Boston Safety Advisory Group (SAG)
Safety Advisory Groups (SAG) came about as a result of the findings into the Hillsborough Stadium Disaster and are now recognised as a fundamental core planning forum for safety planning at public events.
Boston's Safety Advisory Group (SAG) role is to provide specialist advice to event organiser's to aid them in complying with their public safety and wellbeing functions. It is the Groups main objective that all events held in the district uphold the highest standards of public safety and wellbeing of the public, operatives, participants etc. The group is partnered with South Holland District Council for resilience purposes.
The role of the SAG is completely separate from the operational management of the event. It remains the event organiser and land owners responsibility for the health and safety of all those involved with the event inc. stewards, volunteers, stall holders, visitors and spectators.
Please complete the Event Notification Form and email to BostonBCSag@boston.gov.uk or post to:
FAO: Boston SAG, Municipal Buildings, West Street, Boston, PE21 8QR
When completing the form please ensure you include as many details as possible, even if it is an 'idea', this allows the members to understand your proposal and provide any necessary advice and help, especially in relation to whether licences are required or road closures as these are time dependent.
Once the completed form has been received it will be forwarded to SAG members asking for any comments or questions, this process takes approximately two weeks, dependent on work patterns of the members. You will be contacted after this period with any feedback provided or questions asked. You will also be informed what the next stages for the Event is i.e. whether any further paperwork such as an Event Management Plan, risk assessments, or attendance at a meeting is requested.
Core members of the group include:
- Public Protection Service
- Environmental Protection
- Lincolnshire Highways
- Lincolnshire Police
- Lincolnshire Fire and Rescue
- East Midlands Ambulance Service
- Council's Emergency Planning Service
A SAG representative may visit your event, you should be informed of this before the visit and they will make themselves known at the event on arrival.
To help you in producing an Event Management Plan The Lincolnshire Event Safety Partnership (LESP) team at Lincolnshire County Council has produced an Event Management Plan Template and a Risk Assessment Template , for further information or to view available courses, please visit the Lincolnshire Event Safety Partnership (LESP) website.
Event management plan and risk assessments
Large and major events should be backed up by an Event Management Plan which covers all the safety and organisational aspects of the event. It should be produced in conjunction with your risk assessment - the risks you identify should inform your decisions about the way the event will be managed. As a rule of thumb the bigger the event and/or riskier the activities, the more detailed the plan should be.
The Event Management should cover and detail the following points as a minimum:
- About the Event - a summary about the event including date, time, location, what is occurring, set up and take down etc.
- Accessibility/Event that effect the highways - if you believe your event will impact any way on the public highway or if you would the surrounding roads to be kept clear of planned road works, please complete the register an event form with Lincolnshire County Council
- Amusements, attractions and displays - this can include, fireworks, lasers, sky lanterns and drones to name a few. It is strongly recommended that you look at the Civil Aviation Authority website to check if you need to contact them
- Catering Facilities (PDF) [839KB] (opens new window)
- Lost, Found & Vulnerable persons
- Communications (Word doc) [15KB] (opens new window)
- Crowd Management:
- Guidance for Organised Cycling Events within Lincolnshire (PDF) [339KB]
- Emergencies - Some larger scale events will require full contingency plans but it is worth considering worse case scenarios in all cases, for example what to do if there is inclement weather and how that affects your event, stage or other temporary structure collapse, overcrowding, major accidents, plan for cancelling event if needed due to weather or poor take-up, effects on budget, see more about event incidents and emergencies on the HSE website
- Entry to the Event - how will you monitor attendee numbers etc. what actions you will take when capacity is reached, how do you assess the capacity of the event.
- Electrical Installations and Lighting
- Emergency Planning
- Fire Safety - see fire safety advice from HSE
- Information and Welfare - providing information and welfare services at an event contributes both to the safety and wellbeing of the audience and helps the organiser to identify and breakdown of services or facilities on site. You must ensure that the roles and responsibilities of information and welfare workers are established in advance, and brief stewards and emergency services of the nature and extent of information and welfare services provided. Locate information and welfare services in suitable accommodation, well sign-posted, easily accessible and properly lit.
- Medical cover and first aid - Event organisers should ensure that appropriate medical, ambulance and first-aid is available for all events, whatever their type and size, for further information please see the Medical Cover and First Aid guidance (Word doc) [13KB] or visit the NHS website
Event organisers must carry out an assessment of first-aid needs to determine what to provide employees and although the Regulations do not place a duty on employers to provide first-aid for non-employees, it is strongly recommended that non-employees should be included in the assessment and appropriate provision is made for them.
- Noise Management Plan - see event noise management on HSE website
- Refuse and Waste - see event waste handling on HSE website
- Site Layout - see event venue and site design on HSE website
- Stewarding and Security (Word doc) [17KB]
- Temporary Structures - see temporary event structures on HSE website
- Terror Planning - see GOV.UK for ACT Awareness eLearning and view the LESP counter terrorism guidance (PDF)
- Guidance on Organising Tractor Runs
- Traffic Management Plan & Transport - this needs to include vehicles on site deliveries, spectators vehicles, display vehicles, stall holders vehicles. We also recommend reviewing the event transport safety on HSE website
- Working at Height - see working at height advice on HSE website
Lincolnshire Event Safety Partnership (LESP)
Boston Safety Advisory Group sits as part of the Lincolnshire Event Safety Partnership seeks to facilitate a thriving, safe and supportive environment through the local Safety Advisory Groups across Lincolnshire.
For more information, templates and assistance on running events please visit the Lincolnshire Event Safety Partnership website.