Running an event safely
Good planning and organisation are essential to putting on an event that is both safe and enjoyable. For many events all that is required is to follow a basic series of steps and to produce an event management plan (EMP) that helps to make sure that everyone knows what they are responsible for, and all necessary contingencies are in place.
For current advice and guidance on licensing, food safety, and health and safety please visit our Licensing and regulation webpages.
A good starting point is the Health and Safety Executive - Event safety webpages, which is aimed at helping organisers and others run events safely.
More advice can be found in The Purple Guide, which is produced by the Events Industry Forum and provides detailed information that anyone organising an event might find useful.
The Chartered Institute of Environmental Health (CIEH) have published guidance on outdoor catering for organised, planned events both large and small: CIEH National Guidance for Outdoor and Mobile Catering
For information on events on West Suffolk owned sites visit our West Suffolk parks, outdoor spaces and venues webpage.
West Suffolk Safety Advisory Group (SAG)
Information about the role of the SAG and more guidance on running events safely is available on the Suffolk Resilience website: Suffolk prepared - Event Safety
Organisers planning events should consult with their area SAG at an early stage at least three months before their event takes place (and at a minimum four weeks). Where major events are taking place six months lead may be needed to allow the SAG to meet, review the information supplied, and for their recommendations to be implemented in sufficient time. This also enables the relevant regulatory and response agencies to consider events that have implications for public safety.
Event organisers need to complete a West Suffolk Safety Advisory Group Event Notification Form and email it to sag@westsuffolk.gov.uk so a decision regarding a referral to the SAG can be made.
Not all events will be referred, and an event organiser may be contacted to obtain more details.
Download a template: Guidance for planning an event and producing an event management plan
Membership of the SAG can vary according to the event being considered but the core members of any SAG will be:
- local authority representatives
- Suffolk Fire and Rescue Service
- Suffolk Constabulary, and
- East of England Ambulance Service.
Event organisers may also be invited to the advisory group meetings to discuss their proposals.
The group itself has no statutory powers, but individual members may have regulatory powers. Therefore, organisers will be advised if any aspects cause the group concern although the SAG is not in a position to make decisions about the event.
Email: sag@westsuffolk.gov.uk
Post:
Regulatory Services
West suffolk Council
West Suffolk House
Western Way
Bury St Edmunds
IP33 3YU