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Public events planning

Dorset has many successful public events, which makes it a great place to live and to visit. Most of these events are run by volunteers but there are also some large professional companies operating in the county on an annual basis.

Safety Advisory Groups (SAG)

Dorset Council may arrange a meeting between event organisers and relevant public services. Alternatively event plans can be emailed to these services. Whether a meeting is desired depends on the size and nature of the event.

This is not a statutory role but can assist in the sharing of information and provision advice, promoting good practice and considering the impact on local communities.  

The event organiser is legally responsibility for ensuring the safety of their event. 

There is also an Events Team for Weymouth Town Council who provide this role for events held in that area.

As part of this liaison role, there are links to the following services:

  • Dorset Police (Community Policing and Operations Planning)
  • Dorset Council services: Highways Management, Trading Standards, Environmental Health, Emergency Planning, Building Control, Licensing, etc.
  • Dorset Fire and Wiltshire and Rescue Service (Legislative Fire Safety Team)
  • Health Agencies (Public Health England)
  • South West Ambulance Service Trust
  • HM Coastguard

Events within the Dorset Council area

All large events in Dorset have existing relationships with their respective safety advisory groups, however if you are planning for a new event and are in search of guidance there are a number of tools available to read below. These tools help event organisers in documenting their procedures for both the "steady state" (normal operation) of the event as well as during an emergency (crisis state).

Event guidance

General guidance for larger events

The Purple Guide - the essential guide to event organising. Please note there is a £25 subscription fee to access the information on this website

West Dorset guidance for organisers of large events - aimed at events of more than 500 people

Understanding crowd behaviours - these reports provide planners with clear direction, and supporting information, about the assumptions that can reasonably be made about crowd behaviour

Water guidelines for festivals - this guidance is useful for any event that is supplying water

General guidance for small-scale events

Local small events guide - based on the principles of health and safety management and risk assessment

Specific guidance

Guidance for events with bonfires or fireworks

Guidance for planning street parties

Guidance for organising a voluntary event

Guidance for holding cycling events

The Purbeck Cycling Plan

Balloon and Sky Lantern Release Policy 2018 - North Dorset

Balloon and Sky Lantern Release Policy 2018 - West Dorset

Balloon and Sky Lantern Release Policy 2018 - Weymouth and Portland

Agencies to be sent copied of Event Management Plans - East Dorset

East Dorset area SAG agency details
AgencyEmail
SW Ambulance Service andrew.ashford@swast.nhs.uk
Highways trafficteam@dorsetcouncil.gov.uk
Emergency Planning emergencyplanningteama@dorsetcouncil.gov.uk
Dorset Police tim.travers@dorset.pnn.police.uk
Dorset CCU Link matthew.weller@dwfire.org.uk
Fire Service stuart.granger@dwfire.org.uk
Community Safety and Pollution gary.smith@dorsetcouncil.gov.uk
Public Health and Protection publichealthteamc@dorsetcouncil.gov.uk
Partnership Health and Safety andrew.broomfield@dorsetcouncil.gov.uk
Partnership Licensing licensingteamc@dorsetcouncil.gov.uk
Police Planning OCPS@dorset.pnn.police.uk
Partnership SAG contact licensingteamc@dorsetcouncil.gov.uk
Police Licensing licensing@dorset.pnn.police.uk

Contacting your local SAG

If you intend to hold a festival or gathering in the foreseeable future it is recommended that you contact the SAG Chairperson in your area well in advance of your event and outline the event details such as its scale, target audience and the intended activities on site and proposed dates. A large scale event intended to host thousands of people can take over 12 months of planning from concept to the delivery stage (depending upon its complexity).

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