Guidelines for promotional events and performance based activities

These guidelines are to inform prospective event organisers what information will be required and what parameters should be worked within when wishing to organise promotional events or performance based activities on Trafalgar Square.

To apply to hold promotional events and performance based activities in Trafalgar Square a proposal form must be submitted.

Application form for promotional events and performance based activities PDF
Application form for promotional events and performance based activities RTF

Note: if an application form is sent by email, a signed hard copy of the terms and conditions page must also be submitted.

1. This document is an application for an activity in Trafalgar Square. It does not confer permission to use the Square. Advertising or promotion of the activity in any form is not permissible until event approval has been given. Permission to use the Square is at the discretion of the Greater London Authority.
2. A fee of £1000 (+ VAT) per hour will be charged from arrival to departure from the Square. A reduced rate is available for charities, students and some other activities. The fee should be paid prior to the activity taking place.
3. Applications cannot be taken for Trafalgar Square more than six (6) months in advance and organisers should not have any more than one application pending in the same period.
4. Applications operate on a first come, first served basis.
5. Applications should be submitted at least five (5) working days before the event. Large or complex proposals will require longer notice periods. Final approval will only be granted once full details of the activity requested by the GLA are given.
6. At weekends and Bank Holidays bookings for rallies and demonstrations may take precedence over those for other activities.
7. We endeavour to confirm receipt of applications within three (3) working days and will respond to requests for further information. Once all requested information on the activity has been received we seek to confirm decisions within five (5) working days.
8. In the event of a postponement or cancellation of activity, organisers must inform the GLA no later then 48 hours prior to the proposed date of activity. Fees or a cancellation charge will apply. Please refer to conditions 8.1 to 8.4 for activities on Trafalgar Square set out on the booking form.
9. A promotional based activity may be classed as anything that involves significant activity in promoting a product, campaign, etc to the public. A performance based activity may be classed as when a group or a person performs to the public. A photo-call may be classed as anything that involves significant activity in promoting a product, campaign, etc to the media and press.
10. If your proposal contains any activities such as the performance of a play, exhibition of a film, performance of live music, playing of recorded music, performance of dance or anything of a similar description to live music, recorded music or performance of dance you must provide details in this application in order for the GLA to determine if any of these activities fall under the Licensing Act 2003. The GLA reserves the right to amend or refuse certain activities within your event. You will be advised by the GLA if an Event Management Plan is required. Please refer to Schedule 3 of this document for further clarification of licensable activities.
11. Details of any proposed banners or branding to be attached to any part of the Square must be agreed before the event.
12. Activities that could impact on the general maintenance of the Square and those involving the erection of structures may require a specific assessment prior to approval being granted. We may consider structures but at our discretion and there may be a cost for this assessment that will need to be met by the organiser and may increase the time required to process the application.
13. All applications will be considered in line with the GLA's responsibility of protecting the Square's fabric and assets as well as its Heritage value.
14. Due to the proximity of the roads around Trafalgar Square all light sources must not be directed into traffic at anytime. Any lighting source must be approved by GLA.
15. There is a sound limit on events in Trafalgar Square and volumes should not exceed 75 decibels. The GLA and its agents on the Square will determine acceptable levels of volume for the Activity to ensure that sound levels do not impact on the surrounding buildings. You must adhere to all instructions relating to volume of noise or any other matter relating to the Activity. If a public address system is used certain frequencies are not permissible on the Square as they interfere with nearby church services at St. Martin-in-the-Fields. Restricted frequencies are detailed in the attached terms and conditions for the use of the Square.
16. If a power supply for a public address system is required, access to a 13amp socket in the base of Nelson's Column can be provided. This will require an engineer provided by the GLA to turn the power on and off before and after the meeting. The cost for this engineer if outside contractor hours will need to be met by the organisers of the activity. It is the GLA's preference that organisers use onsite power supplies, rather than a generator. If a generator is to be used details on the generator will be required.
17. Consideration may be given for up to 2 vehicles to access the South West corner of the Square. Each vehicle will require an access permit. The GLA will ascertain the number of permits given in relation to the size and needs of an event on an individual application basis. For security reasons the GLA retains the discretion to revoke permits issued for security reasons.
18. Anyone using Trafalgar Square must obtain Public Liability Insurance with a minimum of £5 million cover for each act or occurrence or series of acts or occurrences. A higher level of insurance cover may be required depending on the event content. A copy of your insurance document will be required prior to approval being granted.
19. Please ensure that you read the attached terms and conditions and the Trafalgar Square byelaws that clarify requirements for the use of the Square.

If you have any questions relating to booking Trafalgar Square please contact tel: 0207 983 4750.