SAG - Safety Advisory Group

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.

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

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 for which they are required.

Typical examples of risks assessed:

  • Health and safety, risk assessment and event control
  • Crowd management
  • Food safety
  • 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 etc.)
  • 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 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)

Coronavirus

Public Health Advice for public events during the Enhanced Response Area status

From 1 November 2021, Cambridgeshire and Peterborough have moved into an Enhanced Response Area (ERA) due to the rising rate of infections particularly in our older population. This increase, coupled with low vaccination rates in some parts of Cambridgeshire and Peterborough means pressure is building on our local health services. This is exacerbated by increased levels of COVID infections in the general population, and staff being unable to work because they are infected or isolating. If unchecked, this will also impact on health care for other non-COVID needs, therefore the public health advice for all events being held during the ERA status is as follows.

  • Legal requirement - Complete a risk assessment which includes the COVID risks (this can be as part of the normal Health and Safety risk assessment and/or Event Management Plan). For the indoor part of the event, please note any indoor area needs sufficient ventilation. You need to assess the level of ventilation in indoor spaces, as per the HSE ventilation guidance, and include that in your risk assessment. Breathe Freely host a simple ventilation toolkit that can be used to assess the ventilation.

As we are now in an enhanced response area we strongly recommend:

  • that you use the NHS Covid Pass system as per Government guidance for events
  • face coverings to be worn by staff and attendees indoors and in crowded areas outside, on public transport (including for any transport arranged for attendees. For example: coaches, taxis, and/or car sharing)
  • set up the event to enable social distancing
  • if any attendee shows symptoms of COVID, they should not attend
  • staff and attendees should carryout lateral flow testing prior to the event and for 4 to 5 days after the event
  • the use of the NHS QR code to help trace and stop the spread of COVID
  • regular and frequent cleaning of high frequency touch points
  • regular hand washing and the provision of hand sanitisers at all events
  • make COVID safe arrangements for any food and drink offered during the event
  • continued used of COVID safe messages, posters etc. reminding attendees to take common sense COVID precautions. For example: wear face coverings, keep a social distance, wash hands etc. including online messaging via the event organisers website encouraging vaccine uptake (both COVID and Flu vaccines) and COVID testing

To assist event organisers with identifying suitable Coronavirus controls, the Government's Working Safely During Coronavirus guidance provides useful information as to what organisers should consider. There is specific guidance for topics including Performing Arts, Construction and working outdoors, the Visitor economy and food/drink businesses.

COVID-19 Mass Gathering Event Risk Assessment Tool

Where the number of mass attendance events grows, a need has been identified to assess the risk of those events and ensure that appropriate mitigations are in place. 

Mass Gathering Assessment Tool [PDF, 0.6MB]

The Tool

The tool simply provides risk score and planned actions based on key factors to be considered for the event. Each element has a risk and score based on criteria within that element. 
The tool may be updated based on evidence such as:
  • COVID transmission levels on a regional or national basis.
  • Regional and local epidemiological data on case rates, vaccination rates, hospitalisations and deaths as a result of COVID-19 infections.
  • Local contextual information and insight on hospital capacity.
  • Local outbreaks of Variants of Concern (VOCs) of COVID-19, particularly any with vaccine-escape properties.
  • Government Guidance.

The tool has been adapted by the Public Health Team in Cambridgeshire County Council and Peterborough City Council from a document made by Public Health England (July 2021).

It works in a similar manner to the risk assessment tool in the Purple Guide for managing safety at crowd events.
Update: Last updated in Oct 2021 based on the Governments Autumn and Winter Plan 2021.

Documentation 

It is important that Event Management Plan (EMP) and Risk assessment (RA) are submitted minimum 2 weeks in advance by the event organiser
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Factor

Criteria

Rating

Score

Number of people

100 to 499

Green

1

Number of people

501 to 2,000

Green

2

Number of people

2,001 to 5,000

Amber

4

Number of people

5,001 to 10,000

Red

8

Number of people

> 10,001

Red

10

Spacing

Expected to be >2m

Green

1

Spacing

2m to 1m

Amber

6

Spacing

<1m

Red

10

Ventilation

Outdoors

Green

1

Ventilation

Indoors, good ventilation

Amber

4

Ventilation

Indoors, average ventilation

Red

6

Ventilation

Indoors, poor ventilation

Red

10

Event Duration

< 3 hours

Green

1

Event Duration

3 to 6 hours

Green

2

Event Duration

6 to 12 hours

Green

3

Event Duration

12 to 24 hours

Amber

4

Event Duration

24 to 48 hours

Red

5

Event Duration

>48 hours

Red

6

Travel Footprint

Local Travel (Lower tier LA or Peterborough)

Green

1

Travel Footprint

Travel within East of England

Amber

4

Travel Footprint

Travel within England

Red

6

Travel Footprint

UK Travel (Wales, Ireland or Scotland)

Red

8

Travel Footprint

International Travel

Red

10

Travel Routes

Mostly Private Transport (no car sharing, only private cars)

Green

1

Travel Routes

Mix of Private and Public Transport (car sharing included or coach travel)

Amber

4

Travel Routes

Mostly Public Transport (includes car / minivan/  etc. sharing or coach travel)

Red

8

There is a maximum total score of 54. 

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Rating

Action for Public Health

All Category Green

OR Score <10

No SAG needed

Any one category Amber

OR Score ≥ 10

SAG recommended

Any two Category Amber OR

SAG strongly recommended

Score ≥ 26 OR

SAG strongly recommended

Any one Category Red

SAG strongly recommended

Score ≥ 45

Consider IMT to see if Health Protection (Coronavirus, Restrictions) (England) (No 3) Regulations 2020 need to be applied

This rating will determine the public health actions needed to mitigate the risk. Please note the actions below are public health recommended actions. 

  • All criteria Green – no SAG needed
  • Only one Amber or Score ≥ 10 - SAG is recommended. 
  • Two or more Amber OR any Criteria having Red or Score ≥ 26 – SAG Strongly recommended 
  • Score ≥ 45 – Consider IMT to see if Health Protection (Coronavirus, Restrictions) (England) (No 3) Regulations 2020 that came into force on 18 July 2020 need to be applied
  • Event Organiser to complete and score each event – signed off by Chair of SAG.

The Factors

Each of the factors has a number of criteria. Where an event factor meets a range of criteria, the one with the highest score is to be used. The scoring varies from factor to factor and is not necessarily linear. Most are self explanatory

Number of people

The number of people expected to attend the event over the event’s duration.

Spacing

This is the expected distancing between individuals that are not in the same family group or bubble.

Ventilation

How well ventilated the event is? The criteria may need more specific definition as to what constitutes good, average and poor ventilation for indoor events.

Event Duration

The total duration of the event from the first admission until all attendees have left. For example, a football match would need to include from when the gates open until all the spectators have left.

Travel Footprint

How far people travel to the event. Is it something just attended by the local population, from the English region or wider afield including international travel.

Travel Routes

How the attendees get to the event? Is it mostly private transport containing single family groups, a mix of modes or mainly public transport.

 

Useful documents

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