This page introduces the Safety Advisory Group for Events (SAGE). Involved mainly with major events and unusual activities that may require additional attention, the SAGE will advise the event organiser of the outcome of their assessment of the event application. If any relevant subject has not been considered, eg fire or health and safety, the group will make recommendations to the event organiser to ensure a safe and well organised event. 

Contents

1. What is the Safety Advisory Group for Events? 
2. Do I have to consult the Safety Advisory Group for Events?
3. How does the Safety Advisory Group for Events work? 
4. How can I prepare for my meeting with the Safety Advisory Group for Events? 
5. Who are the members of the Safety Advisory Group for Events?
6. How can I get in touch with the Safety Advisory Group for Events?

1. What is the Safety Advisory Group for Events?

The Safety Advisory Group for Events (SAGE) is made up of representatives from various bodies in the Council and its partner agencies. 

The SAGE will normally only deal with major events. A major event is one which:

• Lasts more than 3 hours and when the total number of attendees (including both participants and spectators) is 500 or more, or
• Includes one or more activities which are sufficiently risky to require additional assistance above what is normally expected (eg. swimming races in the river).
  However, the SAGE may advise on other events as and when it considers it necessary.

The Group also inspects Designated Sports Grounds (under the Safety at Sports Grounds Act 1975) and Regulated Stands (under the Fire Safety and Safety at Places of Sport Act 1987).

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2. Do I have to consult the Safety Advisory Group for Events?

You are not legally required to consult the SAGE. However, consultation with the SAGE is strongly recommended and failure to do so may leave you open to criticism should something go wrong.

Although the SAGE does not have its own enforcement powers, some individual members can stop an event if they have serious concerns about it. For example, in certain circumstances, the Fire Brigade can serve a notice prohibiting the use of the event site.

If an event is to be held in a public park or on the highway, the SAGE can recommend that the Council revokes the land use agreement or permission for a road closure.

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3. How can I prepare for my meeting with the Safety Advisory Group for Events?

Invite any of your consultants or contractors who might be able to help answer questions.  This could be the site manager, health and safety advisor, head of security etc. 
Prepare an Event Management Plan. It’s your responsibility to write the plan, but individual members of the SAGE will  attend the meeting to answer any questions you may have.
Send the event management plan to the Coordinator at least one week before the meeting.
Don’t be nervous!  The SAGE is there to support you to run a safe event.  They will help to identify any issues you may have overlooked, but they are not trying to catch you out.

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4. How does the Safety Advisory Group for Events work?

The SAGE deals with events on a case-by-case basis, but the process usually works as follows:

• The event organiser contacts the Council to tell us about the event.

• The SAGE Coordinator arranges a meeting between the event organiser and the SAGE. The meeting is normally held around two months before the event takes place. 

• One week before the meeting, the event organiser sends the Coordinator a copy of his/her Event Management Plan. This is then circulated to members of the SAGE for their consideration.

• At the meeting, the event organiser gives a summary of the event and highlights key parts of the Event Management Plan. Then the members of the SAGE ask questions and give advice on their area of expertise.

• After the meeting, the Coordinator circulates the minutes. 

• The event organiser completes any outstanding tasks and sends any additional paperwork to the Coordinator for circulation.

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5. Who are the members of the Safety Advisory Group for Events?

The core members of the SAGE are:

• Bath & North East Somerset Council
• Avon and Somerset Police
• Avon Fire and Rescue
• South Western Ambulance Service NHS Foundation Trust

According to the event, other Council teams may be recruited to the SAGE for specialist advice.  These may include:

• Corporate Health and Safety
• Emergency Management Unit
• Environmental Protection
• Licensing
• Food Safety
• Building Control
• Traffic and Safety
• Transportation and Highways
• Parking Services
• Neighbourhood Services
• Property and Legal Services
• Planning Services
• Health and Safety at Work

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6. How can I get in touch with the Safety Advisory Group for Events?

To contact the SAGE either email event@bathnes.gov.uk or telephone 01225 396056.

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