All large public events in the New Forest, including those in aid of charity, must comply with recognised safety standards.
If you are planning to organise a public event, review our event organiser checklist to make sure you are prepared.
You can take advantage of the advice available from the Safety Advisory Group (SAG). This is a group of relevant agencies, including the council, that can help event organisers to ensure that public safety is paramount.
On this page:
The SAG will help with all public events, including:
The government Covid-19 Response - Spring 2021 plan outlined a 4 step roadmap for easing restrictions.
We reached step 4 of the roadmap on 19 July 2021. This step removes the majority of restrictions imposed on businesses and the public as well as how we protect ourselves during the ongoing Covid-19 pandemic.
Please refer to GOV.UK for current government information.
You should notify SAG at the earliest opportunity. You should give at least 3 months notice of your event.
When planning an event involving more than 10,000 people a minimum of 5 months notice should be given.
You should include all documents associated with your event when submitting your SAG notification.
This should include:
This list is not exhaustive.
GOV.UK have produced Covid-19 guidance for people who work in settings related to events and visitor attractions.
For further guidance, download the Event Notification Procedures document below.
You may notify the SAG about your upcoming event using the online form below.
If you are waiting for additional documentation regarding your event, please do not submit a SAG notification online until it is available.
The SAG members will be distributed your event details and supporting documents.
Due to the COVID-19 pandemic, your event details will also be distributed to the Public Health Team for Hampshire. They will review applications and supporting documents with regard to preventing the spread of infection, taking into account all current national and local guidance.
Each event will be considered on a case by case basis.
Any necessary advice and guidance will usually be given on a one-to-one basis from a SAG member to the organiser.
Some smaller events that do not pose any specific risks will not require the SAG members to meet. In more complex cases or where considered appropriate, the SAG members can meet as a group or sub-group to discuss a case.
If an event is identified as likely to compromise public safety, the appropriate SAG agency may need to consider action to prevent the event from taking place unless safety improvements are made. In this case, organisers will be contacted directly by the agency.
Additional consideration will also be taken on how the event is likely to affect the risk of transmission of COVID-19. Although there is a successful vaccine roll-out, any gathering can be a source for cross infection, which could lead to a spike in cases in a particular area.
Approved plans and assessments will need to be amended to comply with any later changes in Government guidelines and local restrictions in place at the time of your event.
The SAG welcomes post-event feedback in relation to notified events. This can be provided up to 28 days after an event has been held.
A feedback box is provided on the public events register. This is for general comments and experiences only, and will help with improving the safety of events in the future.
If you have a complaint that you would like followed up, contact the relevant council department as necessary. If your complaint relates to crime and disorder offences, contact Hampshire Police.
Visit the Health and Safety Executive website for guidance on running events safely.
Visit the GOV.UK website for information on organising a street party.
You can download several documents related to safety at events below. These should not be a substitute for existing technical guidance or documents otherwise available.
We maintain public registers of events in New Forest.
View a register of public events listed by the SAG using the link below.
Public events can enhance community life, but the potential for risk to public safety and environmental damage is increased if they are poorly planned. Proper planning and management by the event organiser is essential to reduce those risks.
The Safety Advisory Group co-ordinates the efforts of relevant agencies to provide advice to anyone who wishes to organise an event within the New Forest area.
The aims and objectives of the SAG are to:
The SAG is made up of core members and invited representatives from other agencies when needed. The core members are officers from:
The Chair of the SAG may invite additional people, for example:
For further information or queries about events or the SAG, contact us using the details below.
Chair of Safety Advisory Group
New Forest District Council