Event Safety Advisory Group (SAG)

The Event Safety Advisory Group (SAG), comprises senior officers from all of the emergency services, South Cambridgeshire District Council and also representatives from other relevant organisations.

Please use our Event Checklist [PDF, 0.2MB] for guidance.

If you are planning an event and would like to inform the SAG group, or are due to attend a SAG meeting and need to provide further details of your event, please use our event safety form below.

If you are unable to upload all documents due to size of attachments, please email sag@scambs.gov.uk to request a large file transfer and an email with instructions how to do this will be sent to you.

If you are planning an event/street party to celebrate the Coronation of His Majesty King Charles III, please see the Cambridgeshire County Council website, which will give you more information on what you need to do and who you need to contact.

If you are planning to host an event this year, help reduce the amount of waste it will produce by using our waste less event guide [PDF, 0.5MB], which provides resources and tips for events of all sizes.

Submit your event safety form

All agencies can then consider any implications and ensure that there are sufficient resources available should there be an incident.

Typical examples of risks assessed:

  • Health and safety, risk assessment and event control
  • Crowd management
  • Food safety
  • Drinking Water
  • Noise and light pollution
  • Traffic management and highways issues
  • Policing and security matters
  • Compliance with fire safety regulations
  • First aid and specialist health care requirements
  • Welfare facilities (toilets, hand washing, showers, and so on)
  • Any other issues that it has knowledge and expertise in that is relevant to an event such as waste and recycling

Typical examples of events:

  • Fetes and fairs
  • Open-air concerts and music festivals
  • Trade shows
  • Sporting events
  • Open-air entertainment
  • Firework displays
  • Large-scale company parties
  • Processions, marches and carnivals
  • Street parties

Planning and organising an event in South Cambridgeshire

You will have a number of responsibilities as the organiser, you will be legally responsible for the safety and well-being of those people attending and also working at the event. The key to a successful event is to start your planning process as early as possible. Don’t leave anything to the last moment. The most successful events normally start planning a year in advance.

To help you plan here are some of the key tasks:

  • Make early contact with us
  • Produce a strict timetable including any key dates
  • Don’t try to do everything yourself - surround yourself with a team of people to help you plan, organise and run the event
  • Appoint a site manager and a safety officer
  • Be realistic about what you can achieve within your budget
  • Produce an Event Management Plan [PDF, 0.5MB] together with Risk Assessments for the various activities
  • Ensure you have the correct insurances in place
  • Consider what disruption your event may cause (for example: noise, litter, traffic)

COVID-19: Guidance for people who work in settings related to events and visitor attractions 

At the beginning of April 2022 various new guidance was released to enable living safely with COVID‐19 and other respiratory infections. This includes:

Public Health advice for events has been updated (September 2022) and is set out below:

  1. Stay at home if unwell
  2. Vaccination – Event organisers should support staff and customers to stay up to date with their vaccinations.  Encourage everyone who is eligible to have their COVID-19 booster and flu vaccine, when it is offered
  3. Protect staff and customers from respiratory infection by:

a) Assessing the level of ventilation in indoor spaces, per the HSE guidance, and include that in your risk assessment. Bringing in fresh air to occupied spaces can help to reduce the concentration of respiratory particles

b) If appropriate, holding an event outdoors, as it mitigates the risk

c) Ensure good hand hygiene through hand washing and provision of hand sanitisers

d) Continue frequent cleaning of high hand‐touch surfaces at the venue, including communal areas and any shared equipment, such as microphones

Event organisers should continue to comply with the requirements for cleaning, ventilation, and welfare facilities in the Workplace (Health, Safety and Welfare) Regulations 1992 or the Construction Design and Management Regulations 2015 to control occupational health and safety risks. For any queries, please contact your local Environmental Health Team.

Useful documents