Safety Advisory Group (SAG)
It is our aim to enable event organisers to achieve reasonable standards of public safety at events taking place in the District, safeguarding the well-being of all residents and visitors at those public events and ensuring that, as far as reasonably practicable, any inconvenience to residents, businesses and the general public arising from such events is minimised.
In order to achieve this, we maintain a district Safety Advisory Group (SAG) comprised of various partner agencies which offer specialist advice on issues related to public safety.
When do we have a Safety Advisory Group?
A SAG may be appropriate for a wide range of events, but specifically events which are:
- Large in scale – a mass gathering of over 3000 people
- Have hazardous elements to them
- Have never been delivered before in the District
- Have a significant public profile
Licensing and Food Safety
We are the Licensing Authority under the Licensing Act 2003 and the enforcing authority for food safety legislation for food businesses trading in Newark and Sherwood
Occupational Health and Safety at Work.
We are an enforcing authority as defined in the Health and Safety (Enforcing Authority) Regulations 1998 at certain premises where the main activity includes cultural, entertainment or sporting activities and for mobile catering units.
However construction activities, including the erection, use and dismantling of temporary demountable structures (TDS) including stage structures, seating, marquees, grandstands, barriers, towers and masts to support media facilities is split between the Health and Safety Executive (HSE) and the Local Authority (LA).
Enforcement role while TDS are being constructed or deconstructed: HSE
Enforcement role while TDS are in use: LA
Visit the Health and Safety Executive (HSE) website for information to help those organising events to manage the safe construction, use and deconstruction of temporary demountable structures.
The Health and Safety Executive are the enforcing authority for those premises where the Local Authority has no enforcement responsibility and includes those activities undertaken by the Council and any part of our premises occupied by other persons for the purpose of providing services at the premises for the Council.
Separate Council-owned premises sublet to others will fall to the Council to enforce depending on the main activity carried out within those premises.
Event Organisers cannot rely on the SAG process to discharge its legal responsibilities; those legal responsibilities should be discharged separately.
Role of the Safety Advisory Group
An important role of the SAG is to bring all relevant partners together to plan and prepare for the event in a co-ordinated way. The SAG is there in an advisory capacity to provide independent advice to event organisers.
- Advise on minimising any inconvenience to local residents, businesses and the general public.
- Encourage wellbeing (Local Government Act 2000 Health and welfare of community).
- Focus resources using risk assessment and facilitating proportionate advice and regulation.
- Enable effective planning to facilitate less intensive monitoring and inspection
- Promote safer events as contributing to safer and stronger communities.
- Support businesses and organisers through having a single point of contact for the Event and consistent professional advice and support.
- Increase good publicity and encourage more business and visitor engagement through safer events.
- Share good practice.
SAG requirements will vary depending on the proposed event therefore it is advisable to contact us at the earliest opportunity.
The SAG members will review the documents submitted by the Event Organiser:
- Event Management Plan
- Risk assessments
- Traffic Management Plan
- Fire Safety Plan
- First Aid Plan
- Insurance cover
- A contingency plan for dealing with major incidents or unexpected events
- Statement of Intent which sets 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
The SAG recommends that Event Organisers hold a debrief meeting after the event to review how the event went and to make recommendations for improvements as necessary.
Members of the Safety Advisory Group
Invited members of the group
- Event Organiser – this may also include delegated contractors
- Legal Services representative from the council
- Other relevant Local Authority service representatives, for example Community Sport or Parks and Amenities
This was launched by a wide range of partners across both city and county, who are working together to create smokefree zones at events, especially where children are present, and where possible, liaising with event’s organisers to make the whole event Smokefree. If you are organising a large or small event and would like to support the Smokefree initiative, please contact Mel Coton to discuss further.
Further information and telling us about your event
The Purple Guide to Health, Safety and Welfare at Music and Other Events
Event Safety guide - HSE
Managing Crowds Safely
Street Party Guide