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County Durham Safety Advisory Group
Event Notification Form
IMPORTANT INFORMATION FOR EVENT ORGANISERS
The Safety Advisory Group is a collective of responsible officers from Durham County Council
and the Emergency Services who provide advice and guidance to event organisers.
To ensure consistency Durham will take a risk based approach to determining which events are
referred to SAG. In addition we will consider a combination of safety factors including events of
an unusual nature, the levels of risk with the event and numbers attending at any one time. This
approach follows national guidance on good practice.
Durham County Council officers have an additional duty on behalf of their employer to ensure
that any event which is to be held on council land has all appropriate safety measures and legal
certification in place before permission is granted to use the land for the event.
A minimum of £5million Public Liability Insurance is required for the use of Durham County
Council land, except for fireworks events which require a minimum of £10 million, where the
event is to be held on council land.
SAG advise that this form should be completed by the person who is responsible for event
planning.
Ideally it should be submitted 6 months in advance if you expect more than 500 people to attend
and 3 months in advance if you expect less than 500 people to attend.
Safety Advisory Group (SAG) sign off does not constitute approval for the event to go
ahead.
For further information on safe events please visit the Safety Advisory Group webpage
at:http://www.durham.gov.uk/eventsafety
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Events on Council Land
If your event is to be held on council land you must obtain permission to use the land.
Please contact [email protected] who will assist you with gaining permission.
6 week’s advance notice is required to arrange a licence to occupy.
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For events to be held on council land please submit a copy of the valid Public Liability
Insurance Policy for the event together with a policy for any contractor who will using the
site
Risk Assessment of the event and a detailed site plan
A map of the locality which clearly presents the precise location of the event.
Events on Private Land

If the event is being held on private land you are advised to have insurance
arrangements in place to cover the event however you do not need to submit this
documentation to the Safety Advisory Group (SAG)
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1. General Information
Name of Event
Event address and postcode.
Please provide detailed site map and, if possible, GIS printout.
Date(s) and Time(s) of Event
Have you held this event before?
YES/NO
If yes, please state previous SAG reference number
Please provide name of the Organiser (e.g. Community group, Residents
Association, company or individual) telephone number and/or e-mail
address
If an organisation is being named please provide details of a lead contact
person
Please provide address of the Organiser (e.g. Community group,
Residents Association, company or individual)
Please provide the telephone number of the Organiser (e.g. Community
group, Residents Association, company or individual)
Please provide e-mail address of the Organiser (e.g. Community group,
Residents Association, company or individual)
Please provide contact details of the Event Manager –this is the person
who will be in overall charge on the day/s of the event.
This person should be on site and contactable for the duration of the
event.
Please provide contact details of the Event Safety Officer
This person should be on site and contactable for the duration of the
event. This person should have competence to meet the needs of your
event. It is advised that the organiser should not hold the dual role of
safety officer on the event day.
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Event Control
In an emergency this is where event personnel and emergency services
will find the event organiser. Please identify the location for such event
control and mark it on your site plan.
Is the event ticketed?
YES/NO
Please state date and time required to enter the site for set up
Please state date and times for site de- rig to be completed and site
vacated
What is the maximum number of people you anticipate to be in
attendance at your event at any given time?
Please include public, staff, performers
What type of attendee are you expecting?
For example, families, children, teenagers
Has permission of the landowner been obtained
YES/NO
Please provide the name and contact details of the landowner.
Please provide the date when permission to use the land was granted
Is the event to be held on Council land?
YES/NO
(If yes a plan must be supplied to show exact location)
Please provide a detailed description including a timetable of activities taking place at the
event
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2. Event Activities
Do you intend to have any of the following? Please tick.
Carnival/procession
See section 6
Fairground rides
See section 15
Boxing/wrestling
Inflatables (e.g. bouncy castle)
Balloon launch
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Live Animals
Please provide details in description box
on page 3
Motor vehicles static display
Motor vehicles moving
Portable staging
See section 3
Amplified music or PA system
See section 10
Gazebo / Marquees
See section 3, 4 and 14
Live entertainment / live music
See section 10
External Power supply
Water supplied by standpoints
Alcohol sales
See section 10
Food sales
See section 12
Barbecues / naked flames
Bonfire
Fireworks
Market stalls
Circus
Other
Please give details below
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3. Health and Safety
Has the site any significant environmental or physical hazards that
should be considered? For example a railway, river etc.,
YES/NO
Please provide details of site and route plans.
Have you completed a Risk Assessment for your Event?
YES/NO
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Please attach a copy to this notification. Attached?
YES/NO
If a risk assessment is not attached for your event it is unlikely the
event can be fully considered by SAG
Please attach all risk assessments for third parties. Attached?
YES/NO
Do you intend to recruit a professional stewarding company?
YES/NO
Do you intend to use volunteers/marshalls to steward your event?
YES/NO
Please ensure the personnel you use are suitably trained,
competent and briefed prior to the event
Communication with Public - In the event of emergency, how will vital information be passed to
the public? E.g. PA system, Loudhailer
.............................................................................................................................................
What contingencies do you have if the above communication system stated above fails? E.g.
Loudhailer
…………………………………………………………………………………………….…………………
4. Fire Risk Assessment
If your event takes place in or around any premises, including temporary structures such as
marquees or temporary buildings, you must carry out a specific Fire Risk Assessment. Here you
will identify all fire hazards and the controls you will use to mitigate these risks. It should include a
plan of the building or structure involved in the event. Further guidance is available from:
http://www.ddfire.gov.uk/key-documents-and-information
Have you completed a Fire Risk Assessment for your event?
YES/NO
Please attach a copy of the risk assessment to this notification.
Attached?
YES/NO
If a fire risk assessment is not attached it is unlikely the event
can be fully considered by SAG
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5. First Aid Provision
Please supply details of your first aid provision or provider for
your event.
Please supply professional qualifications and/or registration for
the medical cover at your event. Supplied?
YES/NO
Please list Paramedic PIN number s. Numbers can be checked
at:http://www.hpc-uk.org/check
Please supply a Medical plan from your provider. Supplied?
YES/NO
Please note your provision must meet the needs and attendance figures for your event. Please
find guidance on this at http://www.thepurpleguide.co.uk/.
First Aid personnel must NOT hold any other roles at the event. First Aid personnel must be
suitably qualified to deliver first aid at a public event.
NB: The holding of a Health and Safety at Work, or three-day First Aid at Work certificate does
not qualify a person as competent to administer first aid to the public at events.
6. Highway, Traffic , Event Vehicles and Event Signage
Do you need a closure of a road, street, footpath or public right of way?
YES/NO
Do you need traffic to be controlled or diverted during your event?
YES/NO
If YES, who will do this?
If you have answered YES to a closure of a road, street or footpath or if
you want traffic to be controlled during your event please complete the
Road Closure application form TRO/RC 03 which can be found at
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http://www.durham.gov.uk/article/3420/Application-for-temporary-roadclosures
Please e-mail the Road Closure application completed form to
[email protected] or post to Network
Management, Durham County Council, County Hall, Durham DH1 5UQ.
If YES, to closing a public right of way please click the following link to
submit further information. www.durham.gov.uk/definitivemap
Please allow 6 weeks for processing
Please provide details of the number, weight, and size of delivery
vehicles and/or participating vehicles entering the event site.
Generally DCC does not encourage posters or banners on the highway
as they can be a safety hazard and/or a driver distraction. Some banners
fixed to pedestrian guard rails may prevent small children from being
seen at crossing points.
Please Note: The Highways Authority reserves the right to remove any
unauthorised advertising and to recover the cost incurred from the event
organiser.
Do you intend to place signs at the roadside directing people to the
event?
YES/NO
If yes, please provide full details of locations, dates and times
If you wish to discuss the matter further please e-mail:
[email protected]
7. Parking
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Do you anticipate the need for temporary parking restrictions in any of
the streets surrounding the event site?
YES/NO
If YES please provide full details of locations, dates and times
If you have any parking queries please contact
[email protected]
Do you anticipate the need for a car park closure?
YES/NO
If YES, please give full details of location, dates and times.
How many parking spaces will be provided for staff/performers?
How many parking spaces will be provided for the public attending the
event?
How will parking be managed?
Please include locations for parking on your site plan
Will vehicles be left on site overnight?
YES/NO
Will there be overnight security on site?
YES/NO
8. Children and vulnerable adults- Lost/Found procedure
It is reasonable that at most events children and / or vulnerable adults may be present. As an
organiser you will need to have a formal procedure in place to deal with a lost or found child or
vulnerable adult at your event.
Please describe your arrangements for managing such a child or person.
………………………………………………………………………………………………………………
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Please identify your Lost/Found children point on your site plan
Appropriate staffing - Where non-professional care workers are being utilised to receive such
children and vulnerable adults, please the state measures that are in place to protect your staff
and the received child / person. E.g. DBS certification checks, no lone working policy etc.
…………………………………………………………………………………………………………………
*Please note lost children personnel cannot have a dual role such as first aid or security.
9. Insurance
Has event insurance been arranged in respect of Public Liability or
Third Party risks?
YES/NO
NB: If your event is taking place on private land you are advised to
ensure that you have adequate insurance protection in place to
cover the event. You do not need to submit copies of the
documents to the Safety Advisory Group.
If your event is on council land you are reminded to provide a copy
of your insurance policy (not certificate) with the event notification
form and keep a copy on your event file. Attached?
If your event is taking place on council land you must also provide
a copy of all relevant third party Public Liability/Third Party policies
and ensure you have a copy in your event file. Attached?
YES/NO
YES/NO
10. Licensing
If you are undertaking any of the following activities you may need to a Temporary Event Notice,
a Premises Licence or a Street Trading Licence.
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Live or recorded music indoors or outdoors (e.g. concert)
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 Sale of alcohol
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Boxing/ wrestling entertainment
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Plays/films
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Members of the public attending a private members club/WMC only authorised under a
club premises certificate
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Any licensable activities which are not already authorised under a premises licence
Application for a Temporary Event Notice
Please note, a TEN authorises the temporary carrying on of licensable activities which are not
authorised by a premises licence or club premises certificate where the maximum number of
people attending at any one time is 499.
For more information and to apply for a Temporary Event Notice please visit:http://www.durham.gov.uk/article/2138/Temporary-Event-notices-TENs
Application for a Premises Licence
For more information and to apply for a Premises Licence please visit:http://www.durham.gov.uk/article/2137/Apply-for-a-premises-licence
Street Trading Licence
If articles / items are being sold at your event, for example, food from a catering van, depending
on which area your event is being held within County Durham you may require street trading
consent.
For more information and to apply for a Street Trading Licence please visit:http://www.durham.gov.uk/article/2150/Street-trading-consents-and-licences or call the Licensing
Team on 03000 261016
11. Noise and Public Nuisance
Please state the times of any amplified tannoy announcement or music being played:
Describe the type of noise e.g. music, announcements etc.
……………………………………………...................................................................................
From ……………….. To …………………………………………………………………………....
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How far are the nearest people / residents from your event?
……………………………………………...................................................................................
Describe what controls are you putting in place to avoid your event ‘noise’ becoming a nuisance
for non-event residents?
……………………………………………………………………………..……………………………………………
………………………………………………………………………………………………………………………….
12. Food Safety
If you are intending to provide professional catering then please provide the following details for
each caterer. (Please continue on a separate sheet if necessary)
Trading
Owners
Business
Local Auth.
Hygiene Rating
Nature of
Contact
Name
name
Address
Registration
Scheme score
food sold
number
Are you supplying food to the public for consumption?
email
YES/NO
Please provide full details
Do you intend to supply the public with water from the mains via a stand
YES/NO
point?
Do you have Hot and Cold water for hand hygiene and cleaning
YES/NO
purposes?
13. Waste/Litter Management and Toilet Provision
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Please detail how waste/litter will be managed
Please give details of toilet provision.
If portable toilets are to be hired please state
the number and type of units.
14. Temporary Demountable Structures (TDS) e.g. Marquees, Gantries, Staging
Please describe the type of TDS you are intending for your event include how many and their
size / dimensions and the name of the professional supplier if known.
.……………………………………………………………………………………………………………
If the TDS is of a significant nature you may be asked to complete a TDS questionnaire by
Durham County Council’s Building Control Team. This is something a TDS professional supplier
can complete easily for you.
*Durham County Council welcomes Temporary Structure Suppliers who have MUTA
Membership. http://www.muta.org.uk
15. Fairground rides
Does your event include fairground rides?
YES/NO
Does your event include inflatables?
YES/NO
If you are intending to have fairground rides on Durham County Council land you must provide
copies of the relevant equipment check details (i.e. ADIPS for fairgrounds and/or PIPA for
inflatables) along with risk assessments and details of providers of Public Liability Insurance.
If you are having fairground rides at your event Safety Advisory Group recommend you carry out
some simple checks to ensure they meet safety standards.
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http://www.adips.co.uk/ has advice as to what to check for amusement devices and
inflatables.
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http://www.pipa.org.uk/ has advice as to what to check for specific inflatables.
ADIPS and PIPA systems are endorsed by the Health & Safety Executive (HSE).
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I acknowledge that the Safety Advisory Group have no liability in terms of the
management or organisation of the event
Name…………………………………….
Date…………………………………….
To ensure prompt consideration of your event please e-mail this notification form, to:[email protected]
Or post to: - Area Co-ordinator, EHCP, Durham County Council, PO Box 617, Durham, DH7 8RS
For further advice or guidance please call 03000 269118 or 03000 261016
If you think that your event would attract visitors from outside of the region and you would like to
add the event to the official tourism website for County Durham please contact the Data Steward
at Visit County Durham on 03000 261227.
You will then be required to complete a database questionnaire for your event before it is added
to the website http://www.thisisdurham.com/
DATA PROTECTION ACT 1988-PRIVACY NOTICE- How Safety Advisory Group use your
data
Durham County Council is registered under the Data Protection Act 1988. This allows us to
process personal data in performing its lawful business. Information held by the council,
including personal data you provide now or in the future, will be processed in compliance with
data protection principles. Where delivery of services or actions is in partnership with others,
or dependent on the actions of others, such as the Safety Advisory Group, it may also be
shared with other persons or bodies in accordance with, and restricted to the terms of
information sharing agreements and protocols.
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If you have concerns about the processing of your personal data by the Safety Advisory Group
you may contact the Data Protection Team, Durham County Council, Room 4/140, County
Hall, Durham, DH1 5UF or the Office of the Information Commission at Wycliffe House, Water
Lane, Wilmslow, Cheshire, SK9 5AF.
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