Safety Advisory Group (SAG)

The SAG will help you prepare for you event by helping  you to think through:

• safety
• welfare
• operational issues

You may be invited to the SAG because:

• it’s a condition of your licence or site booking
• your event is large, public, or complex
• your event includes higher‑risk elements (such as stages, large crowds, road closures, alcohol, or fireworks)
• the council wants to support you with early planning

Being invited does not mean there’s a problem with your event.

The meeting is chaired by the council and usually includes representatives from teams such as:

• events 
• regulatory services (environmental health, trading standards and licensing)
• highways and parks
• emergency planning

As well as:

• fire, ambulance, and police services

Sometimes extra specialists will attend if your event needs it.

The SAG does not give approval or permission.

You, as the organiser, remain responsible for:

• the safety of the public
• staff, volunteers, and contractors
• managing risks at your event

SAG members will offer advice to help you meet these responsibilities.

SAG meetings are meant to be supportive and helpful, not to stop events taking place.

Comping prepared and being open about your plans will help you to get the most out of the meeting.

You will be asked to:

• give a short overview of your event
• answer questions about your plans

The group will then offer advice and may suggest improvements. You can also ask questions and get guidance from the professionals present.

Yes, but don’t worry - this depends on your event.

You may be asked to send documents in advance, such as:

• an event safety management plan - we’ve provided a checklist of what this should include
• risk assessments - you can use our blank risk assessment template and see an example completed risk assessment
• site plans
• public liability insurance - the minimum level of cover is £5 million, or £10 million for larger events

Draft documents are fine if your plans are still developing. The SAG understands that events are finalised over time.

Most SAG meetings last up to one hour.

Smaller events may only need a short discussion. Larger or more complex events may need follow‑up meetings.

No. SAG meetings are held virtually.

Typical topics include:

• what your event is and who it is for
• expected attendance numbers
• site layout and timings
• first aid and fire safety
• security and stewarding
• toilets and welfare
• traffic, parking, and road closures
• emergency plans and evacuation
• noise and licensing
• risk assessments and safety planning

This is to help everyone understand how your event will run safely.

After your SAG meeting, you will receive:

• notes from the discussion
• any actions or recommendations

For some events, you may also be asked to return to a later meeting or attend a post‑event debrief.

If you have questions before or after your meeting, you can contact the events team:

• events@solihull.gov.uk