Planning a Major Event – Safety Advisory Group

Are you organising a public event?

Organisers of events need to be aware that a great deal of planning and organisation is required to run an event successfully and safely. General information to give organisers an idea of the issues they must consider in planning a major event is contained in the documents on this page as well as through the web sites of other organisations listed here. This includes government advice on running community events. Specialist advice is always available from the local authorities and the emergency services via the public events Safety Advisory Group.

Safety Advisory Group

The core members of the public events Safety Advisory Group (SAG) comprises senior personnel from various agencies including the emergency services (Police, Fire and Rescue Service and the Ambulance Service), Test Valley Borough Council and Hampshire County Council. The Group is chaired by the Borough Council’s Licensing Manager.  When dealing with operational matters the Chair of the Group may also invite persons who can contribute to the discussion e.g. event organiser, licence holder and public transport providers.

SAGs do not have legal powers or responsibilities and are not empowered to approve or prohibit events from taking place. They provide independent advice to event organisers, who retain the legal responsibility for ensuring a safe event. The SAG will advise the event organiser of the outcome of their assessment of the event application. It is the event organiser’s responsibility to take any appropriate action. 

What type of events does the SAG consider?
In general, "large scale public event" will be treated as being an event where more than 1000 people are expected to attend, although smaller events may require the involvement of the SAG depending on the event. Notice is required when planning a large-scale event.  For events attracting under 500  people 6 weeks’ notice should be given,  for larger events  of 500-1000  people 3 months’ notice and for events over 1000 people 6 months.

Examples of events would include: 

  • Open-air concerts and music festivals
  • Sporting events
  • Horse shows, agricultural shows, dog shows, car and caravan shows and similar
  • Open-air entertainment, including theatre, opera and historical re-enactments
  • Firework displays
  • Large scale company parties
  • Processions and carnivals
  • Street parties
  • Religious events

It can be difficult to strike the right balance in deciding which events should be considered by SAG. The guiding principle is that events presenting a significant public safety risk (whether in terms of numbers of people attending or the nature of the event and/or the challenge of the environment) should be considered. However, small events such as village fetes, where large numbers are not expected and/or the event is routine in relation to the activity normally carried out, need not go to SAG.

Some types of event may require you to attend one of the SAG meetings to discuss your proposals.  Other smaller events may not require your attendance.  The easiest way to inform the SAG of an event is to complete the on-line Notification of Event form.  This will be received by the Council's Licensing Manager who will then forward the form to those SAG members that need to be made aware of the event.   Upon receipt, should any of the SAG members require more information or clarification concerning an event they can contact the event organiser.

Whether the event is on council land or elsewhere in the Borough the following documentation is likely to be required:

• Site Specific event risk assessment
• Fire risk assessment
• Public liability insurance
• Site plan/route plan
• Event Management Plan (EMP) to include event overview and schedule, traffic management plan and emergency procedures.Please note the SAG is not responsible for giving permission to use Council land or granting licences for events. Where a licence is required an application must be submitted separately to the licensing authority.  If any event organiser or group wishes to use any park or open space that is managed by the Borough Council then please email community&leisure@testvalley.gov.uk to request permission.

For more information, contact the Licensing Section:

Legal and Democratic Service
Beech Hurst
Weyhill Road
Andover
SP10 3AJ

Tel: 01264 368000
Email: licensing@testvalley.gov.uk