Safety Advisory Group (SAG)
A Safety Advisory Group (SAG) has been put in place to provide a forum for the Council, emergency services (police, fire and ambulance) and event organisers to come together to ensure large and small events are properly planned and organised in order to prevent dangerous situations and incidents. The SAG Policy and Terms of Reference are available by clicking here.
Notification Form and Event Management Plan
As soon as you know the general details and date/s of your event, we ask all event organisers to complete an Event Notification Form If you are in receipt of Council grant funding under £1000 for your event, click here for the Event Notification Form for Grant Funding.
An Event Management Plan Guide and Template has been produced to help with the organisation of your event and to ensure issues which would impact on public safety are considered. This document contains contact details for the SAG members. A template Risk Assessment can be found by clicking here.
Prohibiting or Restricting of Traffic Using Public Roads
If your event requires prohibiting or restricting traffic using public roads to facilitate special events (any sporting event, social event, entertainment or the making of a film) taking place on the public road, you must apply to the Council Environmental Health section at least 12 weeks prior to the event to allow time for the application to be processed.
For a copy of Special Events - Guidance notes for Promoters of Events please click here.
The SAG will ensure that all your documents are circulated to the relevant organisations and in order for adequate feedback to be given, all documents should be submitted at least 6-8 weeks before the event. As the SAG is an advisory group, Event Management Plans and Risk Assessments are not authorised or approved by the SAG. The feedback you are given will be directly related to public safety and should be incorporated into your documentation.
What happens next?
This flowchart provides information on the process your event will go through. All notification forms are assessed and, for many events, feedback is given directly to the event organiser by email or phone. In some cases, the event organiser is invited to attend a SAG meeting to discuss the event, which on average takes around 30 minutes. The SAG meets every 3rd Wednesday of the month between 10.00am and 1.00pm at Bradford Court, Castlereagh, BT8 6RB.
SAG meetings for 2018 have been proposed as follows:
January 24th 2018
February 21st 2018
March 21st 2018
April 18th 2018
May 16th 2018
June 20th 2018
July 18th 2018
August 15th 2018
September 19th 2018
October 17th 2018
November 21st 2018
December 19th 2018
Please note some of these dates may be subject to change closer to the time or may be cancelled.
After the Event
The SAG will aid the event organiser in the debrief process to ensure that any concerns are addressed for future events and ensure the success of events in the Lisburn & Castlereagh City Council area. All event organisers are asked to complete a Debrief & Evaluation Form within 1 calendar month of their event. Failure to complet or provide evidence that a debrief has been conducted for recurrent events will be recorded.
HSE: Guidance on Running Events Safely
The Purple Guide to Health, Safety and Welfare at Music and Other Events
HSE: Five Steps to Risk Assessment
HSE: Risk Assessment Template
CIEH National Guidance for Outdoor and Mobile Catering
LCCC Noise Guidance for Organisers of Events
CIEH/The Noise Council: Code of Practice on Environmental Noise Control at Concerts
DHSSPSNI Fire Safety Risk Assessment: Open Air Events and Venues
Northern Ireland Fire and Rescue Service
NIFRS Fire Risk Assessment Templates
Northern Ireland Ambulance Service
Department of Justice - Fireworks Licence
Care in the Sun
Event organisers should consider ‘Care in the Sun’ for the people attending or working at their event. Further information and resources are available by contacting Marbeth Ferguson (firstname.lastname@example.org) at Cancer Focus NI. Please see the following links: