Event 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 (WCs, 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 please use our Event Management Plan template [DOCX, 0.3MB] to help you.
  • Ensure you have the correct insurances in place
  • Consider what disruption your event may cause (for example: noise, litter, traffic)

Coronavirus

Event organisers are required to consider Coronavirus controls when planning their event to ensure staff, volunteers and customers are kept safe. 

The event organiser must complete a risk assessment for the event which includes information about Coronavirus. The Health and Safety Executive (HSE) have useful guidance regarding risk assessments and Coronavirus.

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 Download [PDF, 0.3MB]

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.
  • 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 in late July 2021.
It works in a similar manner to the risk assessment tool in the Purple Guide for managing safety at crowd events.

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

<500

Green

1

 

500 - 2,000

Green

2

 

2,000 - 5,000

Amber

4

 

5,000 - 10,000

Red

8

 

> 10,000

Red

10

Spacing

Expected to be >2m

Green

1

 

2m - 1m

Amber

6

 

<1m

Red

10

Ventilation

Outdoors

Green

1

 

Indoors, good ventilation

Amber

4

 

Indoors, average ventilation

Red

6

 

Indoors, poor ventilation

Red

10

Event Duration

< 3 hours

Green

1

 

3 - 6 hours

Green

2

 

6 - 12 hours

Green

3

 

12 - 24 hours

Amber

4

 

24 - 48 hours

Red

5

 

>48 hours

Red

6

Travel Footprint

Local Travel (Lower tier LA or Peterborough)

Green

1

 

Travel within East of England

Amber

4

 

Travel within England

Red

6

 

UK Travel (Wales, Ireland or Scotland)

Red

8

 

International Travel

Red

10

Travel Routes

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

Green

1

 

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

Amber

4

 

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

Red

8

 

Total (Max score  - 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

Any one Category Red

 

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 District / Peterborough 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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