Event organizing

What is it?

An event is an event open to the public and aimed at entertainment that takes place on or near the public road, for example, a fair, a parade, a festival, a pop concert or a sports competition as well as a neighborhood party. 

Although neighborhood parties are usually private in nature, they are also classified as events (maximum 150 visitors).

Depending on the nature and size of the event, it must be reported to the municipality or a permit for it must be obtained from the municipality. Regardless of its nature and size, the "General Rules for Events" apply to each event. In addition, the municipality may impose special regulations or restrictions on the event you are organizing.

Safety Plan

It is important to provide a proper and complete safety plan when applying for an event permit. You can request the safety plan from the municipality at gemeente@aalten.nl

Plan

You can request a floor plan of any location within the municipality of Aalten, serving as the basis for a situation drawing. For example, a clear situation drawing to scale can be supplied with an application for an event permit. You can request this from the municipality via gemeente@aalten.nl.

What to do.

As an event organizer, your first step is to assess for yourself whether the event you are organizing is a notifiable, large-scale or other event. Next, you report the event or apply for a permit for it. Ultimately, the municipality determines in which category your event is classified and what further regulations or restrictions may be imposed. The municipality may also decide that the event may not be held.

It is clear from the above that there can be a lot involved in organizing an event, depending on its nature and size. The larger or more risky the event, the more conditions are imposed (e.g. submitting a safety plan, setting up a first aid post, using certified security guards) or you must make additional notifications (fire-safe use) or apply for exemptions (e.g. for serving alcohol). To avoid any last-minute surprises, it is therefore wise to have preliminary consultations with the municipality prior to submitting the permit application or notification. We will then give you tailored advice on the event you wish to organize.

An event notification must be submitted to the municipality no later than 3 weeks before the date of the event.

An application for an event permit must be submitted to the municipality 8 or 12 weeks prior to the event. Depending on whether it is a medium or large event.

Incomplete application forms will not be considered.

For large events, the municipality needs more time to coordinate with the police, fire department, etc. Please keep this in mind!

You must also complete a Bibob Act application form.

Directly arrange

Using the button below, you can report online for event organizing (no permit). Or apply for an event permit. Choose the activity Event.

Organize event notification - event permit application

Bibob Act Application Form

Privacy

All information you provide to us will be treated with care. Personal and/or address information will be used only for the purpose for which you have provided it.

What does it cost?

The rate for the year 2024 for processing an event permit application is:

Medium event €57.80

  • multi-day supplement € 3.35 per day extension

Large event € 173.50

  • multi-day supplement € 5.05 per day extension

Late permit applications will incur a 50% increase in fees.

The rate for the year 2025 for processing an event permit application is:

Medium-sized event € 59.00

  • multi-day supplement € 3.35 per day extension

Large event € 177.30

  • multi-day supplement € 5.05 per day extension

Late permit applications will incur a 50% increase in fees.

Additional information

Here you will find information about the 2016 events note municipality of Aalten.

Events are divided into three categories: notifiable, large-scale and other events:

Notifiable event

An event is notifiable if it is a one-day event, no more than 150 visitors are expected, it does not or only slightly occupies public space, poses no risk to public order, safety, public health (e.g., noise pollution) or the environment, and no or only small objects are placed. A notifiable event only needs to be reported. The notification must be made at least 3 weeks before the start of the event. If you have not heard from the municipality within 10 working days of submitting the notification, your notification has been accepted and the event can proceed.

Large-scale event

In any case, an event is large-scale if more than 1,000 visitors are expected. Even if less than 1,000 visitors are expected, an event may be considered large-scale, for example, because it places heavy demands on public space or poses a particular risk to public order, public safety, public health or the environment. A permit for a large-scale event must be requested from the municipality at least 12 weeks before the event. For large-scale events that require special attention from the point of view of, for example, (fire) safety or public order, that application period of 12 weeks is even on the short side because the municipality must obtain advice from, among others, the police and the safety region (VNOG) and make agreements with those bodies. It is therefore advisable to consult with the municipality as early as possible if you are planning a large-scale event.

Other events

An event falls into the "Other events" category if that event does not qualify as notifiable but also does not qualify as large-scale. The permit application for "Other events" is submitted in writing to the municipality at least 8 weeks before the start of the event.

Exemption for temporary serving of alcoholic beverages

Finally, if alcoholic beverages will be provided during the event, you may still need to apply for an "Exemption for temporary serving of alcoholic beverages". You can indicate this on your event application or under the topic serving alcohol you will find the form you can use for this purpose.

End times for both small and large events are the same:

  • Monday through Thursday until midnight
  • Friday and Saturday until 1 a.m.
  • Sunday from 1 p.m. (due to Sunday rest) until midnight.

Organizing a safe event

In addition to a beautiful event, of course you also want to organize a safe event. There are many topics related to health and safety that you need to pay attention to, such as: alcohol, drugs and smoking, food and (free) drinking water supplies, weather conditions and sanitation.

This is why the Medical Assistance Organization in the Region (GHOR), together with the GGD Noord Oost Gelderland, has developed an infographic for permit holders and event organizers. On the website of Veiligheidsregio Noord- en Oost-Gelderland (VNOG) you will find this handy overview of information leaflets on topics related to health and safety.

Local regulations

Events memorandum 2016 municipality of Aalten

Document download information:

  • You can open a PDF file in various PDF readers, such as Adobe Reader.

Generally applicable rules for events

 General

  1. The organizer is primarily responsible for proper preparation for, the course of events during and the dismantling of the event he organizes.
  2.  A copy of the event notification filed with the municipality or the event permit granted by the municipality is on hand at the event site and will be displayed upon request.
  3. During the event, a contact person responsible for compliance with the (permit) regulations will be present. This contact person can be reached by telephone (mobile) during the event.
  4.  Instructions from the police, fire department, ambulance personnel or municipal supervisors shall be strictly and accurately followed. Failure to follow instructions and regulations may result in the event (or parts thereof) having to be stopped. If facts or circumstances arise during the event on the basis of which the police or municipal supervisors conclude that the progress of the event is no longer justified from the point of view of public order, public safety, public health or the environment, the activities must be stopped immediately.

 Preparing for the event

The organizer shall notify local residents of the event's occurrence well in advance of the event.

 Exemption from Section 35 of the Alcohol and Catering Act (serving weak alcoholic beverages)

  1. During the time that the dispensation is used, (a copy of) the dispensation is present at the place where the weak alcoholic beverage is provided.
  2. The dispensing of the weak alcoholic beverage shall be under the direct supervision of a person who is at least 21 years of age and not in any way of poor life conduct. The na(a)m(s) of this person(s) must appear on the dispensation.
  3. At the place where the weak alcoholic beverage is provided, the public shall be notified in a clearly legible and visible manner that alcoholic beverages are not provided to persons under the age of 18.
  4. During the time this exemption is used, no liquor shall be present at the place(s) where liquor is provided. Nor shall any liquor be otherwise provided to the public.
  5. Non-alcoholic beverages shall also be available to the public at all times during the time the exemption is being used.
  6. Persons in an apparent state of intoxication will not be provided with soft alcoholic beverages. If they cause offence by their behavior they will be barred or removed from the event site.

 General rules related to safety

  1. For the benefit of emergency services, such as ambulance, fire and police, a free passage width of at least 3.5 meters and a free passage height of at least 4.5 meters is guaranteed at all times. In connection with the turning radius of a vehicle, an even wider clear passage width is usually required in curves. The arrangement of any stalls, stands, etc. (including associated awnings) will take this into account.
  2. Fire hydrants and other fire water extraction sites shall be kept clear and accessible at all times.
  3. The (emergency) exits and escape routes of the event site and of buildings present on the event site will not be blocked and will be passable throughout the entire event.
  4. Set-up generators must be placed at least 5 meters from a tent or building and shielded with crowd barriers in such a way that personal accidents cannot occur.
  5. Any cabling will be covered with mats or otherwise in such a way as to prevent visitors from tripping or falling over it.
  6. Beverages shall be dispensed in plastic cups only unless a waiver has been granted for the use of glassware.

 Rules regarding (stands for) baking and roasting establishments

  1. The distance from a stand with a baking and roasting establishment to a nearby building or structure shall be at least 5 meters. The distance between a baking and roasting establishment and another pitch shall be at least 2 meters.
  2. If gas is used as a fuel then only natural gas, propane gas, butane gas or gas oil are allowed. The use of LPG is prohibited.
  3. When connecting gas-consuming appliances, only approved gas hoses with a maximum length of 2 meters shall be used, which are attached to the hose barbs with proper hose clamps. Propane gas hoses (black) and butane gas hoses (orange) shall not be older than 2 years. The inscription must show the age of the gas hose. In case of doubt about the age and/or technical condition of the hose, a visual inspection by the competent authority is decisive.
  4. A pressure regulator is always used between gas cylinder and gas appliance. The prescribed gas pressure is listed on the appliance nameplate. The pressure regulator is replaced every 5 years.
  5. Gas cylinders are not older than 10 years and have a valid inspection mark.
  6. When using gas as a fuel, a maximum of 125 liters of water capacity gas is available on the pitch. There are no spare gas cylinders on the pitch. Only the "daily supply" is permitted. Gas bottles, including empty gas bottles, are always placed upright and secured in such a way that they cannot fall over.
  7. When a deep-fat fryer is used, a tight-fitting lid or fire blanket and an approved hand-held fire extinguisher with a minimum capacity of 6 kg shall be provided at the pitch.

 Barbecue

  1. The minimum distance from the barbecue to any structure, building or tent is 5 meters.
  2. The fire in the barbecue should be such that nearby residents and traffic are not bothered by the smoke.
  3. Near the barbecue(s) there is at least one approved extinguisher with a minimum content of 6 kg so that an incipient fire can be extinguished.
  4. If gas is used as a fuel, only natural gas, propane gas, butane gas or gas oil is allowed. The use of LPG is prohibited.
  5. When connecting gas-consuming appliances, only approved gas hoses with a maximum length of 2 meters shall be used, which are attached to the hose barbs with proper hose clamps. Propane gas hoses (black) and butane gas hoses (orange) shall not be older than 2 years. The inscription must show the age of the gas hose. In case of doubt about the age and/or technical condition of the hose, a visual inspection by the competent authority is decisive.
  6. A pressure regulator is always used between gas cylinder and gas appliance. The prescribed gas pressure is indicated on the nameplate of the appliance. The pressure regulator is replaced every 5 years.
  7. Gas cylinders are not older than 10 years and have a valid inspection mark.
  8. If gas is used as fuel, a maximum of 125 liters of water capacity gas is available on site. No spare gas cylinders are present. Only the "daily supply" is allowed. Gas cylinders, including empty gas cylinders, are always placed upright and secured in such a way that they cannot fall over.
  9. After the barbecue, any smoldering remains should be extinguished.
  10. Additional protection may need to be provided at the site of the barbecue(s) to prevent soil contamination.

 Heating

  1. If gas is used as a fuel then only natural gas, propane gas, butane gas or gas oil are allowed. The use of LPG is prohibited.
  2. When connecting gas heaters, only approved gas hoses with a maximum length of 2 meters shall be used, which are attached to the hose barbs with proper hose clamps. Propane gas hoses (black) and butane gas hoses (orange) shall not be older than 2 years. The inscription must show the age of the gas hose. In case of doubt about the age and/or technical condition of the hose, a visual inspection by the competent authority is decisive.
  3. A pressure regulator is always used between gas cylinder and gas appliance. The prescribed gas pressure is listed on the appliance nameplate. The pressure regulator is replaced every 5 years.
  4. Gas cylinders are not older than 10 years and have a valid inspection mark.
  5. If gas is used as fuel, no more than 125 liters of water content gas may be present on the pitch. No spare gas bottles are allowed. Only the "daily supply" is allowed. Gas bottles, including empty gas bottles, are always placed upright and secured in such a way that they cannot fall over.

 Sound

  1. To protect local residents, the noise level during the event will be limited as much as possible.
  2. At events, the noise standards from the Noise Ordinance Events and Catering Municipality of Aalten apply, unless another maximum permissible noise level has been established by the municipality as a regulation or restriction. The regulation can be found on the municipal website.

 Waste

  1. Waste will be stored during the event in an appropriate manner. The organizer shall ensure that there are sufficient waste bins or waste containers on the event site, that the waste cannot spread during or after the event, and that the waste does not cause an odor nuisance.
  2. Waste materials shall not be burned, dumped or buried on the event site and liquid waste or waste-contaminated water shall not be placed on or into the ground.
  3. Waste shall be disposed of immediately after the event in an appropriate manner. If the event ends before 7 p.m., the waste shall be removed from the event site no later than 10 p.m. If the event also takes place after 7 p.m., the waste shall be removed from the event site no later than 10 a.m. the following day.
  4. Waste not removed in time will be disposed of at the expense of the organizer by or on behalf of the Municipality of Aalten.

 Protection of the environment

  1. Substances are stored and used in such a way that the environment and soil are not contaminated.
  2. Spilled oils, greases and chemicals are cleaned up immediately. With the exception of absorbents or neutralizers used to remove vegetable and animal grease or oil, absorbents or neutralizers shall be retained and disposed of as hazardous waste to an approved waste collector.
  3. Discharge to the sewer (a street gully or otherwise) is not permitted other than with the express permission of the Municipality of Aalten.

 Traffic

  1. Signage signs or arrows may not be attached to trees. Mounting on "lamp posts" is permitted, however.
  2. A roadblock shall be clearly visible and of sufficient strength. Barricade tape may not be used as a roadblock.
  3. No advertising will be placed on the roadblock.
  4. There shall be a clear space of at least 15 meters between the road barrier and the part of the event site where the activities take place.
  5. Objects above the road shall be placed so that, measured from the road surface, a minimum clearance of 4.5 meters remains.
  6. Objects adjacent to the road shall be placed so that, measured from the road surface, a clearance of at least 0.60 meters remains adjacent to the road surface.
  7. Current parking regulations will be respected.
  8. Disruption to traffic on public roads will be minimized as much as possible.

 Winding down the event and damages

  1. If an event (partly) takes place on the public road and the event ends before 7 p.m., the event site must be cleared and swept clean by 10 p.m. at the latest. If the event takes place after 7 p.m., the event site must be cleared and swept clean by 10 a.m. the next day at the latest. This does not apply if the event permit or a requirement following a report of an event by the municipality states otherwise.
  2. The event must not cause damage to planting, paving, lighting and other public facilities.
  3. The event site and nearby surroundings will be left broom clean and undamaged after the event activities are completed.
  4. The organizer is responsible for damages caused by the event.
  5. In case of damage, the Department of Administration and Public Spaces, outdoor services team of the municipality will be contacted as soon as possible. Repair of the damage will take place in consultation with this team.