The Royal Borough of Windsor & Maidenhead Safety Advisory Group (SAG) exists to support event organisers to ensure that, as far as is reasonably possible, events in the Royal Borough take place safely and successfully.
They will review plans for all events taking place within the Royal Borough to which the public have access, whether the venue is public or private; the arrangements are ticketed or unticketed; free or for payment; traditional or innovative; annual, monthly or exceptional; for profit, voluntary or charitable.
They have a core membership as below. Other stakeholders will be included as necessary depending on the nature of the event;
- Royal Borough of Windsor & Maidenhead.
- Thames Valley Police.
- Royal Berkshire Fire and Rescue Service.
- South Central Ambulance Service NHS Trust.
If you are intending to hold an event, for large events you should complete and submit a SAG notification at least six months before the event is due to take place. For smaller events we need at least three months notice. If a notification is submitted in less than these timescales the SAG may not be able to properly review the event plans and make any necessary comments, in which case the event may not be able to go ahead.
This should be followed as soon as possible by full event plans, including, where applicable, traffic management plans, emergency plans, health and safety arrangements, medical plans, fire safety plans, and all relevant risk assessments.
More detailed guidance can be found in the Guidance to Organising Safe Entertainment, below.
Much of the work of the SAG can be conducted electronically but it does meet at regular intervals to review event plans that have been submitted. Event organisers may be invited to attend a SAG meeting if that is felt necessary.
The SAG is an advisory body only and has no power to “approve”, ‘authorise’ or ‘ban’ events. It will advise event organisers if it thinks that event plans are satisfactory, and if not, the steps that the SAG feels are required to be taken to bring the plans up to a satisfactory standard.
Important – While the COVID-19 outbreak continues and until all restrictions are lifted it is essential that event organisers follow the latest government guidance that applies to your event. This will involve a full written COVID-19 risk assessment which the Royal Borough SAG will expect to see with your event plans. We will need at least four weeks notice to be able to review a COVID risk assessment but even then we cannot guarantee that we will be able to fully review it in this timescale, and if that is the case we cannot be held responsible for the event not going ahead.