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Safety Advisory Group (SAG)

Event Planning

If you’re organising an event within the district you need to tell us. Whether the event is large or small our Safety Advisory Group (SAG) are here to help the event run safely.

Tell us about your event by completing our online event notification form

What happens next?

Your local SAG will assess the event using the information you provide on the event notification form. If your event is considered to be large scale, hazardous, unusual or you have not run an event in the area before you may be asked to submit your event management plan and be invited to attend a SAG meeting to discuss your event in more detail (either virtually or at Castle House). Small, low risk events such as village fêtes will not normally be taken to a SAG meeting.

The SAG will advise you on whether your plans are appropriate. They may ask for more information or ask that you change or add information in your plan to improve safety at your event. 

You can learn more about the SAG and find useful information below to help you plan your event

Safety Advisory Group (SAG)

The role of SAG is to help event organisers achieve good standards of public safety at events taking place in the district and to ensure best practice is followed to:

  • Safeguard the wellbeing of all residents and visitors at our public events
  • Ensure, as far as reasonably practical, any inconvenience to residents, businesses and the general public is minimised

Event Safety Management Plan

Depending on the type and size of your event you may need to complete an Event Management Plan [69kb] this is a useful document for any event organiser as it will keep all your plans, procedures and information in one place and ensure you have considered all the events requirements. Note: You may not need to complete all sections.

 

What does SAG do?

The Safety Advisory Group will review the documents created by the event organiser to understand all the details of the event, which may include:

  • Event Management Plan [69kb]
  • Risk Assessments
  • Traffic Management Plan
  • Fire Safety Plan
  • First Aid Plan
  • Insurance Cover
  • Licences
  • Contingency plan for dealing with major incidents or unexpected events
  • Statement of intent setting out the responsibilities of the relevant individuals and organisations involved in the event
  • Food safety and hygiene arrangements
  • Water supply, sanitation and waste management arrangements

An important role of the SAG is to bring all relevant parties together to plan and prepare for the event in a coordinated way. The SAG is there in an advisory capacity, providing valuable independent advice to event organisers.

Read the full SAG Terms of Reference (PDF File, 340kb) - including our statutory provisions for food safety and health and safety at your event

Which organisations form the SAG?

Our Safety Advisory Group (SAG) is comprised of various partner agencies offering specialist advice on issues related to public safety.

This includes: 

Contact us

Tell us about your event by completing our online event notification form

or you can direct any queries to SAG@newark-sherwooddc.gov.uk and a member of the team will get back to you

Additional links and useful information

The purple guide to health, safety and welfare at music and other events

Event safety guide from the Health and Safety Executive

Managing crowds safely from the Health and Safety Executive

Street party guide

Martyn’s Law, officially known as the Terrorism (Protection of Premises) Act 2025, is new UK legislation designed to improve public safety by requiring those responsible for certain venues and events to take proportionate steps to prepare for and respond to the threat of terrorism. For event planners, this means implementing simple, practical measures—such as staff training and emergency procedures—to help protect attendees and reduce harm in the event of an attack. The law introduces a tiered approach based on venue size and capacity, ensuring that requirements are appropriate and manageable. This legislation supports a culture of preparedness and resilience across communities.

For full details and official guidance, visit the UK Government’s Martyn’s Law page.

Food and licensing

We’re the licensing authority as well as the enforcing authority for food safety legislation for food businesses trading in Newark and Sherwood.

Occupational health and safety

We are an enforcing authority for occupational health and safety at certain work premises where the main activity includes cultural, entertainment or sporting activities and for mobile catering units.

Construction activities, including the erection, use and dismantling of temporary demountable structures including stages, seating, marquees, grandstands, barriers, towers and masts to support media facilities is split between the Health and Safety Executive (HSE) and ourselves.

The responsibility for these while they are being constructed or deconstructed lies with the HSE. We’re responsible for them while they’re in use.

Find out more about safe construction and use of temporary structures on the HSE website.

Outdoor events with music

If you’re running an outdoor event with music, this advice sheet provides noise control guidance (PDF File, 27kb). The advice follows national guidance contained in the Code of practice on environmental noise control at concerts.

Smokefree Nottinghamshire

Launched by a wide range of partners across both the city and county, Smokefree Nottinghamshire is working to create smokefree zones at events, especially where children are present.

Where possible, there is liaison with event organisers to make whole events Smokefree.

If you’re organising a large or small event and would like to support the Smokefree initiative, please contact us to find out more.

Lost child policy

The loss of a child should be classed as a priority incident, exceeded only by imminent threat to life. Download lost child policy (PDF File, 437kb)