Event Safety Guidance and Safety Advisory Group Information

Torridge District Council are committed to supporting events across the district. In order to promote good planning, high levels of safety and welfare, and to ensure that events cause minimal adverse impact to our communities, the Council in partnership with a number of other authorities has come together to form a Safety Advisory Group (SAG).

The SAG is made up of representatives from the District and County Council (Food Health and Safety Team, Environmental Protection, Licensing, Highway Authority) and emergency services (Devon and Cornwall Police, Devon and Somerset Fire and Rescue Service, South West Ambulance Service). Further representatives may be involved depending on the nature of the event.

Please notify us of your proposed event using the form below. We request you provide at least 3 months notice before your event.

Event Notification Form (Word doc) [15KB]

This form acts as an initial brief to highlight to members of the SAG the nature and size of your event. 

For significant events, organisers will be contacted to invite them to attend a SAG meeting if any agency believes this will be beneficial.

For other events, information will be circulated to the SAG representatives, and organisers may be contacted directly by the agencies involved.

You can contact the SAG via email: SAG@torridge.gov.uk

Further information

Event Management Plan

A template has been produced to assist in developing an Event Management Plan.

Event Management Plan Template (Word doc) [60KB]

It aims to help organisers to consider relevant safety aspects to a level which is appropriate to the nature of the event. This document is aimed primarily at larger events and although it can also be used as a prompt for smaller event organisers, parts of the Template will not be relevant to all events and these sections should be removed or marked as not applicable to show they have been considered. Equally, the headings in this template are by no means exhaustive and any other issues which are relevant to the safe and smooth running of the event should be included.

The plan is designed to bring together all relevant information about the event into one document in order to provide a complete and integrated event plan to facilitate the running of a safe and enjoyable event and to consider and plan for problems that may happen.

Events on Council Land

If your event is on Council (TDC) land, then you will need to get prior approval - Events on TDC land. 

Events involving road closures or suspending parking 

If your event involves closing roads, making roads one-way or suspending parking you must contact Devon County Council Highways. Please note that necessary permissions should be secured at least 3 months prior to the event. Failure to get the necessary permissions may lead to the cancellation or significant restriction on your plans. Please see here for more information https://new.devon.gov.uk/roadsandtransport/make-a-request/special-events/

Events involving alcohol, music and dancing or outdoor entertainment

For events with any of the above licensable activities, you may need a Temporary Event Notice or a Premises Licence.

Public Liability Insurance

It is a legal requirement that appropriate insurance cover is provided for the event by the event organiser.

Sustainable Events

Torridge District Council have produced a Sustainable Events Guide (PDF) [3MB] that helps you to plan and run a green and accessible event.

Useful information and guidance

It is highly recommended that organisers obtain a copy of the Purple Guide to Health, Safety and Welfare at Music and Other Events (a fee is payable for subscription for the latest version).

Devon and Cornwall Police have produced the following documents:

D&C Police Guidance to Event Organisers (PDF) [282KB]

Search and Security Guidance (PDF) [514KB]

The Health and Safety Executive provide information on their website in respect of undertaking risk assessments and guidance on running events safely. 

Event organisers are asked to notify South Western Ambulance Service of their event, a notification form and self-assurance form can be found on their website.