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 a Public Event Notification Form.
You will also need to notify the ambulance service. For events in the Forest of Dean, please visit 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 the following:
- EMP (Event Management Plan)
- 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 here.
Licensing
You may require a licence depending on the activities taking place at your event.
Further information can be found below:
- Temporary event notice - Forest of Dean District Council
- Premises licence - Forest of Dean District Council
Further information and guidance
The following resources provide useful information to help organisers plan and deliver safe events:
- Health and Safety Executive
- Purple Guide
- National Fire Chiefs Council's event safety guidance
- Fire safety risk assessment: open-air events and venues - GOV.UK
- Organising a voluntary event
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.
