Southend-on-Sea Safety Advisory Group (SAG)

Guidance for attending the SAG

If you are required to attend a SAG meeting, it may be helpful to read the information displayed on this page.

Presenting your event to the SSAG

You will be required to give a short summary on the purpose of the event. This includes things such as:

  • where it is being held
  • who it is aimed at or expected audience make-up
  • numbers likely to attend
  • times and dates including details of set up and breakdown
  • emergency plans and medical provision

All event organisers will be required to produce a strong Event Management Plan (EMP). This needs to be done in advance of an agreement (in principle) being made for the use of Council land.

It is important that:

  • your information is as detailed as possible
  • you create the Event Management Plan as soon as possible
  • you contact the emergency services at the very early planning stages to discuss any concerns that they may have. The emergency services need to plan their resources months in advance

Emergency service contact details for events

Essex Police

Essex Fire and Rescue

H M Coastguard

East of England Ambulance Service NHS Trust

Southend-on-Sea City Council contact details for event applications

Other information

The format of the group is informal. The meetings are minuted and you will receive a copy of any relevant minutes as a record and reminder of any issues raised.

Attendees will have name cards and will be able to give expert opinions on matters.

It is important that you contact them prior to attending.

It is likely that the subject areas in the list below will be discussed at the SAG. Ahead of the meeting you should think about the provisions that are being made in respect of this. We suggest you bring a pen and paper to the meeting to write down any useful advice.

The following is a list of areas that should be discussed. These will need to be covered in detail within your EMP and risk assessments.

  • management structure/organising committee
  • venue and site design (include a site map)
  • fire risk assessment and safety/arrangements
  • major incident planning/counter-terrorism potential (emergency planning)
  • communication methods
  • crowd management and stewarding arrangements
  • alcohol/bars
  • transport management/road closures
  • temporary Structures e.g. stages, canopies
  • barriers including number, style and locations
  • power supply - electrical installations and lighting
  • food, drink and water
  • merchandising and special licensing
  • amusements, attractions and promotional displays
  • sanitary facilities - waste management
  • sound: noise and vibration
  • special effects, fireworks and pyrotechnics
  • facilities for people with special needs
  • medical, ambulance and first-aid management
  • information and welfare including lost children
  • performers - popular / local / unknown
  • TV and media arrangements
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