Information for event organisers

On this page you will find information and guidance to help you plan and organise your event in Gwynedd.

Event organisers are responsible for ensuring the health and safety of all attendees, staff, and contractors. This includes carrying out suitable risk assessments and implementing appropriate control measures for hazards associated with the event.

You will need to complete a risk assessment. It is recommended that you record the assessment:
https://www.hse.gov.uk/simple-health-safety/risk/index.htm
https://www.hse.gov.uk/event-safety/venue-site-design.htm

The following should be considered and established:

The expected crowd size and profile, the type of event, and whether people will be seated or standing.
Ensuring the site has sufficient space for customers and staff.
Structural requirements for marquees, stages, platforms, and other support structures.
Ensuring access routes and emergency exits remain clear for safe access and evacuation.
Preparing a traffic and parking management plan, including designated drop-off and pick-up areas.
Identifying and managing any site hazards such as ground conditions, nearby watercourses, slopes, and areas affected by heavy rain, for example parking areas.
Creating a clear site plan showing stages, areas, entrances, exits, and facilities.
Ensuring no animals have been on the event site for at least four weeks prior to the event.
Ensuring land used for events is free from animal waste, especially in catering areas.
Where rides or temporary structures such as bouncy castles are used, a valid PIPA tag or ADiPs declaration of compliance will be required to demonstrate compliance with British Standards. More information (opens in new tab)
Arranging and training stewards or volunteers for traffic and crowd management on site.
Ensuring suitable fire safety management arrangements are in place.

Event organisers must ensure suitable and sufficient sanitary facilities are provided to meet attendees’ needs and comply with public health standards.
Guidance: https://www.thepurpleguide.co.uk/sanitation

Recommended toilet provision:


Type of Event	Female Toilets	Male Toilets
Events lasting less than 6 hours	1 for every 120	1 for every 600, and 1 urinal for every 175
Events that last longer than 6 hours	1 for every 100	1 for every 500, and 1 urinal for every 150

Organisers should:

Ensure toilets are clearly signed and easily accessible.
Ensure cleaning, servicing, and restocking arrangements are in place for toilet paper and handwashing facilities.
Ensure waste is managed safely, with toilets serviced regularly and waste removed by licensed providers where necessary.

Event organisers should ensure an adequate supply of wholesome drinking water is available. It is a legal requirement for food and licensed premises to provide free drinking water, and event organisers must be able to provide this supply to traders if they do not have their own.
You should follow Welsh Water guidance (opens in new tab) when preparing water supplies for your event.
If you are using a private water supply, the following applies:

Notify Cyngor Gwynedd at least four weeks prior to the event so a risk assessment and any required sampling can be arranged.
Provide details of the supply in your application, including source/location, dates, expected attendance, and where water will be used, such as catering or camping areas.
Prepare for failures or drought conditions by ensuring access to backup drinking water if the main supply becomes unsafe or unavailable.
Further guidance: Drinking Water Inspectorate

Event organisers must take reasonable steps and implement noise mitigation measures to minimise disturbance to nearby residents, particularly where entertainment and activities are planned late into the night.
Arrangements should be in place to monitor noise and communicate with the local community in order to prevent nuisance.
Guidance:

Responsibilities include:

Informing nearby residents in advance about the event, including dates and times.
Providing a contact number for the person responsible for dealing with noise complaints during the event.
Ensuring event noise remains at a level that will not cause nuisance to neighbouring properties.
Appointing a responsible person to monitor noise levels during the event, especially near residential areas.
Encouraging attendees to leave quietly, particularly late at night.
Being aware that councils may take enforcement action where noise nuisance occurs.
Having procedures in place to control noise levels, including liaising with bands or DJs and finishing the event promptly.
Complying with statutory noise nuisance regulations and providing a Noise Management Plan.

Event organisers must ensure that all food provided at the event is safe to eat and complies with relevant food hygiene legislation. This includes ensuring appropriate facilities, hygiene practices, and controls are in place to protect public health.
Guidance for catering at events: CIEH national guidance for outdoor and mobile catering

Organisers should:

Collect the name, address, and contact details of every food business attending the event.
Ensure food businesses are registered and have a satisfactory or better food hygiene rating. Check food hygiene food ratings (opens in new tab)
Ensure every stall has suitable handwashing facilities and a constant supply of hot and drinking water.
It is recommended that organisers request food safety training certificates for catering staff.

Event organisers must ensure appropriate insurance is in place to protect against risks to attendees, staff, and property.
All contractors and suppliers should also hold their own relevant insurance.

Event organisers should hold Public Liability Insurance.
All suppliers, performers, and contractors are expected to hold their own insurance.
Additional insurance may be required depending on the nature of the event, and organisers are advised to seek advice and quotations from companies specialising in event insurance.

Further guidace

The event organisation field is influenced by different acts and regulations. Therefore we have provided an interactive guide book on organising events in Gwynedd. The Purple Guide Book prepared by the UK Events Forum could also be useful for you:

Useful information, applications and Terms and Conditions

Information on Cyngor Gwynedd's website

Links to external sites

Cyngor Gwynedd are pleased to announce the Gwynedd Events Development Fund 2026/27.

This fund is now closed to applications
Closing date: 12pm, 15 May 2026

The purpose of this fund is to support event organisers in holding sustainable events that create a vibrancy in our communities and support the principles of the visitor economy for the benefit of the people, the environment, language, and culture of Gwynedd.

This fund will enable event organisers to secure the future of their events while investing in sustainable practices that foster long-term development.

Important information

Open to events held in Gwynedd between between 1 April 2026 and 5 March, 2027.
Grants of up to £5,000 are available to support both capital and revenue costs.
Closing date: 12pm, 15 May 2026.

Contact us

For more information, please contact us:

Email: digwyddiadau@gwynedd.llyw.cymru

Contact us

For more information, please contact us:

digwyddiadau@gwynedd.llyw.cymru

Information for event organisers

Temporary event notices

Premises licence

Site Safety

Liquefied Petroleum Gas (LPG)

Toilets

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Noise Management

Food Safety

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Road closures

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