The Safety Advisory Group

The Safety Advisory Group (SAG) is a multi-agency forum that advises on the safe planning and delivery of public events taking place in the London Borough of Waltham Forest.

The SAG is a non-statutory body. It does not have legal powers to approve or prohibit events from taking place, although individual agencies may use their own individual powers, where necessary.

Anyone who organises an event, regardless of whether it is managed by an individual, volunteers or professional event staff, has a responsibility to protect the health, safety and welfare of anyone who may be affected by the event.

Event organisers must ensure they understand and comply with all legislation relevant to their activities and that their event is planned and delivered safely. The Waltham Forest SAG is not part of the event planning team and safety of persons attending the event will always remain the responsibility of the event organiser.

Event organisers must notify the police of any event.

The SAG is chaired by the local authority and comprises of representatives from:

• the Metropolitan Police
• London Fire Brigade
• London Ambulance Service
• Transport for London
• various local authority departments such as parks, waste, licensing, highways and parking

The SAG provides coordinated, professional advice to support the delivery of safe events. Its functions include:

• maintaining an overview of forthcoming events within the borough
• reviewing event management plans and supporting documents and offer guidance
• advising on emergency planning and contingency arrangements
• providing guidance on relevant legislation and best practice
• encouraging steps to minimise disruption to local communities
• offering post-event debriefs and recommend improvements, where necessary

The SAG is advisory and shall not make any decisions on behalf of the local authority or event organiser.

The SAG shall consider events where one or more of the following apply:

• 500 or more people are expected to be in attendance
• events are not usually held at the chosen location
• temporary structures will be used
• road closures and/or traffic management are required
• there is a heightened risk of crime and disorder
• there is a risk of noise nuisance or significant traffic disruption
• another event is taking place which may impact of the safe delivery of the proposed event
• other safety risks are present (for example, fire, pyrotechnics, lasers and water-based locations)
• any other circumstance where consideration by the SAG is appropriate

If your event meets the criteria for SAG review you must:

• inform the SAG at least 1 month in advance (and 3 months for any event with more than 5,000 people in attendance).
• submit all event paperwork at least 10 days before the SAG

The following documentation should be drafted and submitted to the SAG, as a minimum:

• event Management Plan (this should include a detailed site plan)
• risk assessment
• public liability insurance

• Temporary Events Notice (TEN): at least 10 clear working days prior to the event
• Premises licence: 3 to 6 months
• Road closures or traffic management: up to 3 months notice
• Green space hire: 8 weeks prior to the event
• Parking suspension and permissions: at least 5 to 7 days notice 

• The London Event toolkit gives advice on event planning in London
• The Purple Guide gives nationally recognised guidance on all aspects of event planning and safety for a small subscription.