Event organizing

• Using the table below, do a quick check on whether you need to report or require a permit. Tick what applies to you:

All the boxes checked? Then file a report.

Event notification

Not all the boxes checked? Then apply for a permit.

Event, permit application

Still want to learn more about the rules and options for hosting an event first? Then read the roadmap on this webpage.

Good preparation is the foundation of a successful event. The first step in this process is to create a plan. In the plan, determine:

• the name of the event
• the date
• the type of event
• the costs
• the target audience
• the interpretation of the program
• the marketing and communications
• A strategy on how to deal with potential risks

Spaces and sports fields

The municipality makes spaces and sports fields available for such purposes as sports and games, neighborhood activities, meetings, courses and gatherings. More information on the use of spaces or sports fields can be found on the web page: Use of spaces or sports fields.

Event sites

In Zoetermeer, certain spots have been designated as event sites. If you have a spot in mind for your event, check first whether this spot is suitable. Check out the webpage: Event sites for more information. For example, the maximum number of visitors who may attend at the same time, how long an event may last there, and how many times a year an event may be held there.

Accessibility

With a number of measures, you can ensure that your event is easily accessible to the disabled. An overview of all tips and a checklist can be found on the webpage: Accessible Events.

Disposable plastic banned at events

The European Parliament has completely banned the use of disposable plastic from 2021. In Zoetermeer, the ban on the use of disposable plastic is included in the event policy. This means that disposable plastic is prohibited in Zoetermeer.

Examples of disposable plastics are:

• plastic bottles (without deposit)
• cups
• straws
• stirrers
• plates / cutlery
• confetti

For events that are good for the city and/or its residents, you may be able to apply for a subsidy. You can do this as a resident and as a company for events organized in Zoetermeer. The event must contribute to achieving the goals chosen by the municipality. More information can be found on the webpage: Subsidy - event.

Do you want to organize an event next year? Then we ask you to make a preliminary announcement. You can fill out the pre-announcement between September 1 and September 30 for the coming year. To do this, you can use the online form which we post on this web page starting September 1 each year. 

With the information from the preliminary announcement, your proposed event will be placed in the schedules of the municipality, the Haaglanden Safety Region, the Haaglanden Environmental Service and the police. The chosen spot will be reserved, subject to reservation. If there are several applications for the same date and location, special or image-defining events will be given priority.

Notice! A preliminary announcement is not an application for an event permit. This must be applied for separately after approval of the preliminary announcement. The preliminary announcement does not guarantee the granting of the event permit.

From Sept. 1 through Sept. 30, 2025, you can complete the 2026 Event Pre-announcement form on this webpage.

• Forms are processed by date of entry.
• We cannot process forms that are not fully completed. 

Questions?

Do you still have questions? Please call phone number 14 079 and ask for a member of the APV permits team.

No advance notice required for a notification

Are you organizing a (neighborhood) activity for which you need to file a notification? For example, a street party or neighborhood barbecue? Then you do not need to send in a prior notice.

In Zoetermeer, we have 4 types of events: 

Treatment scan

Events that require a permit are divided into three groups according to VRH's handling scan: A, B and C. With the handling scan, the municipality tests under which category your event falls. 

Treatment scan VRH

Report

Report event

Permit application

In the application, you will see which attachments you need to include.

Event permit application

• Safety plan event small (format,pdf)
• Event safety plan large (format, pdf)

You must pay for processing your application for a permit, even if it is denied. For an overview, see "Fees.
 

You may need an exemption for your event in addition to a permit. 

We are in the process of developing a waiver questionnaire that will allow you to easily see what waivers you need to apply for. This list will soon be available on this web page.

If it turns out that you need a waiver, you must apply for it separately.

Examples of waivers are:

• RVV Exemption
• Camping exemption
• Night stay exemption
• Noise Waiver
• Exemption Sunday law
• Alcohol Act waiver article 35

Zoetermeer is de plek

Through the city brand 'Zoetermeer is de plek', we can work with you to create promotional campaigns to get more attention for your event. You can also use the municipality's various communication channels. For example, press releases, social media, advertisements, website content and outdoor advertising.

Would you like to take advantage of this? Please send an e-mail to evenementenloket@zoetermeer.nl

UIT agenda Zoetermeer

Are you organizing an activity or event that should not be missing from this calendar? Register your event for free on the UITagenda Zoetermeer.

Upload a high-profile photo of good quality (without text, flyers and posters do not do well here). Create an attractive description and address visitors with "you. Make sure all information is correct and up-to-date.

The municipality provides a stream of website visitors to the UITagenda through various channels. So make sure your event is on there.

Event Box

The municipality provides various promotional materials for dressing up your event. You may use these free of charge.

The "event crate" currently consists of beach flags, roll banners and crowd barriers. Beanbags are also available to make a nice chill spot.

Would you like to use the event box? Please send an e-mail to evenementenloket@zoetermeer.nl.

Fireplace

If necessary, a pre-event inspection is done at the event site. During an inspection we check whether everything has been carried out as stated in the permit and accompanying documents. The municipality schedules an appointment with the event organizer for this purpose.

Safe running of the event

The organizer is responsible for the safe conduct of the event. This means taking measures to ensure public order, safety and health of visitors and participants. During the event, we can carry out checks for compliance with the regulations contained in the permit.

End of event

After the event, the organizer must dismantle the site and return it clean to the municipality. The organizer is responsible for cleaning the event site and its immediate surroundings (e.g. the approach and exit routes).

If it is necessary, an after inspection will take place and a review will take place from the municipality to see if the site has been cleaned up and no damage has occurred to the property.

Post-event conversation

Successes and areas for improvement are discussed with each other. For large events (or if necessary), we invite you to a post-event meeting.

Did you receive a grant for your event? If so, you may also need to account for this grant.

The decision will tell you when and under what conditions you must account for the grant. More information and the subsidy justification form can be found at Event Subsidy.

The municipality reviews the justification. It will then determine within 13 weeks whether you will receive a subsidy or have to pay it back. You will be notified of this.

Event notification

• You will receive an automatic email acknowledging receipt of your application.
• If there are specifics, we will contact you within 5 business days.

Event permit

The processing time depends on the size of the event. We will inform you within a few business days of submitting your application.

Objection

Do you disagree with the municipality's decision? Then you can object within 6 weeks.

Notification

Making a report is free of charge.

Permit

The cost of processing an application for a permit:

Price changes and typographical errors reserved.

Still have questions? Send an e-mail to evenementenloket@zoetermeer.nl or call 14 079. We will be happy to help you prepare for your event.

• General rules regarding small events
• Events northern lake area (map)
• Accessible events (tips and checklist)
• Zoetermeer is de plek
   
• Safety plan event small (format,pdf)
• Event safety plan large (format, pdf)
• Risk scan VRH (xlsx)