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Public Events and the Safety Advisory Group (SAG)

Event Notification form

SAG Event Notification Form


Register of SAG notified events

SAG Register of Notified Events

 

Introduction

There are many types of public events that take place in the New Forest area every year. These public events can enhance community life in the New Forest area, but if poorly planned, the potential for risks to public safety and adverse environmental effects is increased. Proper planning and management by the event organiser is essential to reduce those risks.

When groups of people gather together, dangerous situations can occur and many different factors can influence crowd behaviour. The event organiser is responsible for the health, safety and welfare of the people attending their event, as well as that of the employees, contractors and sub-contractors working there.

Some public events take place without the organiser contacting the local authority or emergency services - in such circumstances public safety can be compromised and the organiser could be vulnerable to legal action. To help organisers, a Safety Advisory Group (SAG) has been established to co-ordinate the efforts of relevant agencies to provide advice to anyone who wishes to organise an event within the New Forest area.

The SAG group encourages event organisers to take advantage of the safety advice available and to make sure that public safety at the event is always a major priority.

SAG Objectives

The aims and objectives of the SAG are to provide safety information and advice to event organisers and to foster good working relationships with them. The SAG will promote best practice and encourage co-operation between its members to ensure that public safety is always paramount in the minds of event organisers

Transparency

The group will produce an annual list of known events taking place within the area which could be of interest to event organisers to check that their event will not conflict with events already taking place.

The SAG welcomes post event feedback in relation to registered events and this can be provided up to 28 days after an event has been held. A feedback box is provided for each event on the Event Register, which can be found at the top of this page. This is for general comments and experiences only and will assist with improving the safety of such events in the future. If you have a particular complaint that you would like followed up, please contact the relevant council department as necessary. If your complaint relates to crime and disorder offences, please contact Hampshire Police directly.

Case by Case

Each event is judged individually. Some events which are either small in size or do not pose any specific risks, will not go out to formal SAG consultation. The SAG group will be consulted electronically, with all event details and plans provided by organisers being sent out to each member via email.

Often the necessary advice and guidance will be given on a one to one basis from a SAG member to the organiser. In more complex cases or where considered appropriate, the SAG can meet as a group or sub-group to discuss those public events that are considered to have the potential to present a significant risk to public safety.

If the membership of the SAG identifies an event that is likely to compromise the safety of the people attending, the appropriate SAG organisation may need to consider action to prevent such events from taking place unless the necessary safety improvements are implemented. In which case organisers will be contacted directly by the agency/organisation.

 

Types of Events

The SAG will assist and guide organisers with all public events, typical examples including:

  • Fetes and fairs,

  • Open air concerts and music festivals,

  • Trade shows,

  • Horse shows, agricultural shows, dog shows, car/ caravan shows,

  • Open air entertainment including theatre, opera and historic re-enactments,

  • Sporting events,

  • Cycling events,

  • Processions, marches, parades and carnivals,

  • Bonfire and fireworks displays.

If your event require a highway (road) to be closed to traffic for any length of time please click on the following link which will direct you to the NFDC road closure site: NFDC road closures

 

Additional information for cycling events

Cycle events can provide a number of challenges for agencies and members of the public in the Forest. The numbers involved, length of the event and geographic scale must all be taken into account when planning and organising an event.

The New Forest National Park has produced a cycling code which all organisers are expected to comply with. New Forest National Park cycling code

In addition, all organisers of cycle events are required to follow the Charter, which has been designed to limit the impact of the event on the natural area and its inhabitants, whilst providing a framework to support a successful event.

The charter refers applicants to the location of riding schools in the area and the arrangements that should be considered when organising cycle events. The map can be found below.

 adobe icon Riding Stables Map [2Mb] 

Cycle event organiser's charter

 

Road Closures or Licensable activities

If a road closure is required please complete and return the relevant form as detailed in the following link To the NFDC road closure site NFDC road closures

For further information on any event which may impact on a highway please click on the following link to the Traffic Management Guidance produced by Hampshire County Council: HCC traffic management guidance

If licensable activities are planned for the event, in addition to a SAG notification, a licence or notice may be required under the Licensing Act 2003. Please click on the following link which will direct you to Licensing and Regulation web page  or contact Licensing Services on 02380 28 5505.

 

Additional lists of events in the new Forest

The current list of events (Event Register) that the SAG group are aware of and the status of those events can be found at the top of this page. However other organisations produce calendars of events and organisers are advised to check these to prevent a clash of dates or to add contingency into event plans.

The list of events that the National Park Authority is aware of can be found here:

National Park Authority - events

The official New Forest visitor website also produces an events calendar which can be found here: New Forest visitor website

Pony drift dates are provided by the Verderers office. If your event falls on one of these dates, please contact their office on 023 8028 2052 to obtain location details. This is essential in avoiding public safety issues on the day of your event.

adobe icon Verderer drift dates [117kb]

 

SAG Membership

The SAG consists of a number of core members and invited representatives from other agencies when appropriate.

The core members will comprise officers from:-

  • New Forest District Council:- (Environmental Health, Licensing, Development Control, Transportation),

  • Hampshire County Council (Highways and emergency planning)

  • Hampshire Constabulary,

  • Hampshire Fire and Rescue Services,

  • South Central Ambulance Service,

  • Forestry Commission

  • The New Forest National Park.

    The Chair of the SAG may also invite persons who can contribute to the discussion e.g. event organiser, licence holder, public transport providers, town centre managers, Primary Care Trust, etc

    What does the event organiser need to do?

    To assess the risk presented by your event and thereby determine the level of assistance that can be offered, it is important that you provide certain details to the SAG:

    Proposals for an event should be notified at the earliest opportunity. When planning a large event a minimum of 6 months' notice should be sought. All statutory timescales for the licensing of the sale of alcohol, regulated entertainment and late night refreshment must be met under separate requirements of the Licensing Act 2003 and a relevant application must be submitted to the licensing authority in addition to notifying the SAG.

    To notify the SAG of event please complete the online form at the top of the page (Event Notification form)

    Other useful documents

    The advice given by the SAG is not a replacement for arrangements and documents which may exist to guide persons through the processes and procedures of organising events. It is the responsibility of the event organiser to understand, plan and organise a structure for safely managing the event. A number of documents have been produced and links are provided below, but they are not substitutes for existing technical guidance or documents otherwise available.

     Event Plan Guidance

          adobe icon The use of stewards and marshals [114kb]

          adobe icon Fire Safety at Public Events [15kb]

          adobe icon Event Safety Guide [1Mb]

          adobe icon Event Notification Procedures and the Safety Advisory Group [95kb]

          adobe icon Organising Bonfire & Fireworks Display [955kb]

          adobe icon Bonfires and fireworks - a Community Guide [324kb]

 

For further information or queries please contact us on

E mail: events@nfdc.gov.uk

New Forest District Council
Appletree Court
Lyndhurst
SO43 7PA

Please mark all correspondence for the attention of:

Christa Ferguson
Chair of Safety Advisory Group

 

 

 

 

 

 

 

Updated: 31 May 2019
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