Introduction
Rochford District Council Safety Advisory Group (SAG) has been formed not to take over the planning of events but to coordinate and focus the advice and intervention of the members of the group leading up to organised events.
Entertainment events vary enormously in size, character and risk. The guidance by the group is intended to set out the broad themes applicable to most situations. Therefore, not all of the advice will be appropriate to every event and organisers of large or complex events may need to seek more specialist advice and assistance.
Whether you are a volunteer organising a community event or a promoter planning a large event the hope is that the information provided by the group will be the basis for organising a safe event.
What counts as an event?
There is no single definitive event description however the following may help to describe what we mean by an event:
An event in this context is usually a single instance with a commencement and finish date. The event may change the normal use or attendance at the premises; often but not exclusively held outdoors and may include temporary structures or buildings erected specifically for the purpose.
Gatherings and entertainment held in permanent buildings on a continuing basis are excluded. For instance, most cinemas and theatres and clubs going about their normal business.
About the Safety Advisory Group
The Safety Advisory Group (SAG) provides a forum for discussing and advising on public safety at an event. It aims to help organisers with the planning and management of an event and to encourage cooperation and coordination between all relevant agencies.
SAG is a non-statutory body and so does not have legal powers or responsibilities, and is not empowered to approve or prohibit events from taking place. Event organisers and others involved in the running of an event retain the principal legal duties for ensuring public safety.
Members of the SAG include Essex Police, Ambulance Service, National Health Service, Essex County Fire & Rescue Service and Rochford District Council. Sometimes representatives of adjacent local authorities or emergency services will be invited to attend or comment on events planned in the Rochford District.
Meetings are arranged to consider forthcoming events and to give advice to organisers. The group’s main objectives are to:
- promote safety and welfare at events
- promote good safety and welfare practice in event planning
- assure that well planned events in the Rochford District have minimal adverse impact on the local community
To achieve these strategic objectives we will:
- act as the first point of contact for anyone organising a public event
- assess notification forms, risk assessments, event management plans, traffic management plans and noise management plans
- circulate completed forms to members for assessment and possible action
- provide advice and guidance on SAG member's specific areas of responsibility to the organiser and other agencies involved
- meet with organisers
- chair the SAG and keep written records of meetings and ensure actions arising are clearly documented
- will monitor events to ensure standards are maintained where necessary
The SAG is a non-statutory function and all comments and observations made are always advisory. Organisers do not have to attend SAG meetings, submit information or follow SAG’s advice. However, each of the constituent members is acting on behalf of their own regulatory authority and may use the advice of the group to support and justify independent, regulatory action under their own legal powers, including enforcement of conditions.
The SAG is not a licensing panel and the events considered do not necessarily require a specific licence. Advice regarding licensing is included but for specific advice the Licensing Team should be consulted directly.
The role of the SAG is limited to providing advice. It does not for example undertake risk assessments or prepare a safety plan for an event.
The advice provided will only relate to the immediate knowledge of the members of the group, based on recognised standards of good practice.
The SAG has limited time and resources therefore to ensure that these resources are well used, events judged to represent a low risk might not be considered in any detail. However, only rarely will SAG not be able to be of some assistance.
On occasion the arrangements for an event may be judged so poor or the potential for harm so great that the group cannot support the event. If this happens, the reasons will be set out in a letter to the event organiser. It is hoped this will be rare and is only advisory but failure to satisfy the local SAG may affect insurance arrangements and should be checked with the insurance provider. Formal enforcement by an individual representative of the SAG cannot be entirely ruled out.
What is an Event Management Plan?
The success of any event is always dependent upon adequate pre planning and it is essential that organisers allow enough lead-time to ensure that your event is a success. By addressing the why, what, where, when and who early in the planning process, it will help organisers to make informed decisions during the event planning process.
Why - it really is worth asking this question at the very beginning, sometimes you may find that the answer is not immediately obvious. By addressing the why it will help your organising committee establish the core values of your event. Establishing the core values will help you design your event and develop the 'who' and therefore 'what' elements you should include as part of your event programme.
What - you need to decide what it is that you will present at your event. Your core values will provide direction here. Knowing who your target audience will help you identify what elements should be at your event. Try to put yourself in the shoes of someone from your target audience, what are their interests, what will attract and excite them at your event.
Where - some things that should be considered when deciding on your event venue include: site area, access, community impact, transport, car parking, ground conditions and existing facilities such as toilets. It is also worth considering your venue in terms of your target audience, is the location accessible to your main target audience?
When - consider your event date in terms of some of the following: other events, day of the week, do your opening times suit your audience and the likely weather conditions at that time of the year.
Who - this is one of the most important points to consider in your pre planning process. Identifying the 'who' will come from your 'why' and the identification of the core values. Your 'who' may also mean you need to give special consideration for facilities such as young children, teenagers, the elderly or disabled.
This Event Management Plan template will guide you through the process