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Hertfordshire County Council

If you're planning an event on a public road or your event requires a public road to be closed, you will need to get permission to close it.

This is called a temporary traffic regulation order.

Apply to close a road

 

Timescales

Street parties – apply at least 6 weeks before your planned event. Allow 8–10 weeks if the road has been closed for an event already this year.

All other events – allow a minimum of 8–10 weeks before your planned event.

 

If your event has no impact on the public highway, you don’t need to tell us. However, you may need to contact the district or borough council if you want to provide entertainment or serve food / alcohol. We can offer advice and ensure you’re in contact with relevant organisations.

 

Event categories and charges

Different types of event have different requirements.

Check for event clashes

Traffic management for events

Advertising your event

Emergency services and care providers

Complaints

 

Event categories and charges

Different types of event have different requirements you need to know about.

Civic events

Civic events are attended by one or more of the following:

  • a member of the royal family
  • the Lord Lieutenant
  • the High Sheriff
  • the Chairperson of Hertfordshire County Council.

Acts of Remembrance (including parades) organised by the Royal British Legion or the district, borough or parish councils are also civic events.

We’ll waive the administrative fees (road space booking and / or road closure fee) for processing civic events. However, you will be responsible for any other associated costs for holding the event safely on the highway (for example, traffic management). The police no longer close roads for events.

We may require confirmation of the relevant public liability insurances and qualifications for the event.

To keep costs to a minimum for civic events, diversion routes do not need to be signed for closures that last 2 hours or less. If your event lasts longer than 2 hours, we are happy to discuss a suitable way forward with you.

Charity events

Charity events are organised by a registered charity (a charity number is required). Find a registered charity's number

We’ll waive the administrative fees (road space booking and / or road closure fee) for processing charity events. However, you will be responsible for any other associated costs for holding the event safely on the highway (for example, traffic management). The police no longer close roads for events.

We may require confirmation of the relevant public liability insurances and traffic management qualifications for the event.

To keep costs to a minimum for charity events, diversion routes do not need to be signed for closures that last 2 hours or less. If your event lasts longer than 2 hours, we are happy to discuss a suitable way forward with you.

Community events

Events that bring the local community together and are usually organised by people in that community (including Business Improvement Districts). They are either free to attend or the small fee charged goes back into that local community. For example, fireworks events, street markets / fairs / fetes, parades / carnivals, light switch-ons, religious festivals etc.

We may waive administrative fees (road space booking and / or road closure fee). However, you will be responsible for any other associated costs for holding the event safely on the highway (for example, traffic management). The police no longer close roads for events.

We may require confirmation of the relevant public liability insurances and traffic management qualifications for the event.

Fees may apply for road closures if the event impacts:

  • an A or B road
  • a bus route that is operational during the times of the event
  • a busy high street.

This is because they will require advertising in the local paper.

 

We will advise you if a charge applies and how much.

To keep costs to a minimum for community events, diversion routes do not need to be signed for closures that last 2 hours or less. If your event lasts longer than 2 hours, we are happy to discuss a suitable way forward with you.

Street parties or Big Lunches

These are recognised as important events that bring the community together to celebrate. They are organised by residents for residents of that street. They are free to attend. 

While most applications are free of charge, fees may apply for road closures if the event impacts:

  • an A or B road
  • a bus route that is operational during the times of the event
  • a busy high street.

This is because they will require advertising in the local paper. You do not need to hire a traffic management company unless you are impacting a busy route. We may refuse your application if we feel the disruption is too great. 

Organisers are required to appropriately sign their road closures so it is clear and visible. We recommend that you have public liability insurance. 

We will advise you if a charge applies and the amount.

 

Further advice and guidance, including how to sign your road closure:

Sporting events

Sporting events include running and cycling on the highway, or events at stadiums or sports grounds. If the sporting event is for charity, the criteria for charity events above apply. 

Certain cycling events may require extra permissions from the police so you should allow 9-12 months for the event to be considered. 

We will charge for any road closures for sporting events. We will advise you how much.

You will also be responsible for any other associated costs for holding the event safely on the highway (for example, traffic management).

We may require confirmation of the relevant public liability insurances and traffic management qualifications for the event.

Commercial events

Events that are for profit.

We will charge for any road closures or road space booking charges for these events. We will advise you how much.

You will also be responsible for any other associated costs/charges for holding the event safely on thehighway (for example, traffic management).

We may require confirmation of the relevant public liability insurances and traffic management qualifications for the event.

 

Event clashes

You must check one.network to ensure your event will not affect other events or roadworks in the area. You should list any potential clashes on your application form.

You may need to co-ordinate with organisers of the other events or roadworks to minimise disruption to the travelling public.

We may not authorise events that clash with other planned events or works.

 

If the road has already been closed  

A road can only be closed for an event once per calendar year. To close a road that has already been closed that calendar year, we would need to apply for permission to the Secretary of State. This can take longer so we ask you to notify us of road closures with more notice than the minimum 8-10 weeks. 

 

Traffic management for events

We strongly recommend you employ a traffic management company because applicants are liable for their event.

However, if any of the following applies, you must employ an accredited traffic management company:

  • the event impacts an A or B road directly or indirectly
  • the road has high traffic volumes, such as a high street or main route to a town
  • the road is a bus route operational at the times of the event
  • you are planning to operate rolling road closures
  • the event is a sporting, charity or commercial event and requires traffic management on the highway.

 

The traffic management company will need to provide detailed plans for the event as part of the application process.

Alternatively, if you as the applicant have a qualification to allow you to close a road or place traffic management on the highway, send a copy of your relevant traffic management card with your application. Accepted qualifications are Lantra T1 and T2, NRSWA, CSAS or equivalent.

You will also need to provide proof of public liability insurance to a sum of £10 million (we may accept £5 million public liability insurance for smaller community events).

Anyone without the above qualifications does not have permission to direct traffic. Whilst you may want to employ marshals / stewards to guide attendees, they should not be guiding traffic on the highway. 

If you wish to reduce the speed of a road or prevent parking of vehicles, you will need to apply for a Temporary Regulation Order and state what the type of restriction will be.

A traffic management plan will be required alongside the application. Your traffic management company should provide advance warning signs at each end of the closure at least 2 weeks before the closure starts. The signs should be of a suitable size to be read from a passing vehicle. They should include details of the date and times of the closure.

We can’t recommend traffic management suppliers though there are many locally. We don’t supply traffic management, barriers or signs ourselves. 

Contact the Network Management Team if you have an enquiry.

 

Advertising your event 

Don't advertise your event if you need a road closure which hasn’t been approved yet.

Applicants are also responsible for notifying affected residents and businesses, usually by letter drop.

 

Emergency services and care providers

You must give access to emergency services if required. Organisers should accommodate reasonable requests from care providers to access any properties at a reasonable time during the closure period. The organiser should provide a dedicated number for residents / care providers to contact and arrange access prior to the event taking place.

 

Complaints 

We expect all event organisers to respond professionally and in a timely manner to any event-related complaints. We will not respond to any complaints on behalf of the event organiser. The event organiser should clearly state how members of the public can raise complaints to the organisers via their website or phone number.

 

Safety Advisory Groups

It may be necessary for the event to be taken to a Safety Advisory Group (SAG) for scrutiny of any plans and safety documentation.

SAGs are formed to advise organisers on how they can ensure the safety of everybody involved during the before, during and after the event.

For large scale events, it may be necessary to have an event management team made up of key event stakeholders such as: 

  • the organiser 
  • a crowd management company 
  • a traffic management company 
  • first aid providers 
  • emergency services.

 

This group would ensure the safe and successful delivery of the event and have the relevant knowledge, authority and responsibility to resolve any issues during the event.

Details of what is required by Safety Advisory Groups can be found on each district and borough council. 

Terms and conditions

Standard conditions

  1. Signs must be placed in accordance with the approved traffic management plan for the duration of the closure and be removed within 2 hours of the end of the event. The signs used will be in accordance with Chapter 8 of the Traffic Sign Manual and all signage / barriers erected on the public highway must comply with Traffic Sign Regulations and General Direction (TSRGD) Act 2016.
  2. A free passage at least 3 metres wide must be provided through the closure area to allow access for emergency services. Reasonable requests for carer or disable access should also be granted if safe to do so.
  3. Any overhead bunting must be at least 4.5 metres above road level and should not be attached to road signs or lamp columns.
  4. No obstruction is to be placed over any fire hydrant.
  5. No excavation in any part of the highway or verges is permitted, including the driving of pegs or stakes. This is necessary because of the potential danger from buried services and the likelihood of organisers causing damage to them.
  6. No obstruction of any sort is to be placed on the highway before the start of the agreed closure period and before the road is closed to through traffic.
  7. Organisers are required to remove all obstructions from the highway by the agreed end of the closure period.
  8. No bonfires are permitted on any part of the highway or verges.
  9. The highway must be left in a clean and tidy condition at the end of the event. Organisers must clear any rubbish or arrange for this to be done by the district or borough council. 
  10. Organisers will be responsible for any injury or damage to property caused as a result of the event.
  11. The applicant agrees to display a copy of the Temporary Traffic Regulation Order notice at the event. The applicant will ensure that they are clearly visible to passers-by for the entire duration of that event. These should be removed once the event is finished and it is safe to do so.

 

Street Party / Big Lunch conditions (in addition to points 2-11 above)

  1. Access to disabled parking bays should be maintained. Reasonable requests for vehicular access for those less mobile should also be facilitated.
  2. Road closures will only be operative whilst signage is in place, this includes a copy of the Temporary Traffic Regulation Order notice.
  3. All rubbish and litter must be cleared up and disposed of correctly.
  4. Nothing shall be done that causes or is likely to cause damage to the highway surface including verges and footpaths by whatever means including the lighting of fires, the use of fireworks or using street furniture, for example lamp posts, to support decorations.
  5. Signage and / or traffic cones must be placed so as to be sufficient to ensure that adequate information to the effect that the road is closed is clearly visible to all road users approaching the effected length of road.
  6. The Sale of Alcohol or Food is not permitted unless in accordance with an authorisation issued by the local authority.
  7. No charges are to be made for entry to or attendance at the event. The organiser can put together a fund which residents can contribute to for food / decorations etc but this must be voluntary.
  8. If played, music must be kept to a reasonable volume level and must not cause annoyance or disruption to any resident.
  9. The event must be a small private function held for local residents and neighbours only. It must not be publicised, advertised or opened up to the wider public.
  10. No road may be closed or used for a street party unless its closure has been authorised by Hertfordshire County Council and the details of the affected road are specified within the Schedule to the Road Closure Order.
  11. Street parties shall be held in daylight hours only and must finish by 10pm.
  12. You will need to consult with residents who will be affected by the road closure to make sure they have no objections to closing the roads. This consultation must be via letter or leaflet to ensure the information is accessible to everyone. Clear organiser contact details must be given to allow for queries, requests for access etc.

 

In applying for your event, you confirm the following:

  • Applicants confirm that they indemnify Hertfordshire County Council against any claim arising from the holding of this event.
  • Community events are recommended to have public liability insurance to the minimum value of £5 million. All other events must have public liability insurance to the value of £10 million.
  • A £5 million public liability insurance may be accepted if the risk analysis determines that it is feasible.
  • You authorise Hertfordshire County Council to disclose your application form and the details contained therein to any person reasonably requiring access to it for purposes related to the application, or under the provisions of the Freedom of Information Act or other relevant legislation.

 

Further advice

The Purple Guide provides guidance for event organisers, suppliers and others involved in the outdoor events industry.

 

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