A local skate jam, a beginners' BMX day or a community ride doesn't need a big budget from you. It usually needs a few specific things to happen at the right time, and most of them cost a council officer's attention rather than money.
This guide covers what helps most, what organisers need to bring to the table, and a one page template you can adapt for your own area.
Why events are worth supporting
An event is the cheapest way to find out whether a space or a community will be used. It brings people into a park or ride space who would otherwise never turn up, shows you who they are, and gives you something to point to when you're deciding whether to spend capital money.
It also gives young people and adults a reason to try something new with other people in the room, rather than on their own with a screen.
What helps most, from lowest cost to highest
- 01A named contact. One person who answers emails and knows the process. This is often the single biggest barrier for volunteer organisers.
- 02Permission and access. A clear yes or no on the site, and the dates, early enough to plan around.
- 03A clear route through your safety process. Many councils run a Safety Advisory Group, usually made up of council officers and partners such as the police, who look at larger events. Maidstone Borough Council, as one example, asks for at least 12 weeks' notice, and an Event Notification Form for events of 1,000 people or more. Road closures need a risk assessment, a traffic management plan and a public liability insurance certificate, also with 12 weeks' notice. Requirements differ by council, so check yours and publish the steps.
- 04Fee waivers or reduced fees. For non-commercial community events open to everyone.
- 05Promotion through council channels. Newsletters, noticeboards, social media and school contacts reach people a small organiser can't.
- 06Small grants or match funding. Even a modest amount can cover insurance, first aid and basic equipment.
What to ask organisers to bring
- A risk assessment and public liability insurance, with a copy of the certificate.
- A named first aider and a first aid plan.
- A safeguarding policy, and appropriate background checks for anyone leading activity with under 18s.
- A plan for who's welcome. Events that are open to beginners, all ages and all abilities are easier to justify and tend to bring in a wider group.
- A plan for what happens afterwards: how many came, who they were, and what they said.
An example from Australia
The Australian Sports Commission's Play Well participation programme funded YMCA Victoria with $244,841 for a Skate Park Activation Project. The project set up social enterprises at skate parks that work in a similar way to sports clubs, providing training and employment opportunities, upskilling local people, and putting systems and programmes in place to get young people into alternative sport and recreation. The published case study doesn't report participation numbers, so treat it as an example of a model rather than proof it works. It does show a national funder backing the activation of skate parks that already exist.
A short template to adapt
This is a starting point, not legal advice. Check it against your own council's policies and take advice before using it as an agreement.
Community Action Sports Event: Support Outline
| Item | Detail |
|---|---|
| Event name | ________ |
| Organiser and contact | ________ |
| Council contact | ________ |
| Site and access | ________ |
| Date, set up and finish times | ________ |
| Expected attendance | ________ |
| Open to | e.g. all ages and abilities, beginners welcome |
| Activity | e.g. skate, BMX, scooter, surf, ride |
The organiser will provide
- Public liability insurance (certificate attached)
- Risk assessment (attached)
- First aid cover and a named first aider
- Safeguarding policy and checks for session leaders
- Litter clear up and site restored by [time]
- A short report within [number] weeks: attendance, who took part, feedback
The council will provide
- Permission to use the site on the dates above
- A named contact for the event
- Guidance on any licences, notices or road closures needed
- Fee waiver or reduction: [yes / no / amount]
- Promotion through [channels]
- Grant or match funding: [yes / no / amount]
Safety process
- Safety Advisory Group review needed: [yes / no]
- Notice required: [number] weeks before the event
- Sign off from: [names or teams]
After the event
- Review meeting on [date]
- Agree whether to repeat, extend or move to regular sessions
Where HORNGRY can help
We work with communities to run open, beginner friendly action sports sessions and events. If you're thinking about supporting one in your area, we're happy to talk it through: hello@horngry.net or visit our For Councils page.
Sources
- Maidstone Borough Council. Event planning and Safety Advisory Group.
- Australian Sports Commission. Skate Park Activation Project.