Fees and charges

A large event is any activity with more than 1,000 participants, attendees or spectators.

If you are organising a small, free community event for under 25 people, there will be no charge. For events over 25 people, there will be no discount on the administration charge unless you have a special partnership arrangement with us.

Yes, there may be an additional charge for large-scale or commercial/fundraising events. Our ageing network needs constant care and protection from the Trust to look after it, so it’s only right that large-scale, commercial, fundraising, and promotional events, that bring extra cost and stress to the network, should contribute to the cost of keeping the nation’s canal heritage alive for today and for future generations to enjoy. 

Smaller non-commercial/fundraising events under 1,000 participants/spectators will not be affected by this additional charge.

If you are organising multiple events in the same location (i.e. on different dates), you can submit them under one application and will only be charged one administration fee. If your events are in different locations, then they will be charged separately due to the different risk assessments and site considerations needed. However, it may be possible to arrange an annual events fee with you, please email [email protected].

A commercial organisation is an institution, corporation, or other legal entity, including, but not limited to, partnerships, sole proprietorships, and limited liability companies, that is organised or operated for the profit or benefit of its shareholders or other owners. 

A charitable organisation is one that is registered with The Charity Commission and operates exclusively for charitable purposes/public benefit. 

A not-for-profit organisation is an organisation that does not operate for the profit, personal gain, or other benefit of particular people.

Yes, the Trust makes an additional charge for large-scale or commercial/fundraising events, see here for the rate card. Our ageing network needs constant care and protection from the Trust to look after it, so it’s only right that large-scale, commercial, and promotional events, that bring extra cost and stress to the network, should contribute to the cost of keeping the nation’s canal heritage alive for today and for future generations to enjoy. Smaller non-commercial events under 1000 participants will not be affected by this additional charge.

If you are not organising large-scale or commercial/fundraising events, the Trust currently has no plans to make any additional charges beyond the administrative fee.

We apply a fee per head to sporting events, whether they are commercial or fundraising, when participants book their place in advance with the organiser. 

This charge does not apply to festivals or other events where people can simply turn up without booking.

All business, commercial, fundraising and large-scale events pay a minimum site fee, in addition to the administration fee. These charges apply regardless of event location.

All organisations unless they are organising small, free community events and activities for fewer than 25 people will be charged. However, Canal & River Trust partners may be eligible for a discount or an annual events fee when holding events on our land. This will depend on the nature of the event, size, and the frequency etc. Please speak to your Trust contact for more information or email [email protected].

All organisations unless they are organising small, free community events and activities for fewer than 25 people will be charged. However, canal societies may be eligible for a discount or annual events fee when holding events on our land. This will depend on the nature of the event, size, and the frequency. Please speak to your Trust contact for more information or email [email protected].

Restoration groups may be eligible for a discount when holding events on our land. This will depend on the nature of the event and the frequency. Please speak to your Trust contact for more information or email [email protected]. Any volunteering activities organised by restoration groups will not be charged. Permission to hold these activities should be made by emailing [email protected] and not through our events process.

If you are an affiliated member of Paddle UK, we have an agreement with them that means member clubs will not be charged. However, if any Trust time is required during your event we must recover the cost of this time. This will be discussed with you at the time of your application.

Many Trust leases allow the lease to organise events without permission or charge, however, it depends on the terms & conditions of your lease with us. Businesses should check with their Trust contact or regional Community Development Manager first.

If you are a school or uniformed group eg Scouts arranging a visit please follow the information here about educational visits to the canal/river https://canalrivertrust.org.uk/explorers/planning-your-visit. If you are organising a fundraising event on our land/water, please email [email protected] to discuss before applying through our standard event application form.

If you are a business who would like to organise a volunteering day please email [email protected] for more information. Visit https://canalrivertrust.org.uk/donate/partner-with-us/corporate-partnerships for further details and how to make an enquiry.

Depending on the nature of your event and your application time may be required by our colleagues to support your event, eg for boat movements, vegetation cutting etc. The cost of this time will need to be recouped from the event organiser, regardless of whether you have paid the administration fee or not. As a registered charity it is our legal responsibility to ensure vital charitable funds aren’t diverted away from our core purpose of protecting and preserving the network. Any additional charges will be discussed with you as soon as possible These costs start at our hourly charge rate for assistance. If you have any queries email [email protected] to discuss.

No, your application will be processed within the same timeframe, we aim to process applications within 30 working days, once your payment has been made and all the correct documentation has been submitted.

Please be aware whilst there are exceptions most events are charged the application fee. If you are unsure at the point of payment click the cancel button and email [email protected]. Your application will be saved giving us the opportunity to review it and come back to you and confirm any charging or exemptions.

These are commercially sensitive locations that warrant a higher charge for events:  

• Birmingham city centre 
• Leeds (waterspace plus any unleased land) 
• Gloucester Docks (waterspace)  
• Bath 
• Reading (waterspace) 
• Newbury 
• Liverpool Docks – separate charging 
• Manchester 
• National Waterways Museum, Ellesmere Port 
• Anderton Boat Lift 
• National Waterways Museum, Gloucester Docks 
• Standedge Tunnel 
• Canal Museum, Stoke Bruerne 
• Foxton Locks

Three categories have been agreed upon 1) London 2) urban/commercial locations 3) rest of network.  

London (inside M25) has a dense population coupled with higher demand for services.  

Consequently, the cost of working in the capital is greater than elsewhere on the network.  

Urban/commercial locations are key areas or our visitor attractions and museums that cost more to maintain due to higher footfall and other considerations eg heritage. Rest of the network, all other locations on our 2,000-mile network.  

Please note: London Docklands and Liverpool Docks have separate charging rates.

At the time of submitting your on-line application you will be directed to a payment portal where you will be able to pay the administration fee by debit or credit card. Additional payments for large-scale and commercial events will be discussed with you at the time of application, and you will receive an invoice for any additional charges due.

Some events may be asked to pay a refundable bond in advance. This is held in case the Trust needs to cover costs such as litter clearance or repairs to any damage. If a bond is required, we will discuss this with you beforehand. Once the site is inspected and everything is satisfactory, the bond is returned to you.

Please email [email protected] and we will arrange to send you an invoice.

The payment portal will generate a receipt at the time of payment.

All fees must be paid in advance before your event can take place. Please note that the administration fee is due when you apply and is non‑refundable.

Yes. All fees are subject to VAT at the current rate.

Yes. If you are applying as a charitable organisation, we will need proof of your charitable status.

Refund conditions are explained in your event licence. The administration fee is always non‑refundable.

Please email [email protected].