way.
The Council reserves the right to restrict or refuse activities which are considered inappropriate for the location, or which may adversely affect the operation of the city centre.
S4.3 Sales and Commercial Activity
Direct sales are not permitted unless expressly approved in writing by the Council.
Free samples, promotional materials or giveaways may be permitted where they do not result in obstruction, nuisance or littering.
The Council reserves the right to restrict or prohibit activities which are primarily commercial in nature.
S4.4 Noise and Amplification
Amplified sound must not cause nuisance to nearby premises or the general public.
Any instruction from a Council Officer or the Police to reduce noise levels must be complied with immediately.
S4.5 Political and Content Restrictions
Political activity, campaigning or promotion of political parties is not permitted.
Activities promoting products or substances recognised as harmful to health may be restricted or refused.
The Council reserves the right to refuse any activity which is considered offensive, discriminatory, controversial or damaging to the Council’s reputation.
S4.6 Protection of Structures and Surfaces
No activity may damage buildings, monuments, paving, street furniture or fixtures.
Vehicles, equipment and materials must not be positioned in a way that risks damage to historic structures or public realm assets.
S4.7 Vehicles
Vehicles are not permitted unless integral to the activity and approved in writing.
Where permitted, appropriate insurance and safety controls must be in place.
S4.8 Enforcement
Failure to comply with this Schedule may result in immediate cessation of the activity and removal from the Site.
The Event Organiser remains responsible for any damage or costs arising.
Schedule 5 – Safeguarding Children and Vulnerable Adults
S5.1 Application of this Schedule
This Schedule applies to all Events where children or vulnerable adults may be present, whether as attendees, participants, performers, workers or volunteers.
Safeguarding obligations apply regardless of whether the Event is specifically targeted at children or vulnerable adults.
S5.2 Safeguarding Responsibility
The Event Organiser is fully responsible for safeguarding children and vulnerable adults in connection with the Event.
The Council does not assume responsibility for safeguarding arrangements made by the Event Organiser.
S5.3 Safeguarding Arrangements
The Event Organiser must have appropriate safeguarding arrangements in place, proportionate to the nature and scale of the Event.
This must include procedures for lost children and vulnerable adults, clear reporting routes and staff awareness.
S5.4 Staff, Volunteers and Checks
Where staff or volunteers are engaged in roles involving regulated activity or unsupervised access to children or vulnerable adults, the Event Organiser must ensure that appropriate Disclosure and Barring Service checks are in place.
All staff and volunteers must be briefed on safeguarding procedures relevant to the Event.
S5.5 Performances and Participation by Children
Where children under the age of 16 are performing or working at the Event, the Event Organiser must ensure that all relevant child performance licences or permissions are obtained.
The Event Organiser must comply with all applicable child employment and performance legislation.
S5.6 Enforcement
Failure to comply with safeguarding requirements may result in suspension or termination of the Event.
The Event Organiser remains liable for any consequences arising from failure to implement appropriate safeguarding arrangements.
Schedule 6 – Counter Terrorism and Security
S6.1 Application of this Schedule
This Schedule applies to all Events where there is a foreseeable risk to public safety arising from crowd size, profile, location or nature of activities.
Where applicable, this Schedule operates alongside duties under the Terrorism (Protection of Premises) Act 2025 (Martyn’s Law).
S6.2 Responsibility for Security
The Event Organiser is solely responsible for the security of the Event, including the safety of attendees, staff, contractors, volunteers and members of the public.
The Council does not provide event security unless expressly agreed in writing.
S6.3 Risk Assessment and Planning
The Event Organiser must assess security and terrorism risks proportionate to the Event and must document appropriate mitigation measures.
Security considerations must be incorporated into the Event Management Plan where required.
S6.4 Compliance with Martyn’s Law
Where the Event falls within scope of the Terrorism (Protection of Premises) Act 2025, the Event Organiser must comply with all applicable duties, including:
- Assessment of terrorism risk
- Implementation of reasonably practicable protective and preparedness measures
- Staff awareness and training
- Clear procedures for responding to incidents
The Event Organiser must cooperate with the Council and relevant agencies in relation to security planning and coordination.
S6.5 Security Measures
Security measures may include stewarding, access controls, bag searches, vehicle mitigation, monitoring and communication arrangements, proportionate to the Event.
All security staff must be appropriately trained and, where required, licensed.
S6.6 Inspection and Enforcement
The Council reserves the right to review security arrangements and to require changes where necessary.
Where security arrangements are considered inadequate, the Council may require immediate remedial action or suspend or terminate the Event.
Schedule 7 – Health Promotion and High Fat, Sugar and Salt Products
S7.1 Purpose and Scope
This Schedule applies to Events involving food, drink, sponsorship, advertising, promotion or brand activation.
It reflects the Council’s aspiration to support healthier environments for residents and visitors while recognising that a range of food and drink products may form part of Events, markets and promotions.
S7.2 General Approach
The Council does not prohibit the sale or promotion of high fat, sugar and salt products at Events.
However, the Council expects Event Organisers to take a balanced and responsible approach that supports health and wellbeing where reasonably practicable.
S7.3 Expectations of Event Organisers
Event Organisers are expected, where appropriate to the nature of the Event, to:
- Provide healthier food and drink options alongside high fat, sugar and salt products
- Ensure drinking water is available and clearly signposted
- Avoid free giveaways of sweets, sugary drinks or similar products, particularly where children are likely to be present
- Consider portion sizes and availability of lower sugar or lower salt alternatives
- Consider sponsorships and partnerships that align with healthier living
S7.4 Advertising and Promotion
Where advertising or promotional activity takes place on Council land or Council platforms, the Council may require that healthier options are included and that promotional activity does not focus solely on high fat, sugar and salt products.
The Council reserves the right to refuse or restrict promotional activity where it considers that the nature, scale or presentation of such activity is inappropriate for the location or audience.
S7.5 No Endorsement
Nothing in this Schedule constitutes endorsement by the Council of any product, brand or sponsor.
The Event Organiser remains responsible for all sponsorship, advertising and promotional arrangements.
S7.6 Enforcement
Failure to have regard to this Schedule may be taken into account by the Council when considering Event applications, permissions or future use of Council land.
