How to organise a charity event at a Chiltern Railways station

Introduction

If you would like to hold a charity event at one of Chiltern Railways' stations, you must first request permission from our charity team. This guide explains how to submit your request, what to include, what happens next, and the key things to consider before applying.

Before you apply

Not all events can be approved. We review each request individually to make sure it is suitable for the station, does not affect passenger safety or operations, and is appropriate for the station environment. Please check that your event is charitable in nature and that you have the details ready before you contact us.

Common things to consider

• Whether the event is suitable for a busy public station location
• Whether the activity could affect customer flow, safety, or access
• Whether you have the necessary permissions, insurance, or safeguarding arrangements, if applicable
• Whether the event date gives enough time for review and approval

How to submit a request

To request permission, contact the Chiltern Railways charity team with the details of your proposed event. If you are unsure who to contact, use the charity team contact details provided on our website or in this help centre article: community@chilternrailways.co.uk.

Include the following information

1. Your name and organisation name
2. A description of the charity event and its purpose
3. The station you would like to use
4. The date and preferred time of the event
5. How many people will be involved
6. What activity you plan to carry out
7. Any equipment, displays, collections, or materials you intend to bring
8. Your contact details

What happens next

Once we receive your request, the charity team will review the details and may contact you for more information. We will then confirm whether the event can go ahead and, if approved, provide any conditions or requirements you must follow.

Please do not assume the event is approved until you receive confirmation from us.

How far in advance to apply

You should apply as early as possible. This gives us time to review your request, check station availability, and consider any operational or safety requirements. If your event is planned for a specific date, allow plenty of time for approval before making arrangements.

Guidelines and considerations

• Events must not interfere with train services, passenger safety, or station operations
• You may need to follow specific instructions about where and when the event can take place
• Some activities may not be permitted at certain stations
• You are responsible for making sure your event complies with any conditions set by Chiltern Railways
• If your event involves collections, publicity, or equipment, these details should be included in your request

Who to contact

For permission requests and questions about charity events at Chiltern Railways stations, contact the charity team: community@chilternrailways.co.uk.

Additional information

If you need to amend your request after submitting it, contact the charity team as soon as possible. Approval is always subject to station availability and operational requirements.