Safety Advisory Group (SAG)

If you are thinking of organising an event you will need to take into account the legalities and responsibilities that are associated with be an event organiser.

Fenland Safety Advisory Group (SAG) aims is to enable event organisers to safety host events taking place in the District, whilst 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.

We would also encourage you to plan early,  ideally a minimum of 6 months in advance, and review the section titled Event Guidance Documents/Templates and Process.

The type of events we would expect to see at the SAG are:

  • Street carnivals and processions;
  • Sporting events;
  • Music festivals/concerts/open air entertainment;
  • Trade shows;
  • Religious events;
  • Fetes and fairs;
  • Raft races and other water borne events;
  • Christmas lights switch on events.
  • Firework displays

If you are planning an event to take place on Fenland District Council land, please view the details for hire here.

Members of the Safety Advisory Group

  • Cambridgeshire Fire & Rescue
  • Cambridgeshire County Council Highways
  • Cambridgeshire Police - Operational Planning
  • Cambridgeshire Police - Licensing
  • Cambs/Beds& Herts civil contingency unit
  • Fenland District Council - Environmental Health
  • Fenland District Council - Street Scene
  • Fenland District Council - Licensing
  • Peterborough & Fenland CCTV
  • Public Health
  • Ambulance/NHS Trust

Invited Members of the Safety Advisory Group

  • Event Organiser including any representatives
  • Other relevant persons from the Local Authority, for example Parks & Open Spaces/Assets/building control

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. Alongside this the group will aim to:

  • 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.

The SAG members will review the documents submitted by the Event Organiser which ideally will include:

  • Event Management Plan
  • Event Map
  • Event Timetable
  • Risk assessments
  • Traffic Management Plan
  • Fire Safety Plan
  • First Aid Plan
  • Insurance cover
  • Licenses
  • 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
  • Waste management arrangements
  • WC's & Hand Washing facilities

When is a SAG required

SAG requirements will vary depending on the proposed event therefore it is advisable to contact us at the earliest opportunity, by emailing sag@fenland.gov.uk

We would also recommend you that prior to contact us you complete Icon for pdf the COVID - 19 Mass Gathering Event Risk Assessment Matrix [216.62KB]. The tool within this document provides you with a risk score and planned action based on some key factors for your event, for example people, spacing, ventilation, event duration, travel footprint & routes

The tool may be updated based on evidence such as:

  • COVID transmission levels on a regional or national basis.
  • Regional and local epidemiological data on case rates, vaccination rates, hospitalisations and deaths as a result of COVID-19 infections.
  • Local contextual information and insight on hospital capacity.
  • Local outbreaks of Variants of Concern (VOCs) of COVID-19, particularly any with vaccine-escape properties.
  • The tool has been adapted by the Public Health Team in Cambridgeshire County Council and Peterborough City Council from a document made by Public Health England in late July 2021.

Even if this is showing as no SAG required, we would still like to be notified of your event details and ask if you could please email us or alternatively we are happy to accept any event organiser that wishes to bring along details of their event to a SAG meeting.

Event Guidance Documents/Templates and Process

Much of the guidance linked here is from the Health and Safety Executive website. However, please note that the Purple Guide is the industry standard for events management and you should consult this wherever possible.

For any event being organised it is expected that a competent (appropriately trained, skilled and experienced) event organiser should ensure the relevant arrangements are planned for.

Where event organisers do not personally have the knowledge, skills and experience to complete tasks, it is expected that they employ competent companies to undertake them on their behalf.

As an event organiser you will also find very helpful links and guidance within the Icon for word Event Management Plan (EMP) template [285.96KB]

Once you have a draft version completed please email this to sag@fenland.gov.uk

This document and any appendices will be circulated to the SAG members to review and offer feedback and guidance during either a SAG meeting or via a Pre-Action log notification.

SAG meetings are held monthly and once you have made initial communication with us we will discuss a suitable date/time for you to attend a meeting.

During the lead up to your event the SAG group will continue to work with you through various drafts of your EMP to ensure a final version is complete at least 1 week before your event takes place.

If you are organising a demonstration or a protest march you are required by law to notify the police at least 6 days before the event occurs, this must include the date, time, proposed route and name/address of the event organiser.

You can do this by emailing Opsplanning@cambs.pnn.police.uk

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