How to Write a Toilet Provision Plan for Your Event Licence

Writing the Toilet Provision Plan Your Licensing Authority Actually Wants to See

If you are applying for an event licence — whether a premises licence, a temporary event notice, or a local authority event permit — you will almost certainly need to submit a toilet provision plan. Many licensing authorities require it. Even where it is not formally required, submitting one demonstrates professionalism and significantly improves your chances of approval.

This guide explains what a toilet provision plan should contain, how to write one that satisfies the licensing authority, and the common mistakes that lead to plans being rejected or queried.

What Is a Toilet Provision Plan?

A toilet provision plan is a document that sets out how you will provide toilet facilities for your event. It covers:

• The number and type of toilet units
• Their positions on the event site
• How they will be serviced during the event
• How waste will be disposed of
• Accessibility provision
• Contingency arrangements

It is not a complex document. A well-written plan can be two to four pages plus a site map. The key is that it demonstrates you have thought about sanitation properly and have a credible plan to deliver it.

Why Licensing Authorities Care

Licensing authorities care about toilet provision for several reasons:

• Public health: Inadequate sanitation at events creates health risks — both for attendees and for the surrounding community
• Nuisance prevention: Poor toilet provision leads to public urination and defecation, which causes nuisance to neighbouring properties
• Environmental protection: Waste from events must be managed properly to prevent pollution
• Equality obligations: Accessible toilet provision is a legal requirement under the Equality Act 2010

A toilet provision plan that addresses these concerns clearly and practically will satisfy most licensing officers. A plan that is vague, generic, or obviously copied from a template will attract questions.

What to Include

1. Event details

Start with the basics:

• Event name, date(s), and times
• Venue name and address
• Expected attendance (total and peak concurrent)
• Nature of the event (music, food, sport, community, etc.)
• Whether alcohol will be served
• Whether the event includes camping

These details determine the scale and type of toilet provision required.

2. Toilet provision calculations

Show your working. Licensing officers want to see that you have calculated your toilet numbers based on recognised guidance, not guesswork.

Reference the Event Industry Forum guidance or the Purple Guide:

Standard ratios (daytime event, no alcohol):

• 1 female toilet per 100 female attendees
• 1 male toilet or urinal per 150 male attendees

Adjustments:

• Alcohol service: increase by 25 percent
• Event duration over 6 hours: increase by 20 to 30 percent
• Multi-day event: calculate based on peak concurrent attendance

Example calculation for a 500-person, alcohol-licensed, 10-hour single-day event:

Assuming 50/50 gender split:

• Female: 250 ÷ 100 = 2.5, plus 25% for alcohol = 3.1, plus 20% for duration = 3.75 → 4 female toilets
• Male: 250 ÷ 150 = 1.67, plus 25% for alcohol = 2.1, plus 20% for duration = 2.5 → 3 male toilets or urinals
• Accessible: minimum 1, preferably 2
• Total: 8 to 9 units including accessible provision

Present this calculation clearly. It shows the licensing officer that you understand the guidance and have applied it to your specific event.

3. Unit types

Specify the types of unit you will provide:

• Standard portable toilets (number)
• Portable urinals (number)
• Accessible portable toilets (number)
• Luxury toilet trailers (if applicable)
• Handwash stations (number and type)

4. Site map

Include a site map showing:

• The position of every toilet unit and handwash station
• The accessible toilet positions (clearly marked)
• Approach routes for attendees from the main event area
• Vehicle access routes for delivery and servicing
• Lighting positions at toilet areas
• Signage positions

The map does not need to be professionally drawn. A clear, labelled sketch is fine. What matters is that the positions are specific and practical — not a vague annotation of "toilets somewhere here."

5. Hire company details

Name your hire company and provide their contact details. Confirm:

• The company holds a waste carrier licence (include the licence number)
• The company carries public liability insurance
• The delivery and collection dates
• The servicing schedule during the event

Including the hire company's details adds credibility. It shows the licensing officer that you have a confirmed arrangement with a legitimate operator, not a vague intention to "sort out toilets nearer the time."

6. Servicing and maintenance plan

Describe how the toilets will be maintained during the event:

• Professional servicing: When will the hire company service the units? (For multi-day events, specify the schedule.)
• Event team checks: How often will your team check the units during the event? Who is responsible?
• Consumable restocking: How will you ensure toilet paper and hand sanitiser are available throughout?
• Cleaning supplies: What supplies will your team have on hand for between-service cleaning?

7. Waste disposal

Confirm that all waste will be disposed of at a licensed treatment facility by a licensed waste carrier. Reference the hire company's waste carrier licence. This reassures the licensing officer that waste management is compliant with environmental regulations.

8. Accessible provision

Demonstrate that you have planned accessible provision specifically, not just included it as an afterthought:

• Number of accessible units
• Positioning on level ground with a firm, clear approach path
• Signage directing disabled attendees to the accessible facilities
• Any additional provision (Changing Places facilities, baby changing)

Reference the Equality Act 2010 and your obligation to make reasonable adjustments.

9. Contingency arrangements

What happens if things go wrong?

• Additional units: Can your hire company deliver extra units at short notice if demand exceeds supply?
• Unit failure: What is the plan if a unit becomes out of service during the event?
• Extreme weather: How will you manage toilet provision in heavy rain (mud, access issues) or extreme heat (odour, increased usage)?
• Higher-than-expected attendance: If walk-up attendance significantly exceeds your estimate, what additional provision can you arrange?

Contingency planning shows maturity and experience. It tells the licensing officer that you have thought beyond the best-case scenario.

Common Mistakes

Vague or unsubstantiated numbers

"We will provide sufficient toilets for the event" is not a plan. Show the calculation. Reference the guidance. Be specific.

No site map

A plan without a site map is incomplete. The licensing officer needs to see where the toilets will be, not just how many there will be.

Accessibility as an afterthought

"We will also provide one disabled toilet" tacked onto the end of the plan suggests you have not thought about accessibility properly. Integrate accessible provision throughout the plan — calculations, positioning, signage, maintenance.

No named hire company

"We will hire toilets from a local company" is vague. Name the company, provide their licence details, and confirm the arrangement. If you have not booked yet, at least provide a quote or correspondence showing that arrangements are in progress.

Generic template language

Licensing officers read dozens of these plans. They can spot a generic template immediately. Tailor your plan to your specific event, venue, and circumstances. Reference specific features of your site, specific access challenges, and specific arrangements you have made.

Submitting the Plan

Submit your toilet provision plan as part of your event management plan or licensing application. If the licensing authority has a specific format or template, use it. If not, a clear, well-structured document as described above will be well received.

Be prepared to discuss the plan with the licensing officer. They may have questions about specific aspects — positioning, numbers, accessibility. Answer confidently and practically.

We Can Help

If you are preparing a toilet provision plan for an event in Cheshire or Shropshire, we can help. We will provide the unit specifications, servicing schedules, waste carrier licence details, and any other information your plan requires. We can also review your draft plan and suggest improvements based on what licensing authorities in this area typically expect.

A good toilet provision plan is not paperwork for the sake of it. It is a practical planning tool that ensures your event has the sanitation it needs — and demonstrates to the licensing authority that you take the job seriously.