We consider the safety of the public at organised events to be a priority and as such we play an active role in the Event Safety Advisory Group (ESAG).

What is the ESAG?

The ESAG provides organisers with a one stop shop where you can get advice in the planning and execution of your event. It is made up of senior officers from Huntingdonshire District Council, Cambridgeshire County Council, all of the emergency services and representatives from other relevant organisations when necessary.

Typical examples of events that are raised at the ESAG are:

  • street carnivals and processions

  • firework displays

  • sporting events

  • music festivals (for example folk festivals, rock concerts and open air entertainment)

  • religious events

  • trade shows

  • fetes and fairs

  • large scale company events

  • raft races and other waterborne events

  • Christmas lights switch-on.

Your event and what you need to do

If you are organising an event you will be legally responsible for the safety and wellbeing of people attending and working at the event. The key to a successful event is to start your planning process as early as possible.

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

  • make early contact with us

  • produce a strict timetable including any key dates

  • don’t try to do everything yourself. 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 insurances in place

  • consider what disruption your event may cause (noise, litter, traffic etc).

Notify Us of an Event

What happens next?

The group will consider the information provided and if necessary, we will invite representatives of the organisers, to attend an ESAG meeting to discuss their proposals.

Event organisers are allocated their own time slot, usually about forty five minutes, and the service is provided without any charge.

The group provides advice in the following areas:

  • health and safety, risk assessment and event control

  • crowd management

  • food safety

  • noise and light pollution

  • traffic management and highways issues

  • trading standards issues

  • policing and security matters

  • fire safety

  • first aid and specialist health care requirements

  • welfare facilities, WCs, hand washing, showers etc

  • any other issues that the ESAG has knowledge and expertise in that is relevant to an event (such as waste and recycling).

We have put together a list of publications which may help you in the process. You can also download Health and Safety Executive publications from their website.

Contact the ESAG

Email: licensing@huntingdonshire.gov.uk

Telephone: 01480 387075