Organising an Event
Holding an event is a very rewarding exercise provided everything runs according to plan. However, when things go wrong you will know from press coverage etc that the consequences to the event organiser can be very serious.
North Hertfordshire Safety Advisory Group
Introduction:
The Council can offer advice to event organisers through its Safety Advisory Group (SAG). The group comprises primarily representatives from:
- North Hertfordshire District Council – Licensing, Environmental Health, Building Control, Community Development
- The Police
- The Fire Service
- The Ambulance Service
- Hertfordshire Highways
- Hertfordshire County Council – Emergency Planning, Trading Standards
Other agencies may be invited to attend if it is felt necessary, these may include the:
- Highways Agency
- Rail or Bus operators
What is the aim of SAG?
The Safety Advisory Group aims to assist event organisers to have a safe and successful event by:
- Providing a forum for event organisers to attend, to seek advice, guidance and best practice information on event organisation and planning
- Setting up specialist SAG meetings to advise and liaise with the organisers of specific events, typically medium and large scale events or where the organiser has no previous experience
- Holding debriefing sessions following events to help develop best practice in the light of experience
What is the role of SAG?
The role of the SAG is to offer advice to event organisers and help them identify their legal duties. The group does not issue any approvals for events nor does the group have the power to stop, limit or place restrictions upon any event. This is without prejudice to the Council or other agencies acting under their own legal powers.
The legal responsibility for the health, safety and welfare of an event lies with the event organiser(s). The event organiser(s) is also responsible for ensuring that the necessary permissions are applied for and obtained before the event.
How do I contact the SAG?
Should you wish to seek advice from the SAG, as the event organiser you may be asked, to attend a meeting at the Council Offices in Letchworth, with other members of your event team. At the meeting you will be asked to explain your event to the group and how you intend to make it a safe and successful event.
The SAG members will normally expect you to cover the following (not all of these may apply to your event, some events may require other areas to be covered):
- Fire safety – risk assessments have or will be undertaken
- Health and Safety – risk assessments, barriers to risk areas, electrical supply and certification, construction and signing off of structures such as stages, barriers, marquees and tents
- Traffic – any road closures or diversions, car parking provisions
- Noise – how sound levels will not cause a nuisance
- Waste – rubbish collection during the event, storage of waste
- Audience – how those attending your event will be kept safe, such as through the use of security personnel and stewards, barriers to keep the audience away from areas of risk
- Food Vendors – proof of appropriate hygiene certificates will be required
- Facilities – toilets, drinking water, hand washing
- Any other event specific area – for example: fair ride certification, animal safety or security
SAG members will then offer advice on what you have explained and the information that you have provided, as well as identifying any other aspects of organising the event that they think you should consider.
Should you wish to seek advice or have been asked to attend a meeting, for example by the Police, Council Community Development Officer or other SAG member, please contact:
Lorrae Hunter on 01462 474528 or by email lorrae.hunter@north-herts.gov.uk 
Whether you are seeking advice from SAG or not, it would be very helpful if you as an event organiser could complete an events notification form. This information is then put into a diary circulated to the SAG members, this enables the group to be aware of events planned around the District.
Completing the events notification form does not mean you have applied for or have been provided with any approvals for your event. It does not replace or cover any other application you may need to make for your event.
Will I need any other permissions?
Approval may be needed for your event:
- Under The Licensing Act 2003
- If you are holding it on Council land
- If you are holding it on or closing or diverting a road or public footpath
Further information on forms and guidance .
Street Parties for the Queen's Diamond Jubilee
Street Party Road Closures will be dealt with for the up and coming Queens Diamond Jubilee in exactly the same way that the Royal Wedding Street Parties were facilitated last year. That being under S16 (Special Events) Act with an Order promoted by HCC.
Applications should be made to the Highway Authority. Details are on the Herts County council Website see link HCC Website
CLOSING DATE FOR APPLICATIONS IS 1 MAY 2012
