Planning an event

A fire engine

To help event organisers and ensure the safety of all events a joint policy has been agreed by the following authorities:

  • The local authorities of Northumberland and Tyne and Wear
  • Northumbria Police
  • North East Ambulance Service NHS Trust
  • Tyne and Wear Metropolitan Fire and Rescue Service
  • Northumberland Fire and Rescue Service
  • NHS


The overall objective of this policy is, so far as reasonably practicable, to ensure that all events are organised with the safety of the participants, spectators and officials foremost in the planning process.  More specifically, the aims of the policy are to:

  • minimise any adverse impact from events
  • provide a framework for event organisers and statutory bodies to work in partnership to promote event safety
  • promote good practice in safety and welfare planning
  • allow all Safety Advisory Group (SAG) partners and the event organisers to give appropriate and timely consideration to the need for staffing and other resources
  • identify the need for adequate and appropriate controls to effectively manage health and safety risks
  • identify the need for appropriate contingency arrangements


All of the named statutory agencies and those who may be involved in the SAG process will use reasonable endeavours to minimise public safety risks arising from an event, but ultimately event safety is the responsibility of the event organiser and/or landowner.

SAG’s are made up of representatives from relevant statutory agencies and other organisations (invited to attend as appropriate), the purpose of which is to promote effective planning and safety at public events through the provision of advice and guidance to event organisers through a multi-agency approach.


Safety Advisory Process

On receipt of notification of a proposed event by any of the core constituent body members they will notify other core members. Consultation will then take place at a local level to determine the need or otherwise for holding a SAG.  There is no minimum size of event that may warrant the SAG but in all instances, public safety risks posed by the event must be the primary reason for doing so.

The SAG will offer professional advice based upon the information supplied by the organiser having regard to the relevant legislation and guidance which is in place at the time the event is being planned.

Advice for Event Planners Document