Update on latest Coronavirus (Covid-19) guidance

Monmouthshire’s  Event Safety Advisory Group ( ESAG) will follow Covid-19 regulations and guidance issued by the Welsh Government to advise on events.

Therefore, as Alert Levels change and the easing of restrictions continue over the coming months, Monmouthshire’s ESAG will only support an event which strictly adheres to the guidance at the time of the event.

Prior to completing the Event Notification Form and developing your risk assessments, please take note of the latest information about the Covid-19 regulations and guidance which may be found at: https://gov.wales/topic/980/latest

It is recommended this webpage is checked regularly as the Covid-19 regulations and guidance are subject to frequent change. It is advisable to only submit an application if your proposed event complies with the latest Regulations.

If you choose to organise an event, please note that advice and arrangements may be subject to change depending on the prevailing incidence levels of Covid-19 and changes to Welsh Government guidance and regulations.  Therefore, all risks will be held by the event organiser. Monmouthshire County Council cannot take responsibility for any cost or loss involved with the preparation of an event should it be cancelled

Event Safety Advisory Group (ESAG)

How to organise a safe and legal event

Welsh Government has issued guidance on how to run a Covid Safe Event in order to keep Wales safe. Please refer to this document here

If you’re organising a large event you will need to (1) seek advice from the relevant authorities or agencies and complete the Event Notification Form, (2) carry out risk assessments and (3) identify measures to ensure the safety of those attending the event and those being employed or volunteering to set up and run the event on the day.

The documents to be uploaded in support of the Event Notification Form to ESAG, is dependent on the type of event and may include:

  • Event Management Plan
  • Traffic Management Plan
  • Risk Assessment
  • Fire Risk Assessment
  • Child Safety Policy
  • Event\Site Layout Plans.
  • Route map (if not single location, e.g. cycle race).
  • List of Stewards
  • List of Food Traders and No Food Traders
  • Public Liability Insurance Certificate
  • Plan\drawings of temporary structures

It is very important to plan early, especially if you anticipate that there may be issues around licensing, closing a road, insurance, food safety, etc. Some of these issues, in particular road closures and licensing are subject to time constraints.

Licensing Information

If your event involves alcohol, entertainment and late night refreshments (hot food and drink served between 11p.m. – 5a.m.) and the event is under 499 people (including staff) you need to apply for a Temporary Event Notice. If the event is over 500 people you need to apply for a Premises Licence

Further information on all aspects of licensing is available in the Licensing area of the website.

Food Safety

Further Information is available in the food hygiene area of the website or from the Food Standards Agency.

Traffic Management & Road Closures

The Event Safety Advisory Group includes representative from Highways/Traffic Management from the Council & Heddlu Gwent Police who can offer advice to event organisers on planning their event and to minimise any impact on the public highway.

Should you require any further information about traffic management, road closures, or wish to enquire about the current status of any existing road closure applications, please refer to the Highways area of the website. You may require an Embargo to prevent utility companies digging up the road at your event, for more information on this refer to the Street Works area of the website.

Useful links for Event Organisers

Health and Safety Executive – Running an event safely.

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

Counter Terrorism – Crowded Places Guidance

Health and Safety Executive – Organising Fireworks Displays

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