Safety Advisory Group (SAG) Terms of Reference

Cotswold District Council

April 2023

1. Introduction

1.1 The Safety Advisory Group brings together competent professionals to provide best practice

guidelines to event organisers and provide a cohesive response to any issues that may be raised;

so that events in the Cotswold District are as safe as possible and minimise the potential for

negative impacts on the wider Cotswold Community.

1.2 To achieve this SAG will, as appropriate:

● advise event organisers in order to ensure high standards of health and safety

● promote the principles of proportionate risk management and good practice in safety and

welfare planning in order to balance all reasonable matters of safety

● promote a consistent and coordinated, multi-agency, approach to event planning and

management

● advise the local authority and/or event organiser in respect of the formulation of appropriate

contingency and emergency arrangements

● advise the event organisers in respect of relevant legislation and guidance

● encourage arrangements to minimise disruption to local communities

● consider the implications of significant incidents relevant to the venues, the events, and the

surrounding areas and facilities

● receive reports relevant to debriefs, visits and/or inspections of the venues or events

● promote clarity of roles and responsibilities relevant to the events

● consider the protection of vulnerable adults and children from harm

● consider and advise on the Public Health impacts of events.

1.3 The SAG has an advisory role and cannot make decisions. However, members of the group are

expected to convey best practice to event organisers that is in line with appropriate legislation,

guidance and wider organisational policy objectives.

1.4 The SAG will operate in accordance with these Terms of Reference. Agendas and supporting

documentation will be distributed electronically to members of the SAG before the meeting and

after, as required. Meetings will be held predominantly online and will be recorded within

Microsoft Teams. Action notes of the meeting will be taken and distributed to SAG members and

event organisers so that points raised can be followed up.

2. Frequency of meetings

2.1 The SAG will be diarised depending on the nature and frequency of events taking place in

Cotswold District that require attendance at a SAG. Event organisers that have attended a SAG

will be required to share any learning following their event, a debrief will be organised if a

significant incident occured.

2.2 Significant events such as the Royal International Air Tattoo (RIAT) will require their own SAG and

timelines.

2.3 It is the policy of the SAG that if a core members believes that an event should come before it,

then a meeting will be arranged with the event organiser. Broadly, events that are likely to need

to be presented to SAG are:

● Events of an unusual nature

● Events with significant numbers of attendees

● Events with a significant or unusual level of risk

● New venues

● Events or venues where there has been previous issues or incidents

2.4 Sub groups of the SAG may be set up to deal with any specialist matters. These sub groups may

be asked to report into the SAG to ensure a consistent approach.

3. Release of SAG minutes and confidential information

3.1 The action notes collated during SAG meetings or their sub groups will be held by the Council as

a public record and be subject to the Freedom of Information Act 2000 and the Data Protection

Act 1998. The meetings will be recorded and held by the Council, but not publically available.

3.2 All SAG members are to be made aware that some information disclosed in SAG meetings may

be confidential or commercial information of a sensitive nature, which should remain between

SAG members and the event organisers and not be disclosed to any other parties unless agreed.

In the unlikely event that it is deemed in the public interest to share such information legal

advice will be take prior to disclosure.

4. Role of the Chairperson

4.1 The Chairperson will generally be the Business Manager for Risk, Emergency Planning & Business

Continuity Manager or their nominated deputy.

4.2 The role of the chairperson will be to ensure that:

● All actions from the meetings are recorded

● all members are informed of the dates and events coming before SAG

● all views of invited members are taken into account when scrutinising the event

● event organisers are given sufficient time to outline their plans before, during and after the

event

● Event Management Plans are submitted to members in a timely manner when received from

the event organiser

● members are advised when information may be of a confidential or sensitive nature where

discretion is to be exercised about its disclosure.

5. Core SAG members and roles

5.1 Local Authority Representatives: These should include officers with the competency to advise

on matters such as licensing, food safety and environmental health, emergency planning,

highways/traffic and health and safety and any other officers as required to discharge their

duties as appropriate. Other representatives may also be required to provide legal or media and

communications support as appropriate.

5.2 Police: Police representatives attend with regard to matters such as public order and public

safety, incident response planning, community policing, enforcement and any other duty as

appropriate.

5.3 Fire and Rescue Service: Fire and Rescue representatives attend with regard to matter such as

public safety, incident response planning, provision of advice on matters relating to fire safety,

enforcement and any other duty as appropriate.

5.4 Ambulance Service representatives attend with regard to matters such as incident response,

medical provision advice and guidance, scrutiny of a private medical company’s medical plans

and any other duty as appropriate.

5.5 Event Organisers An event organiser is responsible for all health, safety and welfare related

matters for those affected by the event including visitors to the event, staff or volunteers working

at the event, contractors and others such as the local community. These responsibilities include;

● Documented arrangements necessary to safeguard visitors (normally documented in an

Event Management Plan)

● Arrangements for identifying and controlling risks associated with the event including the

build up and break down phases of the event. This would normally be a documented risk

assessment and safety systems/methods of work.

● Fire safety arrangements

● Traffic planning and management

● Crowd safety and security management (including Counter Terrorism)

● Emergency and Contingency arrangements (in discussion with the emergency services)

● Communication arrangements

● Medical and first aid provision

● Lost vulnerable adults and children

● Insurance, licencing and certification provision

6. Other invited members of the SAG

6.1 In addition to the core membership as stated above, the SAG may invite other members to

attend or set up sub groups. This can include services who may need to be informed of such

events so as to be able to discharge their functions and provide their expertise. This list can

include, but is not limited to:

● NHS

● Public Health

● Building Control

● Environment Agency.

7. Limitations

7.1 SAGs have no bespoke powers of enforcement however, individual organisations represented on

the group do.

7.2 The SAG is not an enforcement body and whether or not an individual agency determines to use

its own powers of enforcement is a decision for that agency and not the SAG. Where an agency

does consider the need to use their own powers, it is appropriate that this be discussed with

other core members of the SAG. This will ensure that one agency’s use of powers does not cause

unforeseen additional challenges to other members.

7.3 If an event organiser refuses to engage with the SAG or does not act on the advice given, the SAG

will remain as supportive as possible and will take reasonable steps to maintain a positive

relationship whilst acting in the best interest of public safety.

7.4 It is recognised however than should an event organiser continue to proceed with the event and

act against the advice of the SAG then enforcement action may need to be taken to ensure public

safety.

7.5 Individual members of the SAG must recognise the limitations and competencies of themselves

and their particular agency, and must act within these competencies

8. Review

8.1 These Terms of Reference will be reviewed annually or as necessary to ensure they remain

appropriate, fit for purpose and in line with current guidance and best practice.