Organising a Large Public Event

An event organiser has prime responsibility for protecting the health, safety and welfare of everyone working at, or attending an event.

Mass gatherings and Coronavirus

Updated March 2021

Public events involving gatherings will only be permitted if they comply with the current government regulations. Please refer to the Government's Roadmap out of lockdown for further guidance.

The Safety Advisory Group (SAG) will need to consider an event at least 28 days prior to the date of the event. In order to do this, an organiser will need to provide the event management plan and risk assessments, including for Covid-19 at least 10 days prior to the date that the SAG considers the event. If plans are available prior to this please send them to partnerships@molevalley.gov.uk as soon as possible for consideration. 

Please see the links below for further guidance on mitigating the risks of the spread of Coronavirus at events.

 

Organisers should consider planning for cancellation or alterations to the event should the government regulations change. 

Organised events will need to:

  • Be organised by a business, charitable, benevolent or philanthropic institution, a public body, or a political body

  • Have a COVID-19 risk assessment

  • Have adequate COVID-19 secure arrangements in place following government guidance

To meet these requirements, as the event organiser you will need to carry out a suitable COVID-19 risk assessment.

The Health and Safety Executive (HSE) have provided guidance on completing a suitable and sufficient COVID-19 risk assessment. Further advice is also available on the Events Industry Forum website. Please also see the link below for Surrey County Council's advice for event organisers, and a COVID-19 Checklist. 

For consultation with the Mole Valley Safety Advisory Group (SAG) for public events please send all relevant documents to partnerships@molevalley.gov.uk. Future changes to the legislation may impact your event and amendments to event documentation may be necessary.

If you have any questions please contact partnerships@molevalley.gov.uk 

The Events Industry Forum has prepared a document with input from the Department for Digital, Culture, Media and Sport (DCMS) and in consultation with Public Health England (PHE) and the Health and Safety Executive (HSE). Organisers of events may also find it helpful as general guidance when planning events safely. Please see the link below.

Safety Advisory Group

With relatively large events, attracting in excess of 1,000 people, Mole Valley District Council (MVDC) deems it necessary to address the potential risks to public safety and to consider any adverse environmental impact. 

In recognition of this, MVDC has an established Safety Advisory Group (SAG) to ensure that these public events can take place safely and successfully.

The SAG will provide advice and guidance to event planners and organisers in staging their events, and help them understand their individual responsibilities and those of other agencies involved.

Core membership of the SAG includes:

  • MVDC
  • Surrey Police, Surrey Fire Service
  • South East Coast Ambulance Service
  • Surrey County Council

An event organiser will need to consider safety, security, staffing, risk and insurance arrangements. Please remember that time and detailed planning are the key to organising safe and successful public events.

The first steps are to complete the Event Notification form, and submit at least three months before the event is taking place. This is to give us time to understand the basic details and areas of planning that may require additional advice. You will be asked to provide a Management Plan, Risk Assessment, emergency procedures and a location map (see 'Downloads').

See the download below for Metropolitan Police Counter-Terrorism advice for private sector and local events including evacuation responsibilities following an emergency and dealing with suspicious items.

Bouncy Castles and Other Inflatable Equipment: Guidance on safe use of inflatable equipment, is available from the Health and Safety Executive. PIPA has also produced a leaflet providing guidance on what to consider when hiring a bouncy castle or other inflatable play equipment for events.

If you are planning to organise an event as an individual or as part of a group then please contact partnerships@molevalley.gov.uk or phone 01306 885001.