Organising an event
Event Safety
HSE's guidance on running events safely this summer
The Health and Safety Executive (HSE) website has a selection of guidance about running events safely this summer (opens new window). Large-scale outdoor events such as festivals, sporting events and concerts are increasingly popular, regularly attracting large crowds of people. HSE's guidance provides some useful additional advice for organisers to help them run such events safely. (opens new window)
HSE's website also includes guidance for organisers on how to plan, manage and monitor an event (opens new window) as well as guidance on how to manage crowds safely (opens new window).
Safety Advisory Group (SAG)
The Safety Advisory Group advises on safety aspects for public events that are planned to take place in the Chichester District.
The main objectives of the SAG are:
- To promote safety and welfare at events;
- To promote good safety and welfare practices in event planning;
- To ensure that well planned events have minimal adverse impact on those attending the event and local communities;
- To promote mitigation for potential and unforeseen incidents; and
- To ensure the emergency services and other key organisations have an awareness of events happening in the area, in case they have to respond to an emergency or major incident.
The SAG includes representatives from the following organisations:
- Local Authorities
- Police
- Ambulance Service
- Fire Service
- Organisations with specialist knowledge as required.
In general, public events where more than 500 people are expected will be considered by the SAG, although smaller events may benefit from the SAG process if there are specific safety issues that need to be considered.
The SAG process
The organiser will be asked to share their event safety plan and risk assessment documents, which should include details of:
- the location and site design
- the crowd and traffic management plans
- the safeguarding and welfare arrangements
- the emergency and contingency plans
- any relevant licence or permission
We ask for the initial version of the event plan to be submitted 3 months prior to the event. If the event is significant in size, then we would ask that the SAG is contacted at the earliest opportunity.
Once the plan and risk assessments are received they are circulated to the SAG members for their consideration. Any comments made by SAG members will then be fed back to the event organiser. In certain circumstances the SAG may request to meet with the event organiser to discuss their plans in greater detail and ensure that there are sufficient resources available should there be an incident for which they are required. The SAG co-ordinator will liaise with all parties to arrange and facilitate the meeting. Any advice will be documented and provided to the event organiser. Although all comments and observations made are mostly advisory, they are made by professionals in the interest of public safety and should not be dismissed lightly. Legal responsibility for the safe running of the event still rests with the event organiser.
SAG - Proposed event form (v4) (Word doc, 61 KB)
Guidance for Event Organisers
Devising an Event Management Plan and supporting documents
This document has been produced by the Sussex Resilience Forum in liaison with the emergency services and Local Authorities from across East and West Sussex as guidance explaining what you should consider when planning a public event. Events come in all shapes and sizes. This guidance is applicable to them all, including fairs and galas, firework displays, pop concerts, air shows, motor sports events, parades, events on the highway and religious events. The list is not exhaustive and if you are in doubt about what you should be doing in planning your event, then please contact us at sag@chichester.gov.uk
Sussex Resilience Forum - event guidance 2025 (Word doc, 2 MB)
SAG - Event Plan, Example Template (Word doc, 106 KB)
Noise management
Some events have the potential to cause noise disturbance and noise may need to be carefully managed, demonstrating best practice and the adherence to acceptable music noise levels and mitigation controls. The Environmental Protection Team are on hand to run through the requirements of any Noise Management that is proportionate to the scale and nature of an event.
For further information regarding noise control, please view the Chichester District Council - Guidance Notes on Noise Control for Concerts and Outdoor Events (Word doc, 40 KB)
For further advice please contact environmentalprotect@chichester.gov.uk or call 01243 534598.
Temporary Event Notice
A Temporary Event Notice (TEN) is given by a person, referred to a 'premises user', who proposes to undertake licensable activities (opens new window) for a limited period.
To be eligible for a TEN your event must have fewer than 500 people at all times - including staff running the event, and last no more than 168 hours (7 days). If your event supersedes this criteria you will need to apply for a Premises License.
A standard TEN must ordinarily be given with at least 10 days clear working days' notice before the date on which the event is to commence.
You need a TEN for each event you hold on the same premises, you can get up to 5 TEN's a year, or if you already have a personal licence to sell alcohol you can be given up to 50 TEN's a year.
If you are looking to host an outdoor event in the Chichester District, here are some useful points to consider:
- You will need to get permission from the land owner. If the land is owned by Chichester District Council you will need to Hire the land
- If your event is a new event, you are expecting over 500 people to attend or has a high risk to public safety it will be considered by the Safety Advisory Group (SAG), if this applies to your event please complete a proposed event form:
SAG - Proposed Event Form (Word doc, 125 KB)
- If your event includes licensable activities such as sale of alcohol, provision of regulated entertainment and provision of late night refreshments and will be attended by under 499 people you will need to apply for a Temporary Events Notice
- If your event includes licensable activities and will be attended by over 499 people you will need to apply for a Premises License
- If your event requires a road closure you will need to complete a Temporary Road Closure form
- If you want to hold a public event on East Street, North Street or The Cross, Chichester you will need to apply for an Events License (opens new window) via West Sussex County Council
Reducing single use plastics
Chichester District Council is committed to reducing the use of single-use plastics and to achieving waste reduction and recycling targets set by central government. The council aims to ensure all events conducted on its land are participating in recycling where possible. Information about what can and cannot be recycled locally is available on our recycling advice page.
Chichester District Council offers a paid for Business Waste and Recycling Collection Service and are happy to offer advice or provide a quote for any event.
For further information please email: wasteandrecycling@chichester.gov.uk.
The Marine Conservation Society (opens new window) has produced a checklist for event organisers on how to reduce the use of single use plastics at events.
Some general points are:
- Provide access to potable water and water refilling stations
- Loose balloons filled with helium are not used and any balloons are tied down. (use of helium balloons is prohibited for events on CDC land)
- Plastic promotional materials are generally not used unless something high value unlikely to be discarded
- No single-use plastic cups are used and these are replaced with returnable ones
- Hot drinks are discounted when you bring a reusable cup
- Plastic bottles/cans are collected for recycling
- Reusable coffee cups and water bottles on sale
- No plastic bags are given out without a charge and where possible reusable bags are sold
- Plastic cable ties are not used to fix up event posters
- The event includes activities to raise awareness of plastic pollution
- Receptacles provided for cigarette butts and chewing gum
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