Event Safety Advisory Group (ESAG)

ESAG’s aim is to welcome and encourage events to the County of Monmouthshire, whilst ensuring that they take place safely and successfully. Through consultation and joint working between the Council and its partners including Heddlu Gwent Police, Welsh Ambulance Service and South Wales Fire and Rescue, its aim is to standardise the approach to all organised events which are open to the public and are staged in a public place, on a public highway or on private land within the Council boundaries.

ESAG is an advisory group and it’s role, structure and purpose are found in the terms of reference.  However,  individual members of this group may have powers to require event organisers to comply with their legal obligations.

How can the Event Safety Advisory Group help me with my event?

One of the important roles that an ESAG can perform is to bring all relevant partners and parties together to plan and prepare for the event in a co-ordinated way.

The responsibility for the management of the event still remains with the event organiser and therefore the ESAG needs to be working closely with the event organiser’s management team. Members of the ESAG are likely to have good local knowledge on a range of issues and event organisers can often benefit from such insight.

The ESAG can:

  • Promote high levels of safety and welfare at events by giving advice and guidance. (The promotion of safer events contributes to safer and stronger communities)
  • Advise on minimising any adverse impact or inconvenience to local residents, businesses and the general public
  • Encourage wellbeing, health and welfare of the community
  • Focus resources using risk assessment and facilitate proportionate advice and regulation
  • Enable effective planning to facilitate less intensive monitoring and inspection
  • Support businesses and organisers through having a single point of contact for the event and consistent professional advice and guidance
  • Increase good publicity and encourage more business and visitor engagement through safer events
  • Share good practice

In addition, the ESAG can hopefully help provide organisations that have limited experience in event management with some reassurance that they are on the right track.

Timely submission of plans and other event documents enables the ESAG members to consider and offer comment on the content using an audit style approach. In some cases members of the ESAG will deem it appropriate to draw attention to any potential deficiencies, shortcomings or omissions, particularly where they consider urgent action or improvement is warranted. The aim is to provide organisers with feedback on event proposals at an early stage so that there is ample time remaining to address any significant areas of concern raised.

I intend for my event to have Alcohol/ Entertainment/ Late Night Refreshment, do I need a licence?

You will require a licence if you have alcohol, entertainment and late night refreshment (hot food and drink served between 11p.m. – 5a.m) at the event.  If the event is under 499 persons (which includes staff) you need to apply for a Temporary Event Notice, it is recommended you apply at least 5 weeks before the event.  If the event is over 500 people you need to apply for a Premises Licence, it is recommended you apply at least 3 months before the event.

Do I need to notify ESAG of my event?

To check if you should notify the ESAG you can carry out your own assessment by conducting an on-line event enquiry questionnaire for your event.  However, after conducting your questionnaire, which states notification to ESAG is not required, you feel you would still like further advice, please feel free to contact one of the ESAG Members.

How do I notify the ESAG of my event?

If your on-line event enquiry questionnaire states you are  now requested to notify ESAG of your event.  Please complete the Event Notification Form and submit it to the ESAG Address.

What happens after the Council receives my Event Notification Form?

The ESAG Members will assess the notification form and advise you of the steps you should take for your event.

How well did my event go?

Now that your event is over, we want to help you assess how it went, and whether there are any ways in which you could improve it or are there ways in which ESAG could improve.  Please take the time to fill in the Feedback Form and submit it to the ESAG Address.

Useful Links for Event Organisers.

Health and Safety Executive – Running an event safely.

Health and Safety Executive – The Event Safety Guide (Second Edition)

Department of Culture, Media and Sports – Safety at sports grounds

Race Course Association – Guide to Safety at Racecourse

 

Contact the Licensing Team:

Licensing Section, Abergavenny Community Education Centre, Old Hereford Road, Abergavenny, NP7 6EL.

licensing@monmouthshire.gov.uk

01873 735420