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.

Safety Advisory Group

For some 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 Safety Advisory Group (SAG) ensures that 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:

  • Mole Valley District Council
  • Surrey Police
  • Surrey Fire Service
  • South East Coast Ambulance Service
  • Surrey County Council

An event organiser will need to consider:

  • Safety
  • Security
  • Staffing
  • Risk
  • Insurance arrangements

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 this as least three months before the event is taking place.

Event Notification Form ›

Based on the information provided, the event will be assessed to determine if your event meets the threshold for a SAG consultation.

These are characterised as having a low community impact and consultation with the SAG is not deemed necessary.

Written consultation with the SAG may be advisable. A SAG meeting may be held if the event is new, or concerns are raised following initial consultation.

Consultation with the SAG is deemed necessary and event organisers will be asked to attend a meeting with the SAG.

If your event meets the threshold for a SAG consultation, you will be asked to provide:

  • Event Management plan – see ‘how to complete an Event Management Plan
  • Risk Assessment – template available on request
  • Event Maps
  • Traffic Management Plan, including maps of road closures and diversion routes and signage
  • Emergency Procedures
  • Public and Employers Liability Insurance
  • Medical Provision Details
  • Resident/Business Consultation

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.

Events on MV land

If the event is on Mole Valley land, you will need to apply for permission from the MVDC Parks Team. For more information, please visit the webpage here.

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) and are encouraged to complete the free online training.

Organisers are advised to follow government guidance on extreme weather conditions at events and consider additional measures to mitigate the risks.

Adverse weather and health plan.

Hot weather advice

Guidance on safe use of inflatable equipment, is available from the Health and Safety Executive.

Please call on 01306 885001 or email if you have any questions.