The Safety Advisory Group (SAG) is a multi-agency forum that reviews and advises on safety for public events that take place in Hounslow. The SAG seeks to:
- provide specialist safety advice to Event Organisers intending to deliver public events in the London Borough of Hounslow
- promote good practice in safety and welfare planning for events
- ensure events have a minimal adverse impact on the community
SAGs do not have legal authority and cannot approve or deny events. They offer independent advice to event organisers, who remain legally responsible for event safety. However, partner organisations within the SAG may have enforcement powers to ensure compliance with legal obligations and will use these powers if needed.
SAG meetings are chaired by the council, and membership includes various council service areas such as Licensing, Emergency Planning and Traffic Management alongside external agencies such as emergency services, Transport for London and British Transport Police.
Which events are reviewed by SAG
Usually, events over 5,000 attendees should attend the SAG, however, smaller events may be asked to attend if they involve high risk activities where wider safety consultation is required and will be assessed on a case-by-case bases.
Documentation and timelines
If you are planning an event in Hounslow, please notify SAG@hounslow.gov.uk of your plans. Please adhere to the following timescales prior to the proposed event, in order to allow appropriate time for the SAG to review your plans:
- An event with attendance of 0-499 requires a minimum of 2 months’ notice.
- An event with attendance of 500-4,999 requires a minimum of 4-6 months’ notice.
- An event with attendance of 5,000 and above requires a minimum of 8 months’ notice.
The following documentation should be drafted and submitted to the SAG within the above timelines, as a minimum:
- Event Management Plan - A vital part of the organisation of an event is preparing an event plan which will outline all the elements of your event.
- Risk assessment - Another important part of your event planning will be preparing a risk assessment. The risk assessment helps you to identify any hazards that could cause harm, assess the risks that arise from those hazards and decide on measures to eliminate or control these risks.
For advice and guidance on how to create an effective event plan and manage your time, resources and finances effectively visit these websites:
- The London Event toolkit gives advice on event planning in London
- The Purple Guide gives nationally recognised guidance on all aspects of event planning and safety for a small subscription.
- Please visit Hounslow Events page for event planning templates and guidance on how to safely run an event. as well as to submit an application for outdoor events and hires in public parks and open spaces.
Your responsibilities
Anyone who organises an event, regardless of whether it is managed by an individual, volunteers or professional event staff, has a responsibility to protect the health, safety and welfare of anyone who may be affected in any way by the event. It is the responsibility of the event organiser to ensure that they are aware of, and can comply with all the legislation relevant to the activity being undertaken.
Below are the minimum timeframes required to get legislative aspects of an event approved by the Council:
- Events requiring a temporary events notice (TEN): 10 working days (not including the day of submission and the day of the event.)
- Events requiring Hounslow premises licence: 1-2 months
- Events requiring road closures or traffic management: 12+ weeks
- Parking suspensions and permissions: 10 working days
Martyn’s Law
The Terrorism (Protection of Premises) Bill, also known as Martyn’s Law, is expected to become law later this year (2025) and is currently undergoing parliamentary scrutiny.
It aims to ensure better protection against terrorism in public places and is likely to require public venues to fulfil necessary but proportionate steps to mitigate the impact of a terrorist attack and reduce harm at events in the future.
Please visit the Protect UK website to stay up to date with the latest developments and guidance.
Advice
Please feel free to email SAG@hounslow.gov.uk should you have any questions or require advice about safe planning of your event.
