Event safety: planning an event in the Borough of Swindon
We have established an Event Safety Advisory Group (ESAG) to help event organisers ensure that public events take place safely and successfully.
For more detailed information and advice on planning an event, see the document below:
- How to plan a safe event (PDF)
You can request a meeting to discuss your event by contacting us at: ESAG@swindon.gov.uk.
Before contacting us however, you will need to have completed an event management plan (EMP). Information on Event Management Plans can be found below.
Please note: Before holding an event, you should also familiarise yourself with the event safety guide.
What does ESAG do and who is involved?
ESAG provides independent advice to individuals and organisations planning a public event, from small fun runs through to major public gatherings. This advice is in addition to any legal requirements and government guidance.
The recommendations given by ESAG are advisory only and it is for the event organiser to take such steps that are necessary to ensure an event is undertaken safely. However individual ESAG members have their own legislative powers that may relate to parts of the events such as noise and traffic.
ESAG comprises of officers from emergency services (Police, Fire and Rescue Service and the Ambulance NHS Trust) and Council Services (Highways, Traffic Management, Emergency Planning, Environmental Health and Licensing) and other relevant bodies.
Members meet at regular intervals, or when necessary, to review event applications and advise on public safety.
ESAG is responsible for ensuring all legal elements of events are addressed including the Licensing Act objectives as set out below:
- The prevention of crime and disorder
- The promotion of public safety
- The prevention of public nuisance
- The protection of children from harm
The nature and potential impact on the objectives will determine the manner in which the event is regulated and or advice is given by ESAG. This could range from general advice to appropriate conditions being attached to the premises licence through the statutory process.
As an event organiser, you should note that the legal responsibility for securing public safety rests with the organisers and land owner upon which the event takes place. The organiser will have prime responsibility for protecting the health, safety and welfare of everyone working at or attending the event.
Key aspects for consideration during development of your plan may include, but are not limited to:
- drawing up an event management plan and associated risk assessments
- staffing and stewarding – provision of PPE
- fire safety – developing your fire risk assessment and associated plans
- incident planning – steps to take in the event of an emergency
- transport management – consider safe entrance and exit of vehicles and pedestrians, green travel plans, safe travel routes, parking management
- crowd management – access and egress, one way systems, emergency evacuation
- electrical installations – safe infrastructure, designed and installed by a competent person
- food, drink and water – confirm your suppliers are registered and meet appropriate standards
- sanitary facilities – provision of hygiene and hand wash stations
- waste management – consider recycling opportunities
- sound – limit noise levels to prevent disturbance to the neighbourhood
- medical and first aid management
- communications
If you are planning to hold an event, complete and send an event notification form. If you require an event management plan (EMP), you should also complete and email it to us at the address below:
E-mail: ESAG@swindon.gov.uk.
Your event management plan must include:
- a site specific event risk assessment
- a public liability insurance certificate
- a site plan or route map
You must make sure your documentation includes all relevant information about your event. Your documentation must clearly show, with evidence, that the safety measures stated can be delivered, maintained and enforced throughout the event.
You may be asked to attend an ESAG meeting if we think your event would benefit from advice and guidance.
Further information that may assist you
For any further information or guidance, email: ESAG@swindon.gov.uk.