Hire Beacon Hill Recreation Ground

Beacon Hill Recreation Ground with its play area is owned by Haslemere Town Council.

Hire is free of charge for non-commercial events. The green space is available for hire 1st April to 30th September. A TENS licence will need to be obtained from Waverley Borough Council where applicable.

If you would like to book Beacon Hill Recreation Ground for an event, please fill in the online application form at the bottom of this page. On receipt, your application will be considered and if accepted you will receive a contract to sign and return.  Prior to completing the application form, please read the requirements that you will need to fulfil if your event goes ahead.

Requirements for permission to use Beacon Hill Recreation Ground

1. Agreement and Documentation

• If the application is approved by Haslemere Town Council, the organiser will receive an Agreement.
• The person signing must read and understand the requirements and the responsibilities as set out here and in the agreement.
• The organiser must provide Haslemere Town Council, and Waverley Borough Council, with:
  • A copy of the signed agreement
  • A copy of their Public Liability Insurance certificate (valid for the event date)
  • An Event Management Plan
  • A Risk Assessment

• • All associated documentation relating to their event e.g. any additional documentation and insurances such as food hygiene, risk assessments, ADIPS, electrical test etc.

• • Payment for deposit and hire (where applicable, see below)

2. Public Liability and General Insurance

• The organiser must have Public Liability Insurance covering legal liability to third parties for property damage or personal injury during the event.
• All contractors, performers, food stalls, fairground rides etc., involved in the event must have their own Public Liability Insurance.
• The organiser must also obtain general insurance to cover any damage caused to Beacon Hill Recreation Ground.

3. Licences and Consents

• The organiser is responsible for obtaining any required licences or advertising consents from Waverley Borough Council (e.g., for sale of alcohol, erection of banners).
• Advice can be sought from the Licensing and Planning Teams at Waverley Borough Council (01483 523333).
• If using a sound system, the organiser is recommended to consult Waverley Borough Council regarding appropriate noise levels.
• Allow up to 12 weeks for Waverley Borough Council to process any such applications; note that charges may apply.
• All relevant licences/consents must be:
  • Clearly displayed at the event
  • Submitted to Haslemere Town Council prior to the event as evidence of permission

4. Event & Deposit Charges

• There may be a charge for hiring of Beacon Hill Recreation Ground, determined after the completed application form is received by us.

• There will be a damage deposit charge payable.
  • £250 for single-day events or £1,500 for multi-day events
• The deposit will be used to cover any damage caused by your event and the remaining balance refunded to you
• Charges must be paid at least four weeks in advance of the event.

• Any plant, equipment, or materials remaining on Beacon Hill Recreation Ground beyond the Agreement period may incur further charges.

5. Area of Use and Play Area Protection

• Only the defined area stated in the Agreement may be used.
• The Children’s Play Area of Lion Green must always be protected from damage to ensure the safety of children using the play area.

6. Agreement Requirement

• Use of Beacon Hill Recreation Ground is not permitted without the appropriate Agreement in place.

7. Vehicle Restrictions and Damage Reporting – put into contract and put the dates in it

• No tracked vehicle is permitted to enter Beacon Hill Recreation Ground.

8. Non-Transferability of Agreement

• The Agreement is made solely for the benefit of the applicant and is not transferable or assignable.

• Authorised representatives of the Council are entitled to enter the site at any time to inspect the state and condition of the land.
• The organiser must comply with any reasonable directions from the Council or its authorised representatives, including those relating to the safety of the site.