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Organising An Event

Voluntary and community events are an important aspect of everyday life that help encourage people to play a more active part in the community.

They may celebrate a particular occasion, or raise funds for our good causes or simply bring people in a community closer together. We have worked with a range of community organisations, pubs, clubs, society, government organisations to develop events during our carnival week.

Being a small committee we dont have enough resources to plan and arrange a large number of events for our carnival week. this is where the community come into play, being a pub, club, organisation, why not help us by arranging an event for carnival week. If you want to raise funds for your own club, a charities you support, why not plan an events and make Par carnival part of your donations as well as you club or charity.

Ideas: Events we have arranged during our carnival history:

Bake off, Bar B Que, Beach Art, Bio Blitz, carnival Quiz, Childrens Sport, Childrens Games, Cycle Ride, Dog Show, Euchre, Grand Draw, Horse Racing, Miss West Country, Pig Racing, Scarecrow Competition, Sweets in A Jar, Tombola, Treasurer Hunt etc.

Just Email us for advise etc.

Public events require extra planning and preparation, sometimes lasting months or even a year.  

Planning and Organising 

How much notice do I need to give?

Three months notice is required for most events (12 weeks min) Especially for events that need a road closure.

Complete road closure event applications :

  • For events with up to 5,000 people, you must give 3 months’ notice.
  • For events with over 5,000 people, you should give 6 months’ notice.

Things to consider

Before you start the Event planning:

  • Why you are holding the event
  • Whether you need to make a profit
  • Who will attend your event
  • What kind of event will it be, e.g. will there be water based activities, fireworks, music or street stalls
  • Where you want to hold the event and whether you need permission to hold it there. Find out more on the ‘holding events on Council land‘ page.
  • When the event will take place – remember to allow 3-12 months for the necessary licences, inspections and highway issues
  • How long the event will last
  • Whether your event will clash with any other events. This could affect the numbers attending and the support the emergency services can offer

You will also need to consider:

  • whether you need permission to hold the event
  • who needs to be consulted
  • whether you need licences and planning permission

Location

The location of your event is one of the most important decisions.  A good location will bring in extra visitors. A bad one can cause major traffic problems and annoy people living nearby.

Here are some things to consider when deciding where to hold your event:

  • Is it easy for people and cars to enter and exit the site?
  • Is there plenty of car parking nearby?
  • Do you need to organise a park and ride system?
  • Is the site near homes that could be affected by noise from the event?
  • If your event will take place on a beach, will it be affected by the tides?
  • If your location is a working site, like a harbour or a farm, will you be able to fit your event around the normal work that is going on at the site?
  • Will your location affect the local environment?  Some sites provide habitat for wildlife or have archaeological remains and can easily be damaged by large numbers of visitors.

You may also want to consider:

  • health and safety
  • marketing
  • entertainment
  • staffing
  • catering
  • first aid
  • security

Event notification forms

Useful documents