Colchester Safety Advisory Group

Safety Advisory Group (SAG) for events

Colchester’s Safety Advisory Group (SAG) reviews event proposals and safety documentation prepared by event organisers to offer advice and highlight matters organisers may wish to consider. The group does not approve events and is not liable for issues arising from an event. Event organisers remain legally responsible for the safety of attendees.

SAG cannot assist in preparing event safety documentation, risk assessments, or similar. Notifying SAG does not replace other legal requirements such as obtaining permission to use private or council land, licences, traffic orders, planning permission, or food hygiene registrations.

Submitting an event proposal

Event organisers are not legally required to seek advice from SAG but it is recommended. Notification should ideally be made several months before the event, soon after deciding the event’s nature, dates, and venue.

Submit your event details and the following information by email to safetyadvisory@colchester.gov.uk:

• A site plan showing the event layout
• An event management plan outlining setup and operation details, chain of command with contact details, activities included, and other relevant information
• An event safety plan detailing security, safety measures, first aid, and emergency plans
• A general safety risk assessment and a fire safety risk assessment (the latter is legally required under the Regulatory Reform (Fire Safety) Order)
• Evidence of public liability insurance for the event

This information is shared with SAG members, who may provide advice independently or invite organisers to a meeting if several issues require discussion.

General advice and guidance for event organisers

• Organising a voluntary event: Can Do guide to Organising a Voluntary Event (Cabinet Office)
• General health and safety: Follow the Purple Guide to Health, Safety and Welfare at Music and Other Events (subscription required) and consult the Health and Safety Executive event safety advice
• Crowded places: Refer to the National Counter-Terrorism Security Office Crowded Places Guidance
• Martyn's Law: Terrorism (Protection of Premises) Act  2025

Fire safety

The Department for Communities and Local Government has published fire safety risk assessment guidance for events, tailored by venue type:

• Small/medium assembly places (up to 300 people)
• Large assembly places (more than 300 people)
• Theatres, cinemas and similar premises
• Open air events and venues

Food safety

If your event includes mobile food traders, environmental health officers will check food safety and hygiene measures and provide advice as necessary.

Road closures

If your event involves a march, parade, sporting event, or other activity on the highway, you must apply for a road closure.

Apply for a road closure.