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.

Our Event Application form is a way of us gathering as much information as possible about your event. We want to understand your event; a description of what it is, what the objective of the event will be, who you're expecting to attend and so on. The information gathered through the Event Application form makes it easier for us to share the information with partners who consider the application with us (SAG members). The purpose of us gathering information and sharing it with partners is so that consideration can be given to your event in relation to different perspectives; licensing, ground care, parks programming and emergency planning to list just a few. Once consideration has been given to your application we can then provide you with feedback and suggestion on how your event could be made safer or perhaps advice on dates owing to other events or works taking place.

This process can take time, depending up the complexity of the event and how many partners may need to be involved. Therefore we ask that event application forms are submitted to us in plenty of time. We may also need to contact you to request additional information.

• up to 500 people: please submit your application at least three months before the date of the event
• 501 to 2,999 people: please submit your application at least five months before the date of the event
• 3,000+ people: please submit your application at least six months before the date of the event

View our events guidance (PDF, 135 KB) to help you prepare for your event and before completing the Event Application form.

If we and our partners feel that the event will be well managed and safely run we will provide you, the event organiser with Permission to use Council land for the purpose of your event. Your booking will be entered onto a spread sheet with the location so avoid clashes with other events or planned works.

Useful links

• The Purple Guide - http://www.thepurpleguide.co.uk/ The industry standard for events management
• Health and Safety Executive (HSE) website  
• The Local Government (Review of Decisions) Act 2015 requires Local Authorities to put into place formal review procedures for any decision which stops or restricts a proposed event on the grounds of health and safety.
• The UK Good Practice Guide to Working in SAGs:  EPC
• Organising an outdoor event - Staffordshire Fire and Rescue Service.
• National Fire Chiefs Event Safety Advice

SMDC Event Safety Advisory Group- Terms of Reference 2019 Definitive Version (PDF, 89 KB)