County Division Operations & Planning (North)
Mansfield Police Station
Great Central Road
Mansfield
NG18 2HQ
Email: [email protected]
Tel: 101 ext 805 3506
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Dear Sir / Madam,
In relation to your planned event, please find attached a copy of our ‘Event Notification Document’ (END)
at the end of this letter.
We request that you complete this form with as much detail as possible and send it back to us via e-mail
if possible. Please do not delete any sections; if they are not applicable to you or your event, simply
leave mark them ‘N/A’. Once completed and returned to us, one of our team will assess it and make
contact with you.
For events happening in Mansfield, Ashfield or Bassetlaw the contact is:
PC 1200 Andrew Clarke, on the contact details at the top of this letter.
For events in Newark & Sherwood, Gedling, Rushcliffe or Broxtowe the contact is:
Pc 432 Jayne Walters, West Bridgford Police Station, Rectory Road, West Bridgford, Nottingham. NG2
6BN. Email: [email protected]. Tel: 0115 8446999
Please be aware that you should provide nine months notice for events involving 5000 or more people,
six months notice for events involving 1000 – 4999 people and a minimum of three months notice for all
other events.
You should note that Nottinghamshire Police believe in taking a partnership approach to the planning of
events and like to work, where possible, in conjunction with all event organisers to help them facilitate
the safest event possible.
As an organisation, we are not responsible for the safety of your event but will assist event organisers in
understanding their own legal responsibilities. In addition to our general support and advice with regards
to planning, please find below clear guidance on areas which we are most commonly asked about.
Events can be extremely diverse and therefore this guidance cannot be considered exhaustive,
especially in terms of legislative guidance. If necessary, please re-contact us to discuss areas where
further specialist advice might be required.
Continued . . .
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The fundamental principle is that events should be self sufficient and not require the Police to fulfil any
roles.
Traffic Management
Generally the Police are not responsible for traffic management at events, other than those deemed of
‘national significance’. If you require clarification of this you should contact a member of the planning
team on the details within this letter.
Do you anticipate the need for road closures, on street parking restrictions, traffic diversions or car park
/ parking bay closures?
If so, you will need to contact the Nottinghamshire County Council Highways Department office which
covers the location of your event. For the Mansfield, Ashfield, Bassetlaw and Newark & Sherwood areas
the contact number is: 01623 520739 and for Gedling, Rushcliffe or Broxtowe the contact number is:
0115 9774702. In contacting them you should seek out definitively what a safe, non-police, traffic
management plan will look like for your event. For further guidance please see:
Event Safety / Safety Advisory Groups
The Police will endeavour to provide advice around the safety of your event but it is advice only; the
overall responsibility for the safety of all persons attending, participating or working the event rests with
the event organiser.
The Police will discuss Event Safety Management Plans (ESMP), contingency plans, emergency or
major incident plans and will assist where possible to signpost event organisers to relevant agencies, for
example, the Fire and Rescue Service or East Midlands Ambulance Service (EMAS).
In some cases, depending on the size or nature of your event, it may be necessary for you to go through
the Safety Advisory Group (SAG) process which is chaired by the local authority where the event occurs.
This is a representative group of agencies and partners who are likely to be involved in or affected by the
event you are intending to hold.
Special Police Services
It is possible for any person to request the use of Police Officers at their event however, there may be a
charge for this and there are caveats.
Police officers will only perform what duties are lawful and commensurate with their role and despite a
willingness of event organisers to pay for them the Chief Officer reserves the right to refuse an SPS
request.
Any requests should be made during discussions with the planning team.
Continued . . .
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Event Guides:
The HSE (Health & Safety Executive) guide to safety at events, also known as the ‘Purple Guide’ is a
document which covers some legislation and good practice in relation to health and safety and welfare
for a diverse range of events. It is an essential guide for all event organisers.
The following link is to the Health & Safety Executive website where you can download this document for
free: http://www.hse.gov.uk/pubns/books/hsg195.htm
(Please note, Nottinghamshire Police is not responsible for the content of, and has no control over, external websites).
Temporary Event Notices: Your event may require one if your event involves;
 The sale of alcohol
 Provision of ‘regulated entertainment’
 Or provision of late night refreshment such as hot food or drink supplied between 23:00 and
05:00.
Examples of ‘regulated entertainment’ could include but are not limited to;
 Performance of a play
 Exhibition of a film
 An indoor sporting event
 Boxing / wrestling
 Performance of live music
 Performance of a dance
 Any playing of recorded music or
 Entertainment of a similar description.
Please see https://www.gov.uk/temporary-events-notice for more details.
You should ensure compliance with the strict time constraints. Please contact the Licensing Authority or
Police Licensing Team if you have any doubts however failure to comply may invalidate the notice and
result in your event not being permitted to proceed as you intended. They can be contacted on Tel: 101
Ext 805 3378
Please complete the last page of this document and return it to us via e-mail (if possible).
Please where possible also include a list of all other agencies you have contacted, including the name of
the person you dealt with. This will help us in working with other agencies to assist you.
Yours Sincerely,
Pc 1200 Andy Clarke
County Operations and Planning Team
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Event Notification Document (Organiser to complete)
Event Name:
Event Organiser:
Event Date:
Event Location/Address:
Organiser Contact details:
Start Time:
Tel:
Mobile:
Finish Time:
Email:
Expected attendance and
crowd management
(Delete as appropriate)
Expected attendance:
Expected number of vehicles:
Y / N Private / Ticketed event
Y / N Public / Open event
Y / N Mixed crowd / Families
Y / N Mainly children or elderly
Y / N Mainly adults
Does your event take place on
a road?
(Delete as appropriate)
Y/N
Y/N
Y/N
The event is on or next to a public highway
We are applying for road closures
Large / high / long vehicles involved in event
Will alcohol be available at
your event?
(Delete as appropriate)
Y/N
Y/N
Bar available
Attendees bringing own alcohol
First Aid / Medical provision
Details
Event details –short summary
What type of event is this?
Please detail whether you will
be using security / stewards?
Are there any high risk
activities e.g. fireworks /
stunts etc. What will you be
doing and how will you be
making it safe?
Please provide any
documents you have to
support this e.g. risk
assessments / management
plans / copy of public liability
insurance / site plan etc.
Details
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