Planning an event
The Winchester District Safety Advisory Group (SAG) liaises with organisers of public events that are planned to take place in the Winchester City Council area.
The aim of the group is to ensure that large public events are safely and well managed. The SAG aims are:
- To promote high levels of safety control at events;
- To promote the well being of public at those events; and
- To ensure events cause minimal inconvenience to local residents.
The SAG will consider large scale public events where more than 500 people are expected to attend, although smaller events may require the involvement of the SAG depending on the event. Typical events may include pop concerts, carnivals, parades, firework displays etc, some of which may require a premises licence under the Licensing Act 2003.
NB When planning an event involving more than 10,000 people a minimum of 6 months notice should be sought and a minimum of 3 months notice for between 500 and 10,000 people. Event organisers are likely to be invited to attend a SAG meeting to present their plans.
Once you have confirmed the initial details of your event (such as date and nature of event) Notify us of your event to confirm the details and the relevant officers will contact you to discuss your event planning further. Event Organisers are likely to be invited to a SAG meeting. They may be asked about their experience and competence in managing events and will be required to present their plans.
To demonstrate that they are managing an event well and have sufficient plans in place, Event Organisers will be required to submit a site plan together with their Event Management Plan and Traffic Management Plan - both these can be found on the 'What to Consider' page below.
After the event, organisers may be invited back to a SAG meeting to review and evaluate the event.
To demonstrate that they are managing an event well and have sufficient plans in place, Event Organisers will be required to submit a site plan together with their Event Management Plan (EMP) and Traffic Management Plan (TMP).
The nature and complexity of EMP/TMPs depends on the type and scale of an event. At a smaller event, a Traffic Management Plan might be incorporated into the Event Management Plan or at a larger event where more detail required, kept separate. Both plans are working documents that may be revised several times. It is therefore important to ensure that they are indexed.