Organising a Large Public Event
If the event is on Mole Valley District Council land, permission to use the land will need to be requested from the MVDC Parks Team. More information can be found here.
An event organiser has prime responsibility for protecting the health, safety and welfare of everyone working at, or attending an event.
An event organiser will need to consider:
- Safety
- Security
- Staffing
- Risk
- Insurance arrangements
Mole Valley Safety Advisory Group (SAG)
For some major public events we deem it necessary to address potential risks to public safety and environmental impact. The Mole Valley Safety Advisory Group (SAG) provides support and guidance to organisers of events meeting the SAG threshold because of their size, level of risk or unusual nature.
The SAG ensures that public events can take place safely and successfully. They 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:
- Mole Valley District Council
- Surrey Police
- Surrey Fire Service
- South East Coast Ambulance Service
- Surrey County Council
Time and detailed planning are the key to organising safe and successful public events.
If you wish to check whether your event meets the threshold for a MV SAG consultation, please email SAG@molevalley.gov.uk and include the following information:
- Name of the event
- Date and time
- Location
- Approximate number of people at any one time
- Proposed Temporary Road Closures
If the event meets the threshold we will provide a link to the online form and request the event documentation.
The Purple Guide
The Purple Guide is designed to provide guidance for event organisers to manage health and safety at events. It is highly recommended that organisations takes out an annual subscription to the Purple Guide at a cost of £25 plus VAT.
Road Closure
If you are considering having a temporary road closure for your event, please visit our Event Road Closure webpage.
Road Closure requests for an event will be considered in conjunction with any SAG consultation.
Temporary Event Notice (TEN)
You will need to apply for a Temporary Event Notice (TEN) if you are intending to sell alcohol or have entertainment, including amplified music, at your event.
Staying safe at events
Read more ‘Mole Valley Event Safety Guidelines‘.
Event organisers are advised to be aware of the Protect duty legislation (Martyn’s Law). Guidance for organisers is available via the Protect UK website. Organisers are encouraged to complete the free online training.
The Government’s statutory guidance will assist in determining whether premises or events are in scope of the legislation and, if so, which tier they fall within.
- Qualifying Premises: How to determine whether your premises is in scope
- Qualifying Events: How to determine whether your event is in scope
- Top Tips on getting ready for Martyn’s Law
Organisers are advised to follow government guidance on extreme weather conditions at events and consider additional measures to mitigate the risks.
It is the event organiser’s responsibility to ensure that contractors have provided updated Risk Assessment, ADIPS (Amusement Device Inspection Procedures Scheme) declaration and valid insurance documentation.
Any third party contractors should carry out relevant inspections for all rides and inflatables at the event.
Guidance on safe use of inflatable equipment, is available from the Health and Safety Executive.
Please call on 01306 885001 or email SAG@molevalley.gov.uk if you have any questions.