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Organising a community event or street party

Community Bunting

There are always lots of events on, in and around Frome. If you’re interested in organising a community event or street party yourself, we’ve pulled together some top tips for putting on a great event.

What do you want to do?

There are lots of different ways you can bring local people together. Whether it’s a street party, a community picnic, quiz night or an old fashioned fete.

Choose a venue

You could use a local park or green space,  an allotment, school or back garden.  It’s also possible to host a party in the street.  You’ll need permission from whoever owns the land or building, so before getting too carried away with your plans, approach the owner to see if it’s possible for you to use it. Here’s a list of spaces owned by Frome Town Council.

If it’s a street party you’re planning, you’ll need to apply for a road closure at least 12 weeks before the event, from Mendip District Council. Visit the Mendip District Council website for more information and to download the application form.

Pick a date

Think about what else is happening in the area and see what times and days would best suit your neighbours, friends and wider community.

There are now a few national initiatives that take place each year and you might want your event to coincide with them:

Photo of people at a street party.

The Eden Project Big Lunch

The Great Get Together

The most important thing is that as many people as possible can join in.  You’ll also need to make sure that you leave time for any paperwork such as road closures and licenses.

Entertainment

Games are a great way to encourage everyone to join in and get to know each other.  If you’re on the street, you could use chalk to mark out hopscotch, have an egg and spoon race or bring out a sand pit from your back garden.  If you ask everyone to bring a game then you’ll quickly fill the space.

Dressing up clothes, party games and craft activities will keep little people busy for a while.

Are you going to have music or entertainment?  If you put up a stage or look to have amplified music you may need to get a license. Find out more about licensing here.

The boring (but important) bits

In order to apply for the road closure you will need insurance to cover you for any accidents that might happen.  Premiums start from £60. Here are a couple of useful links https://www.events-insurance.co.uk/  and https://www.zurich.co.uk/en/charity-insurance

Street Party, Trinity, Frome.

The government have produced a set of guidelines on running a street party.

We’d also recommend carrying out a risk assessment, to ensure your event can run safely as well as smoothly. It isn’t as bad as it sounds – have a look at our simple steps to a risk assessment.

Food & Drink

Food is a great way of uniting people, and the easiest way to do it is by asking everyone to bring something to share.  Make sure you request a variety of dishes to suit a variety of dietary requirements (vegan, gluten free etc) and encourage people to label dishes that need to advise allergy sufferers. There are lots of websites with ideas for party food perfect for sharing.  Try BBC Good Food and Jamie Oliver to get you started.

Alternatively you could see if local businesses would like to help with the catering or you might want to consider hiring in mobile caterers.

If you’re planning to sell or supply alcohol, you’ll need to apply for a TENS license – make sure you apply for this at least two weeks before your event.

Party food laid out on a table

Consider the planet

Frome is working towards becoming a single-use plastic free town.  Please bear this in mind especially when it comes to catering.  If you’re providing hot drinks, encourage people to bring reusable cups and try to avoid plastic cutlery, bottles, straws, plates and cups.

Provide sufficient bins and encourage people to recycle where possible.

Equipment

Will you have enough tables and chairs?!  Work out what you need and then see what’s available in the local area. At Frome Town Hall we have various things available for you to borrow, from chairs, tables and gazebos to bean bags, bin bags and even our amazing smoothie bike. You can borrow these free of charge, but a donation to the Mayor’s charities is always welcome. For more information just call in to see us or email.

You can also find useful items at Frome’s library of things – SHARE.

Share shop logo

Spread the word

Whether you decide to keep it small or go big and invite the whole town, you’ll need to let people know what you’re planning.

Social media is a great way of getting the information out there and if you set up an event on Facebook you can also see how many people are interested in coming.

Create a poster (there are lots of free websites that can help you do this) and drop some in to us at the Town Hall so we can put them on the local noticeboards.

You can also add a free listing to the events pages on our Discover Frome site.

And finally…

Please tell us about what’s happening in your area.  If you’re involved in organising a community event please drop us a line with your contact details so we can keep you up to date with funding opportunities, ideas and link you up with other streets planning similar events at info@frometowncouncil.gov.uk

And if you need any more help or advice, pop in to see us at the Town Hall or drop us a line.

Published
20 August 2018
Last Updated
22 February 2021