Attending a Safety Advisory Group meeting

The aim of a Safety Advisory Group (SAG) meeting is to fully support event organisers in delivering a safe event.

You may be asked to attend a SAG meeting after applying to hold an event.

This could be because:

• it is a condition of the licence or booking
• the event is considered large
• of other factors such as location or risk

You should consider if it will be relevant or helpful for others to attend who may have more detailed knowledge or expertise of certain areas. For example, security or medical providers or a nominated safety advisor.

Before the SAG meeting

You will need to create an event manual which contains the details of your event.

For more information, download the event manual checklist.

You must send the documentation 3 weeks before the SAG meeting, including:

• event management plans (draft or final)
• risk assessments

SAG support will share all documentation with partners no later than 2 weeks before the SAG meeting.

Documentation must be attached to an email to sagenquiries@birmingham.gov.uk.

Support

Our events team can provide support with your application and documentation.

For guidance, email eventsteam@birmingham.gov.uk.

SAG meetings

SAG members are professional and friendly. They will ask questions about the event, plans and risk.

Areas you may be asked about include:

• Emergency and Safety Procedures:
  Access for emergency vehicles, emergency evacuation procedures, fire safety, first aid provision, health and safety, risk assessments.
• Event Logistics and Planning:
  Dates and times, overview of site plan, production of an Event Safety Management Plan, site build and clearance.
• Audience and Crowd Management:
  Audience profile and expected numbers, crowd safety, security and stewarding.
• Facilities and Services:
  Car parking provision, food vendors, toilet provision.
• Regulatory and Environmental Considerations:
  Licensing requirements, noise considerations, traffic management and road closures, use of special effects, use of temporary structures.

You will also be able to ask any questions and seek advice of the SAG members.

After the SAG meeting

After the meeting, you will receive a copy of the minutes and actions.

Once those have been completed and the documentation updated, it will be shared with partners as an update to be reviewed.

This will result in either:

• another SAG meeting
• no further action

Page last updated: 17 October 2024