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Safety Advisory GroupThe Warwick District Safety Advisory Group advises on safety aspects for public events that are proposed to take place in the Warwick District Council area. This is facilitated by offering an independent quality assurance process for event proposals through consultation and engagement with public safety organisations.

Safety Advisory Groups do not have legal powers or responsibilities and are not empowered to approve or prohibit events from taking place. They provide independent advice to event organisers, who retain the legal responsibility for ensuring a safe event.

The core membership of the Warwick District Safety Advisory Group (SAG) comprises senior officers from various public safety organisations operating in Warwick district, including the emergency services (Police, Fire and Rescue Service & Ambulance Service), Warwickshire County Council (Emergency Planning, Highways, & Traffic Enforcement), Warwick District Council, (Building Control, Environmental Health, Health & Safety, Licensing and Emergency Planning) and Health agencies.

Where appropriate the Safety Advisory Group will request a meeting with an Event Organiser to discuss their event with these public safety organisations. Alternatively, an Event Organiser can request a meeting with the SAG.

The Warwick District Safety Advisory Group’s main objectives are

  • To promote high standards of public health & safety
  • To promote good practice in safety and welfare planning
  • To promote a coordinated multi-agency approach to event management
  • To promote the formulation of appropriate contingency and emergency arrangements
  • To provide advice to minimise any adverse impact from events
  • To advise, but not assist event organisers in the safe facilitation of events

The Group is chaired by the Warwick District Council Services Team Leader.

The terms of reference for the group and a summary of its members is published in the Warwick District SAG Terms of Reference.

What sort of events does the Warwick District SAG consider?

In general, a "large scale public event" will be treated as being an event where more than 3000 people are expected to attend, although smaller events may require the involvement of the SAG depending on the event and areas of significant risk.

Typical examples of events would include:

  • Large scale fetes, fairs, carnivals
  • Open air concerts and music festivals
  • Trade shows
  • Sporting events
  • Horse shows, agricultural shows, dog shows car, caravan shows and similar
  • Open air entertainment including theatre, opera and historic re-enactments
  • Firework displays
  • Large scale company parties
  • Processions, marches and carnivals
  • Street parties
  • Religious events

SAG Guidance

The SAG endorses the completion of the following documents for all events where appropriate and would expect to see the following produced in advance of a Safety Advisory Group meeting.

  • An event plan detailing schedules, command structure, communications, marshalling, lost child policies, first aid arrangements, emergency communications and evacuation procedures.
  • A full risk assessment of the event.
  • A traffic management plan detailing how traffic will be managed on the day (if appropriate)
  • A map of the site complete with evacuation points and emergency entrance / exit points for emergency vehicles.
  • Public liability insurance.
  • A list of contact details and emergency telephone numbers

When planning an event, a minimum of three month's notice to SAG should be provided and must include all event plans as listed above. Should these not be received it could result in refusal of the event taking place.

Contacting the SAG

For further information on the safety advisory group please contact:

General assistance for planning an event on council land

Warwick District SAG is not responsible for giving permission to use council land or granting licenses for events. If any organisation or community group wishes to use any park or open space that is owned/managed by the council they should request permission and obtain approval from the council’s Event Management Officers.

  • Email: events@warwickdc.gov.uk
  • Business Support and Events Officer: Gary Rudd - 01926 456018
  • Business Support and Events Officer: Charlotte Sully - 01926 456222
  • Business Support and Events Officer: Helen Kelly - 01926 456011

Promoting an event - information for event organisers