Event licence

Would you like to organise an event? The council maintains an events calendar listing planned and proposed events at specific venues. If you have any questions about a specific event, a date or the options for organising an event yourself, please get in touch with us. You can do so by calling 14055. Please ask to speak to an events officer from the APV and Special Laws team.

Please bear in mind that the licensing process can sometimes take longer. In such cases, additional advice is often required. You should therefore submit your application well in advance using the official application form, so that everything can be processed thoroughly and you receive a clear response in good time.

• A-event: a regular event: at least 8 weeks before the start of the event
• B-event: a promotional event: at least 12 weeks before the start of the event
• C-event: a high-risk event: at least 26 weeks before the start of the event

Due to current regulations and on-site conditions, organisers cannot apply for a licence more than 9 months in advance (with the exception of C-events).

Please note: sometimes an event requires an additional permit or exemption, for example from the Province, the Water Board or a landowner. This may be subject to different timeframes, sometimes as long as 26 weeks. Please bear this in mind.

You do not need a licence if:

• the event does not last longer than one day;
• there are no more than 100 people present;
• the activities take place between 09.00 and 23.00 and, during the New Year period, between 09.00 on 31 December and 01.00 on 1 January of the following year;
• no sound-amplifying devices are used;
• the activities do not take place on the carriageway, cycle path or in a car park, or otherwise obstruct traffic or the emergency services;
• only small structures with a floor area of less than 15 m² per structure are to be erected;
• an organiser is present.

Does the event not meet these conditions? If so, please request a event licence on.

The term ‘event’ also refers to:

• a memorial service
• a fair
• a procession on the road, such as a flower parade, a carnival parade or St Nicholas’s arrival parade
• a party, a musical performance or a competition on or beside the road
• a street party or neighbourhood barbecue
• a full-contact martial arts competition or gala

Would you like to organise a tour or a cycle ride?

In most cases, you will need a certificate of no objection. In some cases, you will need an events licence and/or an exemption or permit from the Province. This depends on the number of participants, whether the start and finish are within the municipality of Apeldoorn, and whether any other activities are being organised. You can find more information at our page on cycle tours and cycling races.

Are you planning to organise a private party?

You do not need a licence for private events that:

1. must not take place on or along public roads (municipal land)
2. by invitation only
3. where no traffic measures are required

Another important point is:

• Is there amplified or live music? If so, you have a exemption from noise nuisance regulations required.
• If you supply low-alcohol drinks on a commercial basis, you must have a exemption from Article 35 of the Alcohol Act required.
• If you are organising a private party on your own property and wish to erect a temporary marquee or other structure there where more than 150 people will be present at the same time, you must submit a notification under the regulations on Fire Safety and Basic Emergency Services for Other Venues (Bgbop). On this page on fire safety You can report this.
• You can at You can find more information on fire safety when using tents on this page.
• The use of public space for a private party (such as a children’s party, birthday or wedding) is not permitted. You cannot apply for a licence for this.

In order to process and assess your application, we require certain details from you. Below is a list of these details. Please read the list carefully before submitting your application. You will only be able to submit your application once you have provided all the necessary information.

You must always provide the following information:

• Site plan of the event venue (see submission requirements below)
• Letter to residents (for an example, see our webpage on keeping local residents informed).
• Script (events helpdesk website)
• RAS numbers (only when (fairground) rides are installed)

For B and C events, there is also a:

• Safety Plan (for help, see website of the North and East Gelderland Safety Region (VNOG))
• Security plan (you can request a copy from the security agency)
• Mobility Plan/Traffic Plan
• Healthcare plan
• Structural data for marquees, grandstands, stages and other structures (calculations and marquee manual)
• List of the line-up, including the names and times when the artists will be performing
• Permission/tenancy agreement from the owner of the site (as in the case of the Zwitsal site and the Voorwaarts)
• Layout diagram of (stretch) tents (where applicable) – see submission requirements below

Submission requirements for the event site

For example, you can use Google Maps as a background for your site plan.

We would like the following components to be shown on the drawing (with a north arrow) (where applicable):

1. location, setting and boundaries of the event site;
2. site layout, such as stages, (stretch) marquees, cooking and grilling facilities, sales points, drinks dispensers, lighting);
3. entrance(s) and (emergency) exit(s) from the event site, including the width of the passageway;
4. fire-extinguishing agents;
5. location of the first-aid post;
6. accessibility and staging areas for the emergency services;
7. seating plan for venues with more than 100 seats (Article 5.17 of the BGBOP).

Submission requirements for (stretch) marquees intended to accommodate fewer than 150 people at any one time:

1. a drawing of the (stretch) tent showing its dimensions;
2. the intended use (e.g. marquee, cloakroom, ticket sales);
3. the layout of the equipment (stage, bar, etc.)
4. the presence of fire safety measures, such as fire extinguishers, escape route signage (for venues with 50 or more people), emergency exits and emergency lighting (for venues with 75 or more people).

Submission requirements for (stretch) marquees intended to accommodate more than 150 people at any one time:

In the case of a building with a room intended to accommodate more than 150 people at any one time, the maximum occupancy of that room must be stated.

The floor plan shows the following for each room:

1. the floor space available per person;
2. the intended use (e.g. marquee, cloakroom, ticket sales);
3. the layout of the equipment (stage, bar, etc.)
4. indication of the location of, where applicable:
   – fire- and smoke-resistant partition structures;
   – escape routes;
   – the direction of rotation of passageways as referred to in Article 4.16 of the BGBOP;
   – emergency exits and escape routes, indicating their width;
   – escape route markings as referred to in Article 4.15 of the BGBOP;
   – emergency lighting as referred to in Article 4.3 of the BGBOP;
   – fire-fighting equipment as referred to in Article 4.20 of the BGBOP;
   – fire service access as referred to in Article 4.24 of the BGBOP.

Click here for more information on fire safety in tents, as well as an example of a tent diagram.

Noise at events

It is rare to find an event without music. Music creates a convivial atmosphere for event-goers and enhances the ambience. Noise, however, can also cause a nuisance and sometimes even disturb the peace. The local authority’s role is to strike a balance between vibrancy and quality of life, and between tranquillity and liveliness.

The Policy on Noise at Events sets out the framework governing the conditions under which you are permitted to make noise. This policy also forms the basis for Location profiles of the various event venues in Apeldoorn.

Noise at a catering, leisure or sports club

Are you organising a party or an event as a catering or leisure business, or a sports club? Is the noise from loudspeakers, music or participants louder than is permitted under the regulations? Notify the local authority of your event or activity to apply for an exemption from the noise standards.

Are you organising a private party and hiring an artist or a DJ, or using amplified sound? By ‘amplified sound’, we mean any sound whose volume is amplified by an electronic device. In that case, you must apply for a noise exemption. You can find more information about private parties under the heading ‘Private parties’.

If you are organising a small event, you may need to close off (part of) the road using crowd barriers. You can borrow crowd barriers if you have an events licence. The use of crowd barriers is free of charge.

You are responsible for arranging transport and loading/unloading. Please bear in mind that a crowd barrier is 2.3 metres wide, 1.1 metres high and weighs 18 kilograms. You must set up the barriers yourself on the day of the event and return them once the event has finished. You will receive further information about barriers with your event licence.

If your activities could have a negative impact on protected animals, plants and nature reserves, you may be subject to the Nature Conservation Act (Wnb). It is particularly important to check whether this applies to outdoor events on the western outskirts of Apeldoorn and in other wooded areas.

To determine whether a nature permit or exemption is required, the The Province of Gelderland has summarised the key steps for project initiators.

Organising an event involves quite a lot of work. You want visitors to have a good time, but you also want it to be safe. There are many health and safety issues that you need to bear in mind.

On the website of the North and East Gelderland Safety Region (VNOG) You’ll find a handy step-by-step guide to organising an event here. You’ll also find information leaflets and a form to fill in to draw up a safety plan.

People cross level crossings countless times a day. It is an activity that forms part of everyday life on public and private roads. Every road user generally knows how they should behave in order to cross a level crossing safely. Both pedestrians and drivers are aware of the applicable rules, know what to look out for and bear the responsibility for ensuring their crossing is safe. 

There are also types of level crossings that are not so commonplace or obvious. With these crossings, factors other than those associated with a standard crossing must be taken into account, and/or measures must be put in place to ensure the level crossing can be crossed safely. Examples include crossings during parades, a cycle race, a silent march or when large maintenance vehicles are crossing. For these special crossings, ProRail has a procedure in place to ensure they can still be carried out safely.  

When is a crossing considered to be a special crossing? 

A special crossing is a crossing where at least one of the following applies. 

• It is not always possible to respond immediately to the signals from the level crossing system. 
• A signalled level crossing cannot be cleared within fifteen seconds, nor can an unsignalled level crossing be cleared within twelve seconds. 
• The vehicle is higher than the overhead lines. 
• The load is wider than the space available on the level crossing. 

Why is it important to consult with ProRail in good time? 

If the crossing meets one or more of the criteria, consultation with ProRail is always required in advance. It is important to contact ProRail in good time so that a solution can be found together. Sometimes it is possible to avoid a level crossing by rerouting the route or using a grade-separated junction. ProRail is happy to collaborate to ensure that the special crossing can take place safely.

We will work together to determine when the crossing can take place safely and whether any additional safety measures are required. Reaching a solution together takes time, so it is advisable to contact ProRail at least five working days in advance. To get in touch with ProRail, please email WBI-OCCR@prorail.nl or call the Rail Control Centre on 084-0867880. 

Further information can also be found on the ProRail’s website. 

Organising events can involve risks. Unforeseeable circumstances may arise, such as theft of property, accidents or damage to property.

We therefore advise you to take out event insurance. It is best to do this in the organiser’s name (i.e. not in a private individual’s name). The applicant for the event licence is the person at whose expense and at whose risk the event takes place. The local authority cannot be held liable for any damage caused during or as a result of the event. The organiser must not cause any damage to local authority property.

By taking out event insurance, which covers both property damage and personal injury arising from the event, you protect yourself and the organisation against potential financial risks. For further advice on this insurance, please contact your own insurer or broker.

The cost of applying for a licence depends on the activities involved. The exact costs are set out in the table below.

Please note: In the case of non-commercial events (e.g. street/neighbourhood parties) no fee will be charged for processing the application. However, a fee will be charged for any exemptions where applicable.