Event safety

Guidance for Event Organisers

The safety of everyone attending, working at, or participating in an event is the responsibility of the event organiser and the landowner where the event takes place.

Event organisers are responsible for planning and managing their event safely, carrying out suitable risk assessments, and implementing appropriate control measures to reduce risks to attendees, staff, volunteers and contractors.

Please note that the police do not have a general duty to provide a policing presence at public events unless there is an imminent or likely threat to life. Event plans should therefore not rely on police attendance or resources.

Events We Need to Know About

The Events Team should be notified of public events including:

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

In exceptional circumstances, the Safety Advisory Group (SAG) may also consider events held within buildings where there are unusual or significant risks.

If your event falls into any of the above categories, please complete and submit the:

Public Event Notification Form - docx - 86 Kb

You will also need to notify the ambulance service. For events in the Cotswold District you can do this on the South Western Ambulance Service website.

Safety Advisory Group (SAG)

The Safety Advisory Group (SAG) brings together representatives from key organisations to provide event organisers with advice and guidance on the safe planning and delivery of events.

Responsibility for the planning, organisation and safety management of the event remains with the event organiser at all times.

Early engagement is strongly encouraged, particularly where an event may involve:

Road closures
Traffic management arrangements
Licensable activities
Food safety considerations
Temporary structures
Large numbers of attendees
Fireworks or other higher-risk activities

Many of these activities are subject to statutory timescales and approval processes. Planning early can help prevent delays and ensure any issues are identified and addressed in good time.

The Safety Advisory Group may include representatives from:

Gloucestershire Constabulary
Gloucestershire Fire and Rescue Service
South Western Ambulance Service
Forest of Dean District Council (Licensing, Environmental Health, Food Safety and Emergency Planning)
Gloucestershire County Council Highways

Event Documentation

Once you have completed and submitted your Event Notification Form, please send your Event Management Plan (EMP) and any other relevant supporting documentation to: [email protected]

Depending on the type and scale of your event, you may be asked to provide:

Event Management Plan (EMP)
Risk Assessment
Fire Risk Assessment
Traffic Management Plan
Event or Site Layout Plans
Route Maps (for events taking place across multiple locations)
Public Liability Insurance Certificate
Child Safety or Safeguarding Policy
Stewarding Information
Food Trader Information
Plans or drawings of temporary structures
Any other documentation relevant to the safe management of the event

Documents should be submitted as early as possible to allow sufficient time for review and for feedback to be provided by SAG members where appropriate.

Event Management Plan Template

An example Event Management Plan template is available to download:

Event Management Plan Example Template - docx - 45 Kb

For more information email [email protected].

Licensing

You may need a license for your event, please see below which licence your event falls under:

Further information

Further advice and guidance on organising an event can be found on the links below:

Contact Us

For event safety advice, event notifications, or to submit your Event Management Plan and supporting documentation, please contact: [email protected]

The Events Team will coordinate the circulation of event documentation to relevant Safety Advisory Group members and facilitate any feedback, advice or requests for further information. If your event would benefit from further discussion with the Safety Advisory Group, the Events Team will arrange a virtual meeting with relevant agency representatives to discuss your plans and provide advice and guidance to support the safe delivery of your event.