Planning and organising events in East Cambridgeshire

If you are organising an event you will have a number of responsibilities.  As the organiser you will be legally responsible for the safety and wellbeing of those people attending and also working at the event.  The key to a successful event is to start planning as early as possible.  The most successful events are normally planned a year in advance.

To help you plan your event here are some of the key tasks:

  • Make early contact with the Council;
  • Produce a strict timetable, including key dates;
  • Surround yourself with a team of people to help you plan, organise and run the event;
  • Appoint a Site Manager and a Safety Officer;
  • Be realistic about what you can achieve within your budget;
  • Produce a Management Control Document, together with Risk Assessments for the various activities;
  • Ensure you have the correct insurance in place;
  • Consider the disruption your event may cause.

The following document will give stewards and event control managers a common understanding of dynamic crowd density. This document errs on the side of caution and does not detract from the organisers responsibility to establish a suitable and safe crowd management plan.

East Cambridgeshire District Council considers as a priority the safety of the public at organised events.  To assist those people organising events the Council holds Safety Advisory Group meetings throughout the year, where the organisers can obtain advice and guidance for the planning and execution of their event.

The Safety Advisory Group (SAG) comprises senior officers from all the emergency services (Police, Fire & Rescue Services, Ambulance, NHS Trust) as well as East Cambridgeshire District Council, County Council and other relevant organisations.

If you are planning an event, please complete the on-line form below providing details of the type of event, number of people attending, contact details of organisers etc.  Members of the group will consider the information provided and if necessary you or representatives of the event will be invited to attend a SAG meeting to discuss the organisation of the event.

The Group is chaired by East Cambridgeshire District Council.  SAG meetings are usually held every month.  Please contact us for exact dates.

The Group provide advice on the following areas:

  • Health & Safety, risk assessment and event control;
  • Crowd management;
  • Food Safety;
  • Noise and Light pollution;
  • Traffic management and highways issues;
  • Trading Standards;
  • Policing and Security matters;
  • Fire Safety;
  • First Aid and special health care requirements;
  • Welfare facilities, WCs, hand washing etc.
  • ‘Any other issues that it has knowledge and expertise and which is relevant to an event such as waste and recycling.

Typical events would be:

  • Street carnivals and processions;
  • Fireworks displays - how to run your own firework display safely
  • Sporting events;
  • Music festivals/concerts/open air entertainment;
  • Trade shows;
  • Religious events;
  • Fetes and fairs;
  • Raft races and other water borne events;
  • Christmas lights switch on events.