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Event planning


Typical examples of events would include:

  • Fetes, fairs, open air concerts and music festivals.
  • Trade shows, sporting events and large scale company parties.
  • Horse shows, agricultural shows, dog shows, car and caravan shows.
  • Open air entertainment including theatre, opera and historic re-enactments.
  • Firework displays.
  • Processions, marches, carnivals and street parties.
  • Religious events.

This list is not exhaustive.

Event Planning

To enable all member agencies to help you in your compliance with legislation we will need to see the following documentation a minimum of 12 weeks before the event takes place.

  • Event Safety Plan/Timetable

A comprehensive overview of all planning aspects for the event from the start of the build to the clean up after. It is a working document and will need to be reviewed and updated as new information is received either before or during the event.

The plan requirements listed below should be used when arranging any type of event. However, this list is not exhaustive due to the diverse nature of events events.

  • contact details of organiser
  • name of the event safety officer you are specifying for the proposed event
  • location of event and permission obtained
  • type of event
  • event days and times
  • event outline
  • event management structure
  • contingency planning
  • crowd management
  • evacuation and emergency procedures
  • communications
  • traffic management
  • licensing
  • fire precautions
  • first aid
  • welfare (toilets and water)
  • catering
  • contractors
  • temporary structures (stage/marquee)
  • security
  • waste management
  • lighting
  • noise management
  • lost children and vulnerable adults.

Site Layout Plan

This scaled site plan should detail emergency evacuation access routes (including wet weather contingency plans for emergency service vehicle access), location of event control, lost children's point, all attractions (stages, caterers etc), location of generators / power / water / firefighting equipment etc, all key distances/measurements, fencing, barriers and ground protection if required.

  • Risk Assessments

Please remember that organisers of events have a legal responsibility to ensure the Health, Safety and Welfare of any employees, volunteer helpers or contractors involved in arranging the event and to the public and participants attending. This should be ensured by carrying out a detailed risk assessment.

All hazards associated with the event should be identified, the level of risk assessed and appropriate action taken to reduce these risks to an acceptable level. All events must comply with recognised safety standards and you must take all reasonable precautions to ensure the event takes place safely.

Please note the SAG does not authorise or approve risk assessments.

  • Traffic Management Plan

Traffic management plans simply explain how you intend to deal with the traffic issues caused by your event or the road closures you have requested. The plan will also detail what diversion routes will be put in place if necessary.

We recommend that all events have a written Traffic Management (TM) plan as part of the overall event management plan. The TM plan is a very useful document for everyone involved in managing an event because it identifies traffic risks and actions taken by the promoter to minimise them and provides invaluable information in case of an accident or incident.

Further information

Where a license, notification or authorisation is required an application must be submitted separately to the licensing authority Please note that statutory consultation periods may apply.

Useful links

SMDC Event Safety Advisory Group- Terms of Reference 2019 Definitive Version [89KB]