Halloween Event Application - Ebrington Square non-licensed event

We’re inviting proposals for:

The use of Ebrington for a family-friendly non-licensed event during the Halloween period of 2025/2026.

The event must take place anytime between Friday 24th October to Monday 3rd November 2025 and/or Friday 23rd October – Monday 2nd November 2026. Additional days will be permitted for set up and decant. Set up can only be commenced from Monday 20th October 2025.

The event should be Halloween themed and complement other events taking place in the city.

The event will be subject to the Ebrington Conditions of Use, including site hire fees which must be paid in advance.

Applications must be submitted by noon Friday 20th June 2025. Late applications will not be accepted.

Before completing the form, please review the following documents and considerations to ensure your event complies with the guidelines and is appropriate for the space.

Each application will be evaluated and scored according to the criteria and questions listed below. The final selection will be made based on the highest scoring application.

Organiser

Organisation/Company (if applicable)

Charity number or company number (if applicable)

Address

Zip/Postal

City

Country

Email

Telephone/Mobile

Please provide details of your family-friendly, non-licensed event. Include the proposed dates, expected audience numbers, and indicate whether your audience will consist of Derry/Londonderry residents, Northern Ireland residents, or visitors from outside the region.

Purpose of your event (commercial or charity fundraising).

Is your event of civic benefit to the city/region?

Yes

No

Estimated number of participants

Estimated number of volunteers/stewards

Experience and Expertise.

Please provide evidence of a minimum of two similar previous events you have delivered within the last 2 years.

Example 1

Example 2

How will you deliver a Halloween themed event and how do you purpose to link the event in to the wider Derry Halloween celebrations running from 28th-31st October?

How will your event promote a positive image in Ebrington, the City and region?

How will your event be inclusive and promote good relations?

How do you plan to market your event?

How do you plan to work in partnership with Ebrington businesses and nearby residents? Please outline clearly how you will mitigate any disruption.

How will you manage any parking requirements as a result of your event?

Dates and Times

Please specify set up and decant times. Note that applications are currently only open for Halloween themed events happening during Halloween 2025 and 2026.

Event Setup:

Date

Time

Event Start Date:

Date

Time

Event End Date:

Date

Time

Decant – Event Take Down:

Date

Time

Declaration

The information I have provided in my application is correct and that I am solely responsible for all aspects of the event.

All events are run at the event promoter’s risk. As EP I will be solely responsible for any and all costs, including fees, even if the event does not proceed.

I am responsible for supplying all requested information and will liaise directly with The Executive Office on all event related matters.

I understand that submission of my application does not mean I have permission to hold the event.

I understand the details of my event application, including my contact details, may be provided to other government departments, public bodies, statutory agencies/services, licensing bodies for example for planning, licensing and/or health and safety reasons.

I will complete and agree site conditions survey(s) and agree to reinstate any damages to their original condition within one week of the event.

I agree that events must not be publicised and/or advertised before approval is granted.

I have read the terms and conditions and agree to provide any additional information that The Executive Office or DCSDC requires.

Event Promoter’s Name

Date

This application form is designed to provide an overview of your event only and submitting an application does not confirm your use of the space requested. A decision on the proposed event will be issued by The Executive Office within four weeks of all the relevant information being received. Charges will be at the discretion of The Executive Office.

Further advice and support on planning your event is available from The Executive Office, Ebrington Square, Derry/Londonderry.

Halloween Event Application – Ebrington Square non-licensed event

Experience and Expertise.

Dates and Times

Event Setup:

Event Start Date:

Event End Date:

Decant – Event Take Down:

Declaration