Event planning advice
Every event is unique and needs different levels of management and services. However, some elements are the same for all events. Use the information on these web pages as a starting point for your planning.
Start planning your event early. A minimum of 3 months planning is normal, even for a small event.
You will need to consult with others about your plans and have a budget to cover your costs.
When planning your event, you will need to consider the following.
Phases of planning an event
- Preparation/planning.
- Build/load in.
- Live event.
- De-rig/load out/breakdown.
- Debrief.
Planning
- What the event will include.
- The date and time the event will take place.
- The audience/crowd profile and dynamics.
- How admission will be handled (for example, free, pre-sold tickets, or payment at the gate).
- The expected number and age range of attendees.
- Choosing suppliers.
- If the event needs a licence.
- If a road closure application is needed.
- Accessibility for emergency services and people with disabilities.
Location of event
You must get permission if the event is on someone else's land or premises.
Parks
To hold an event in a Birmingham City Council park or open space, complete our events enquiry form. Apply at least 12 weeks before the event.
City centre public squares
To hold an event in a city centre location, such as Centenary or Victoria Square, email CityCentre@birmingham.gov.uk.
Paperwork and documents needed
Event Safety Management Plan (ESMP)
Every event, regardless of size, needs careful planning. The planning process should involve everyone involved in the event delivery, as well as relevant organisations and agencies, such as the council and the police.
Keep track of all steps by recording information in a single ESMP. If you store this electronically, make sure you back it up frequently.
Contents of an ESMP
Your ESMP should include:
- event summary
- location
- contact list
- site plans
- route management
- stakeholder management
- licensing
- branding and signage
- infrastructure
- waste management
- traffic management/road closures
- environmental Health
- Trading Standards
- health and safety
- security
- emergency procedures
Risk assessments
To comply with the law, you must carry out a risk assessment. Start with your outline proposals and list your concerns about what might go wrong. Then, note the steps you need to take as precautions.
Lord Mayor of Birmingham
To invite the Lord Mayor or Deputy Lord Mayor of Birmingham to your event, complete a booking form.
Licensing
You will likely need a full premises licence or, for smaller events, a Temporary Event Notice (TEN) if your event includes:
- selling or supplying alcohol
- regulated entertainment, such as music, dancing or film screenings
- providing late-night refreshments
Safety Advisory Group
A Safety Advisory Group (SAG) provides advice on welfare, health and safety at events.
You may be asked to attend a SAG meeting after applying to hold an event.
For more information, visit our Safety Advisory Group (SAG) webpages.
Useful guides
- The Purple Guide to Health, Safety and Welfare at Outdoor Events
- The Guide to Safety at Sports Grounds (also known as the Green Guide)
Get event advice
Our events team are experienced in organising major outdoor events. If you need advice, email eventsteam@birmingham.gov.uk.
Page last updated: 13 May 2026
