Organise and stage an event in Doncaster

What is this for?

Doncaster Borough is a great place to hold an event.  Each year there are many events that take place from fetes, carnivals, funfairs, charity events, circus, music festivals and loads more.

It’s important that we have the details of all events taking place across the Doncaster Borough so we can ensure where possible that we help you to make your event as smooth to plan and deliver as possible.  There are lots of things that you may need to consider such as, other events at the same time or in the same area, any planned roadworks taking place, any traffic management you may need, licences and permissions for your event to mention a few.  We want to help you to make sure you can plan and deliver the best event possible for yourself and those visiting your event.

All events should be organised with the safety of the participants, spectators and officials foremost in the planning process as well as the protection and consideration of the local community and the environment.

We appreciate that regardless of whether you are organising a festival for 10,000 people of a community picnic for the event organiser there is always so much to do.

If you tell us about your event we will do what we can to help you by directing you to the most appropriate places to get help. Please be aware there may be more forms to fill in once your event starts to progress – but for now this will help us to help you.

Event planning must comply with the latest UK Government and industry guidance.

We would encourage you to submit your initial enquiry as soon as possible to ensure you meet our required minimum notice periods.

What is it going to cost?

There are no costs involved at this stage.  Please be aware that there could be costs moving forward for things like licenses or road closures. You will be advised of these if they are required.

What we need from you

Please, tell us about the event you are planning by completing this online form for events taking place in 2025 - https://forms.office.com/e/1dNJiKGm6i

If your event is planned for 2026 complete this online form  -  https://forms.office.com/e/GPMVEv17VL

At this stage we are looking to obtain contact information for the event organiser and an idea of the size and nature of your event.  If you are looking to use a public space or Council site please also include this information.

What you should expect from us

In the meantime we highly recommend you check out the links below before you proceed with your planning. No matter how big or small your event you will be expected to follow simple guidelines and deliver a safe event.

• HSE- Guidance on running events safely
• GOV.UK - Organising a voluntary event

Yorkshire Ambulance Service

In order to make the Yorkshire Ambulance Service event notification process more user friendly and to capture saliant medical information that YAS receives event notifications via a MSform.

We have set the threshold for this to be events with 1,000 or above or with the additional risks of- Motor Sports, Events in/around water, Pyrotechnics/Bonfire, Overnight camping and Road closures.

MSform Link YAS Event Assurance Form

More information

It is likely that additional guidance will be required for specialist events and larger scale activities and there are many sources of information i.e. government and event industry guidance websites that may be able to offer advice on specific types of event.

• Temporary Traffic Management and Road Closure forms
• The Purple Guide - guidance for event organisers
• PIPA - Testing and Tagging Inflatable Play Equipment

Privacy Notice

The Council is committed to meeting its data protection obligations and handling your information securely. You should make sure you read and understand the Events privacy notice, which sets out what you need to know about how Doncaster Council will use your information in the course of our work as a Local Authority.