If you are thinking of organising an event you will need to take into account the legalities and responsibilities that are associated with be an event organiser.
Fenland Safety Advisory Group (SAG) aims is to enable event organisers to safety host events taking place in the District, whilst safeguarding the well-being of all residents and visitors at those public events and ensuring that, as far as reasonably practicable, any inconvenience to residents, businesses and the general public arising from such events is minimised.
In order to achieve this, we maintain a district Safety Advisory Group (SAG) comprised of various partner agencies which offer specialist advice on issues related to public safety.
We would also encourage you to plan early, ideally a minimum of 6 months in advance, and review the section titled Event Guidance Documents/Templates and Process.
The type of events we would expect to see at the SAG are:
If you are planning an event to take place on Fenland District Council land, please view the details for hire here.
An important role of the SAG is to bring all relevant partners together to plan and prepare for the event in a co-ordinated way. The SAG is there in an advisory capacity to provide independent advice to event organisers. Alongside this the group will aim to:
The SAG members will review the documents submitted by the Event Organiser which ideally will include:
SAG requirements will vary depending on the proposed event therefore it is advisable to contact us at the earliest opportunity, by emailing sag@fenland.gov.uk
We would also recommend you that prior to contact us you complete 
the COVID - 19 Mass Gathering Event Risk Assessment Matrix [216.62KB]. The tool within this document provides you with a risk score and planned action based on some key factors for your event, for example people, spacing, ventilation, event duration, travel footprint & routes
The tool may be updated based on evidence such as:
Even if this is showing as no SAG required, we would still like to be notified of your event details and ask if you could please email us or alternatively we are happy to accept any event organiser that wishes to bring along details of their event to a SAG meeting.
Much of the guidance linked here is from the Health and Safety Executive website. However, please note that the Purple Guide is the industry standard for events management and you should consult this wherever possible.
For any event being organised it is expected that a competent (appropriately trained, skilled and experienced) event organiser should ensure the relevant arrangements are planned for.
Where event organisers do not personally have the knowledge, skills and experience to complete tasks, it is expected that they employ competent companies to undertake them on their behalf.
As an event organiser you will also find very helpful links and guidance within the 
Event Management Plan (EMP) template [285.96KB]
Once you have a draft version completed please email this to sag@fenland.gov.uk
This document and any appendices will be circulated to the SAG members to review and offer feedback and guidance during either a SAG meeting or via a Pre-Action log notification.
SAG meetings are held monthly and once you have made initial communication with us we will discuss a suitable date/time for you to attend a meeting.
During the lead up to your event the SAG group will continue to work with you through various drafts of your EMP to ensure a final version is complete at least 1 week before your event takes place.
If you are organising a demonstration or a protest march you are required by law to notify the police at least 6 days before the event occurs, this must include the date, time, proposed route and name/address of the event organiser.
You can do this by emailing Opsplanning@cambs.pnn.police.uk
Share this page
