Southend-on-Sea Safety Advisory Group (SAG)

Hosting an event

The group brings together:

  • local organisations
  • local authorities
  • businesses

All of whom have an interest in public safety.

The group helps to ensure the safety of all events held in the city, both large and small.

It is the aim of the group to work with event organisers to make a safe and welcoming place for all who attend their public events.

Background

The group was founded in 2014 to make sure all public events held in the city are run safely. This includes events both held on either council or private land.

The group is made up of people from the following areas:

  • Southend-on-Sea City Council - Traffic Management and Highways Network
  • Southend-on-Sea City Council - Emergency Planning
  • Southend-on-Sea City Council - Parks Management
  • Southend-on-Sea City Council - Regulatory Services
  • Southend-on-Sea City Council - Town Centre Management
  • Southend-on-Sea City Council - Waste and Environmental Care
  • Southend-on-Sea City Council - Pier and Foreshore
  • Southend-on-Sea City Council - Culture
  • Essex Police
  • Essex Fire and Rescue Service
  • Maritime and Coastguard Agency
  • East of England Ambulance Service

What does the group do?

The group's role is to review event applications and offer independent advice on public safety. To make sure as far is possible, that any risk to public safety is reduced.

  • provides advice to individuals and organisations that are planning a public event from street parties to festivals
  • work together to give consistent safety advice and share learning from previously held events
  • provide a forum for discussion between the Council, Emergency Services and other relevant groups to develop best practice for the safe management of events
  • advise event organisers on any licensing and permit requirements for their events and check that these are in place
  • make suggestions for future safety improvements following an event

What the group doesn't do

  • organise events
  • approve or refuse events - the group's role is to advise event organisers during the event-planning process and provide responses to consultations, detailing any recommendations, advice, comments and to confirm any specific conditions that may need to be attached to an approval during the event permit application process
  • SAG does not have legal powers or responsibilities: it exists to provide independent advice to event organisers, who retain the legal responsibility for ensuring a safe event. However, individual members of the SAG may have powers to require event organisers comply with legal obligations

Governance

The group hold regular meetings to discuss the safety arrangements for events that they are made aware of.

The meeting is chaired by the council.

Event organisers may be invited to attend to discuss their plans with the group.

As the meeting deals with large amounts of sensitive information, the minutes are not published.

However, the council shares the group's feedback with event organisers.

Working with event organisers

Whilst the group are pleased to offer advice on any event, we are especially interested in events that are likely to have safety issues.

The group ask for between six weeks and six months'; notice for events that are to be held on council land. Timescales may vary depending on risk and scale.

Community event support and equipment hire

  • if you need any help with event planning (fees apply)
  • wish to hire any equipment including the vehicle mitigation barriers

Balloon and lantern sky release

If you are planning a balloon or lantern sky release, please see our guidance document.

Further information

If you are planning an event held on council land, please view the following:

To contact us email the team.

In addition to the information that can be found on this website you may also find useful information, including guidance and e-learning courses, on safety and security for your event on the following websites:

Safety Advisory Group meetings

Please note our meetings are currently taking place online. Event organisers may be required to attend a virtual meeting.

Event organisers will be invited to attend a meeting if it is felt that their proposed event requires further health and safety considerations. They will be given a pre-arranged timeslot.

The event management plan for all events needs to have been submitted a minimum of a week prior to the meeting.

If you have any queries then please email the team.

Meeting dates

  • Wednesday 8 January 2025 - 10.00 to 12.30
  • Wednesday 5 February 2025 - 10.00 to 12.30
  • Wednesday 5 March 2025 - 10.00 to 12.30
  • Wednesday 2 April 2025 - 10.00 to 12.30
  • Wednesday 7 May 2025 - 10.00 to 12.30
  • Wednesday 4 June 2025 - 10.00 to 12.30
  • Wednesday 2 July 2025 - 10.00 to 12.30
  • Wednesday 6 August 2025 - 10.00 to 12.30
  • Wednesday 3 September 2025 - 10.00 to 12.30
  • Wednesday 1 October 2025 - 10.00 to 12.30
  • Wednesday 5 November 2025 - 10.00 to 12.30

Further information

If you are invited to attend a meeting please refer to our guidance page.

Event debrief form

Please make sure you fill out and return your event debrief form within a month of your event having taken place.

Key considerations and actions

  • carry out a risk assessment - this must be completed for every event and needs to be specific to the type of event you are hosting - find out more about how to conduct a risk assessment.
  • think about capacity - make sure there is enough space for everyone across the event space

Monkeypox

Public health principles to support planning for events and mass gatherings during the current monkeypox outbreak can be found on the GOV.UK website.

You should read all the documents that are relevant to your event carefully and put in place the required measures to make your event safe.

Martyn's Law

In December 2022 the Home Secretary made an announcement regarding the foundational policy for Martyn's Law, formerly known as the Protect Duty, in Parliament.

Legislation will be brought forward as soon as parliamentary time allows. Martyn’s Law will extend to and apply across the whole of the United Kingdom.

Further information on Martyn's Law can be found on the:

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