Planning an Event | Dundee City Council

Thank you for considering Dundee for your event.

We are keen to hear from you and learn more about what you have planned. Please complete what you can from our events planning form so we can get to know you. This form should be emailed to the Events Team, who will happily get back to you to discuss; cityevents@dundeecity.gov.uk.

We say yes to everything we can. We are here to support you through our event and licensing processes and can be called on for event planning advice.

Following your initial events planning form, you will be expected to submit the appropriate risk assessments, insurance documents and if necessary, a full event plan. Depending on the scale and activities at your event, you may have further engagement with the Events Team, including site visits, multi-agency or Safety Advisory Group meetings.

We look forward to working with you to deliver a safe and enjoyable event for the people of Dundee and Tayside.

How to book Dundee City Council's spaces

Parks

Dundee City and region has many wonderful spaces and places to hold your event. We welcome bookings for our parks or open spaces through our Neighbourhood Services Team. You can enquire into available spaces by emailing events.activities@dundeecity.gov.uk. This team also have a range of physical resources available to hire which may help your event including a stage, star tent, tables and chairs.

City Centre

For City Centre locations such as City Square, Murraygate or Boots Corner, please contact licensing.board@dundeecity.gov.uk or download from the Civic Licensing area of this website.

Our charges for City Centre Land use for commercial purposes are as follows:

City Square - exclusive use £1,000 per day
Front of City Square ('D' area) - £200 per day for small infrastructure - gazebo, table, small van or similar
Front of City Square ('D' area) - £400 per day for large infrastructure - big display units/trucks, multiple vehicles. Access to mains power is an additional charge, price on enquiry.

Please note a license administration fee may apply.

Slessor Gardens

Looking to have your event take place in Slessor Gardens? Please read the Terms and Conditions for more information. If you would like to discuss your plans further, please contact City Centre Management on cityevents@dundeecity.gov.uk

Other venues

Leisure and Culture Dundee run many venues within the city. You can find contact details on their website.

Briefing Packs for Event Organisers

Camperdown Park

Situated just 3 miles from Dundee city centre, off Kingsway West (A90), Camperdown Country Park is the largest public park in Dundee.

This document provides key considerations for event promoters looking to book Camperdown Park. It includes site-specific requirements, important contacts, and logistical elements necessary for successful event planning.

Please review this document ahead of making a booking enquiry for Camperdown Park.

Camperdown Park Briefing Pack for Event Organisers

City Square

The City Square is situated in the heart of Dundee city centre, with excellent public transport links, including bus stops and taxi ranks nearby.

This document provides key considerations for event organisers looking to book the City Square. It includes site-specific requirements, important contacts, and logistical elements necessary for successful event planning.

Please review this document ahead of making a booking enquiry for the City Square.

City Square Briefing Pack for Event Organisers

Slessor Gardens

Slessor Gardens is a premier outdoor event space in the heart of Dundee, offering a versatile setting for a range of events, including concerts, festivals, and public gatherings.

To ensure smooth operations and compliance with regulations, event organisers must adhere to the guidelines outlined in this briefing document.

Please review this document ahead of making a booking enquiry for Slessor Gardens.

Slessor Gardens Briefing Pack for Event Organisers

Timeline for events

Applications for events should be submitted as soon as you can, no less than 3 months in advance of any event to allow for processing and to obtain permission to occupy public space. For larger events of 5,000+ people, we recommend no less than 6 months.

Download the Timeline for Events Guidance.

If you are entertaining the public at your event you will require a Public Entertainment License (PEL). Please download the PEL application deadlines, which shows how far in advance of your event you should submit your PEL paperwork.

If you are unsure whether you need a PEL, you can check this list of applicable events or contact our licensing department by phone on 01382 434499, 01382 434805, 01382 434433 or 01382 434283 or by email licensing.board@dundeecity.gov.uk

Paperwork to submit

Events Planning Form

All event organisers are required to submit an event application to obtain permission for the use of council park spaces.

Please complete what you can from our events planning form so we can get to know you. This form should be emailed to the Events Team, who will happily get back to you to discuss your event further, email cityevents@dundeecity.gov.uk

Event Paperwork Checklist

Dundee City Council, as the landowner and licensing authority in Dundee, must ensure that events which receive a licence, or are held on our land, are both safe and legally compliant whilst minimising the impact on non-attendees. To facilitate the assessment of events, organisers must provide documentation demonstrating that their plans and procedures are suitable and adequately address the related risks.

The paperwork and information required will be dependent on what activities you choose to have at your event. Please download the list of event paperwork requirements.

Event Management Plan

An event management plan is essential. The document should provide guidance and outline key plans and all operational aspects of the event while also serving as a practical operational guide.

Within this, you will need to consider several different aspects, including but not limited to stewarding, traffic management, roles and responsibilities, food safety and contingency plans.

Site Plan

A site plan serves as a visual guide for how your event will be arranged on-site. Engaging in site planning helps to mitigate risks associated with infrastructure, provides a valuable tool for organising, and enhances the attendee experience by creating a comfortable environment.

In the planning of an event site, it is important to identify areas designated for public use and to design the layout in a manner that minimises risks associated with trip hazards, electrical equipment, vehicle movement and any other possible dangers that may be present or could arise during the event.

A detailed site plan should be produced (preferably to scale) and submitted with the events planning form. This is also required for any licence application.

Public Liability Insurance

For any public event, at any scale, insurance is compulsory – you must have appropriate Public Liability insurance (minimum £5,000,000 cover). The Council reserves the right to require a higher limit if deemed necessary.

Organisers will be required to provide either:

a copy of your insurance certificate showing the policy number, dates valid and amounts covered by your policy
or a letter from your insurer providing the same information

Risk Assessment

As the event organiser, you are responsible for the safety and welfare of all individuals on site, including employees, contractors, and members of the public. Risk assessments will be required to demonstrate that you have considered all aspects of your activity to identify hazards and control risks. Particular attention will be given where you indicate that there will be stages, marquees, inflatables, catering, etc. Guidance on risk assessments and generic forms are available on the Health and Safety Executive website.

The Health & Safety Executive advises using a 5-step approach to assess risks:

Identify the hazards
Decide who might be harmed and how
Evaluate the risk and decide the control measures
Record the findings and implement
Review and update if necessary

Dundee City Council has a Risk Assessment template you may wish to use.

In addition to conducting your own risk assessment, event organisers should ensure that their suppliers, contractors, and entertainers have suitable risk assessments for their activities.

Safety Guidance

You will find event safety guidance within the Purple Guide.

Traffic Management (TTROs)

The Council requires event organisers to submit Traffic Management plans detailing road closures and resources for safe execution. Organisers should also consider pedestrian signage and public transport connections.

Traffic management contractors must take cognisance of the Safety at Street Works and Road Works Code of Practice and Chapter 8 of the Traffic Signs Manual when planning any form of traffic management on the road network.

Traffic flows must be taken into consideration and traffic counts carried out and factored into a risk assessment.

For works on multi-lane carriageways, consideration must be given to the use of an impact protection vehicle to safeguard operatives.

Traffic management contractors can liaise with Dundee City Council’s Urban Traffic Control (UTC) department to assist with placing traffic management on the road network adjacent to signalised junctions. Please contact UTC on 01382 433829 or dundeeutc@dundeecity.gov.uk.

For works requiring a TTRO, please download and complete the TTRO information sheet and return it to the postal address or email addresses at the bottom of the page.

For TTRO's up to 5 working days we require 4 weeks' notice to allow for processing and notification. The cost of the TTRO application is £440.
For TTRO's longer than 5 working days, we require 6 weeks' notice to allow for processing and notification. The cost of the TTRO application is £1000.

Each application will also require a plan showing the extent of the closure, the proposed diversion route, and the traffic management details.

Please note that TTRO's will not be processed until the application fee and all of the required information has been received. For payment details, please contact Mark Cobb or Andy Scrimgeour.

Contact Details

Andy Scrimgeour, email andy.scrimgeour@dundeecity.gov.uk, Tel 07939 282 882
or Mark Cobb, email mark.cobb@dundeecity.gov.uk, Tel 07939 282 884

Road Maintenance Partnership
Contracts House
1 Soutar Street
Dundee DD3 8SS

Event Licences

In addition to applying for site permission, if you are holding an event, you must apply for any licences you need:

Event Structures (Stages) - the Civic Government (Scotland) Act 1982, Section 89 requires a permit for all temporary raised structures that stand over 600mm above the ground. An application form and plans should be submitted at least 28 days prior to the proposed date of use of the raised structure. For more information, visit The Use of a Raised Structure | Dundee City Council.

A Public Entertainment Licence is required where the public are admitted for the use of facilities for the purpose of entertainment or recreation. For more information visit Public Entertainment Licence | Dundee City Council.

A Street Traders Licence, under the Civic Government (Scotland) Act 1982, is required for street trading by anyone other than a local or public authority when offering goods or services to the public. For more information, visit Street Trader Licence | Dundee City Council.

A Market Operators Licence is required for markets or events with a market element featuring more than one stall, catering concession, or other unit that sells goods to the public. For larger events with multiple traders and caterers, it is generally more economical to apply for a Market Operators Licence rather than individual Street Trader licenses. For more information, visit Market Operator Licence | Dundee City Council.

Parades and Processions - the Civic Government (Scotland) Act 1982 specifies that individuals intending to hold a public procession, must notify Dundee City Council and Police Scotland in writing. Any moving event held in a public place can be considered a parade or a procession. This includes fun runs and sponsored walks, processions or races, gala day parades and street parties, demonstrations and protests, and displays and promotions. For more information, visit Parades and Processions | Dundee City Council.

Occasional Licence - the Licensing (Scotland) Act 2005 requires anyone who sells or supplies alcohol to members of the public to hold an Occasional Licence or a Premises Licence. None of the parks and open spaces in Dundee are covered by a Premises Licence; therefore, any provision of alcohol as part of your event will require the granting of an Occasional Licence. For more information visit Liquor Licence Applications - Licensing (Scotland) Act 2005 Overview | Dundee City Council.

Environmental Health

Environmental Health officers are available to advise event organisers on their responsibilities. If you are planning an event, you will need to consider various factors, such as:

Food Hygiene / Food Standards
Health and Safety
Noise
Waste Management
Welfare

Even if your event doesn't require a licence, it’s advisable to follow the Environmental Health guidelines as a standard to ensure a safe event.

Safety Advisory Group

The Safety Advisory Group (SAG) for Dundee City Council (DCC) is coordinated by DCC’s Event Team, City Development and is made up of representatives from DCC, Scottish Fire and Rescue Service, Scottish Ambulance Service, NHS Tayside and Police Scotland. The group meets monthly to review event proposals and advise on public safety, including the safety of participants.

SAGs provide a forum for feedback and advice on public safety at an event. They aim to help organisers with the planning and management of an event and to encourage cooperation and coordination between all relevant agencies. They are non-statutory bodies and so do not have legal powers or responsibilities, and are not empowered to approve or prohibit events from taking place. Event organisers and others involved in the running of an event, retain the principal legal duties for ensuring public safety.

The types of events that may benefit from the SAG process include outdoor festivals, large scale community events and sports events such as cycling or marathons.

The guiding principle for determining which events will be invited to attend the SAG process is where there is thought to be a significant public safety risk. The criteria for identifying which events will be invited to attend the SAG process are stated within the SAG Policy. Events are scored by using the Event Risk Matrix and all events scoring within the ‘high risk’ category will be asked to engage with the SAG process.

Please consult the Dundee Safety Advisory Group Policy for more information.

About Us

The Events Team work towards making Dundee a vibrant and exciting place to live, work and study by supporting a range of events across the City.

The Events Team are responsible for delivering Dundee City Council events including the Dundee Hooley, Christmas in City Square and the Dundee Food Festival. We also work closely with external event organisers to support and advise them to deliver events such as the Slessor Garden’s Concerts, Race for Life, Dundee Pride and community gala days.

Our focus as a city for events and festivals are those events which:

have economic benefits to the city by attracting visitors, increasing overnight stays or having employment benefits
promote the city, enhance Dundee’s visibility and raise our profile as a vibrant, contemporary international city
are distinctive to Dundee by using the landscape, history, heritage or people of Dundee to make them unique
are available to, and involve, members of the public in Dundee, or which inspire and involve local communities

Promote your event

Leisure & Culture Dundee run an events listings page. You can add your event to the ‘What’s On’ listings via the online form.