Organising an event
Organising an event during the COVID-19 pandemic
If you are thinking of hosting an event during the COVID-19 pandemic, please visit our guidance on organising an event in Buckinghamshire webpage.
The Safety Advisory Group (SAG) provides a forum for discussing and advising on public safety at events.
Outdoor events, that are organised by businesses, charitable organisations, and public bodies, may have more than 30 attendees provided (i) they have carried out a thorough risk assessment and (ii) taken all reasonable steps to mitigate the risk of viral transmission, taking into account that risk assessment, in line with Covid-19 Secure guidance.
Therefore, in addition to the normal health and safety risk assessment, we will expect event organisers to have carried out a specific Covid-19 risk assessment, put in place measures to minimise viral transmission and incorporate these measures within the Event Management Plan.
It should be recognised that for some larger scale events it may not be feasible, both practically and economically to put on an event safely under the current guidance. Where measures cannot be effectively put in place to minimise the viral transmission, the Safety Advisory Group would advise against holding the event.
Further guidance can be found at: Event Industry Forum - Keeping workers and audiences safe during covid-19 and Music Festivals - COVID-19 Supplementary Guidance
Event organisers should use the following checklist to ensure they provide all the required information in their Covid-19 risk assessment and event management plan:
Members of the SAG include Thames Valley Police, South Central Ambulance Service, NHS, Bucks & Milton Keynes Fire & Rescue Service, Buckinghamshire Council for Highways and Resilience.
The aim is to help organisers with the planning of an event and to encourage coordination between relevant agencies. The SAG is a non-statutory body which does not have legal powers or responsibilities, and is not empowered to approve or prohibit events from taking place. You will therefore not receive a final approval for your event from the SAG. Event organisers and others involved in the running of an event, retain the principal legal duties for ensuring public safety.
Please also note that not all events will be responded to and any response will be based on the nature of the event and the activities taking place, the number of attendees, whether the event presents a significant or unusual level of risk, the potential impact upon the local community and whether previous events have had serious issues or incidents. However you should still notify us of your event to enable partner agencies to have an understanding of any cumulative or conflicting issues, such as highway congestion, that may arise from the event.
If you are intending to hold an event (large or small), please submit an Event Notification Form (3 months in advance of the event) and provide additional supporting documentation such as risk assessments and Event Management Plan, templates of which can be downloaded below.