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.
The group is chaired by Emma Knight of South Cambridgeshire District Council and can be contacted by calling 03450 450 063 or emailing Duty.HESresources@scambs.gov.uk.
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, please complete and return the 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 the Council
- 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 a Management Control Document together with Risk Assessments for the various activities
- Ensure you have the correct insurances in place
- Consider what disruption your event may cause (e.g. noise, litter, traffic etc.)
Please find below some useful links of helpful information and guidance notes:
- The Event Safety Guide
- DCLG Guide to Undertaking Fire Risk Safety Assessments (Open Air Events and Venues)
- Managing Crowds Safely
- Planning Voluntary and Community Events
- Guidance on Increasing the Protection of Crowded Places from a Terrorist Attack
- Highway Licences and Permits - If you are planning an event on the public highway you will need to contact the County Council Highways team at least 8 weeks in advance of the event.
- Guidance on Safeguarding Children and Young People at Events
- Details of Planned Roadworks