The West Lancashire Event Safety Advisory Group (ESAG) enables
key agencies to work together to look at safety issues for any
public events taking place in the borough. The aim is to provide
event organisers with support and guidance to ensure that any
events are carried out safely and successfully with consideration
for the wider community.
Who is on the group?
The Event Safety Advisory Group consists of a number of agencies
that work to maintain and enhance public safety:
- West Lancashire Borough Council
- Lancashire Constabulary (Police)
- Lancashire County Council Highways
- North West Ambulance Service NHS Trust
- Lancashire Fire and Rescue Service
How the Event Safety Advisory Group (ESAG) works
If you’re planning an event to which the public are invited, the
Council’s Licensing Service is your first point of contact. Initial
notification of an event will be forwarded onto the ESAG for
review. We advise that you submit your documentation as early as
possible to ensure each ESAG member has time to respond.
We ask all event organisers to submit the following:
- Notification to the Council’s Licensing Service within the
timescale stated in the event organisers’ guide (download below)
and before publicly announcing the event.
- Submit event risk assessments (see event organisers’
guide)
- An event management plan (download below)
- A site plan
- Details of any stewarding arrangements
- A copy of the event's insurance certificate.
Once the event notification information is submitted, we
will:
- Circulate to ESAG members for information and possible
action
- Members of ESAG may sometimes require further information,
however, a formal meeting is not normally required unless one or
more proposed events are large-scale and present significant
potential risks to the public
- If formal licences or approvals are required for the event, the
event organiser will be advised accordingly.
Advice for planning and organising an event
If you’re organising an event, there are a number of
responsibilities placed upon you as the organiser. It’s your
responsibility to exercise control of the event and ensure all
reasonable precautions are taken to maintain the safety of people
at the event.
The following pointers should help you in your event
planning.
- Create a planning timetable including key dates
- Identify a team of people to help plan, organise and run the
event, who can take responsibility for public safety
- Be clear about what you can achieve on your budget
- Carry out a risk assessment to ensure public safety
- Consider whether your event will cause disruption to
traffic
- Consider whether your event will require a licence
ESAG has produced two documents to help you organise your
event:
Guide for event organisers
The guide gives an overview of the responsibilities and
requirements of the event organiser. It outlines the documentation
you’re required to submit to support your application and gives the
required time scales for notifying the Council of your event.
Event safety management plan
If you're organising a large event, you must complete the event
safety management plan. However, for smaller events it’s still good
practice to complete the plan - the plan is scalable and should be
developed as applicable. Not all the sections may apply to your
event.
Contact details
The Council’s Licensing Service will act as the gateway into the
Event Safety Advisory Group, as well as providing details of any
licensing requirements. Initial notification should be sent to:
Licensing service, Robert Hodge Centre, Stanley Way,
Skelmersdale WN8 8EE
Tel: 01695 585015
Email: licensing.enquiries@westlancs.gov.uk
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