Holding events in our parks

Runnymede's Safety Advisory Group (SAG) advises on safety aspects for public events that are planned to take place. A SAG is a collective of agencies that have a function or interest in public safety that come together to assess plans for events where there might be issues for public safety.  

The SAG is made up of representatives from

• Runnymede Borough Council
• Surrey Police
• Surrey Fire and Rescue Service
• South East Coast Ambulance Service
• Surrey County Council

What sort of events does the Safety Advisory Group consider?

In general, large scale public events held in our parks or open spaces are the main concern,  smaller events may be contacted by the SAG, depending on the type of event.

Events considered by the SAG would depend on the level of risk and could include

• agricultural shows
• large fetes
• fun fairs
• marathons or road races
• open air music festivals or concerts
• processions
• sporting events
• trade shows

Community events

Runnymede Borough Council are committed to putting the safety and wellbeing of our residents first.

If you are hoping to have an event in Runnymede you should review and strongly consider the following

• event planning timescales involved, and any sector specific guidance issued by Government and/or the relevant sector.
• licensing implications and timescales

The SAG meets regularly to discuss events that are coming up within our Borough. Event organisers may be requested to attend a meeting of the SAG so that the event can be discussed in advance to help event organisers consider all aspects of safety planning. The SAG seeks to assure that event organisers have planned for contingencies/emergencies that might occur so that the event runs safely, and that this is reflected in your documents.

Event organisers may be asked to provide the SAG with information and documents in advance of the date of the meeting (see the timescales for how far in advance documents should be submitted), which may include

• Event management plan demonstrating how you will ensure that your event is safe, has been properly planned, organised and managed
• Fire risk assessment
• Traffic management plan and parking plan
• Site plan
• Procedure for lost and found children and vulnerable persons
• Your plans regarding the provision of first aid
• How you are going to manage licensable activities including the sale of alcohol
• Any  other relevant documents

When planning an event where more than 500 people are expected to attend, the SAG would require a minimum of six months' notice.

SAGs are non-statutory bodies and as such do not have legal powers or responsibilities and are not empowered to approve or prohibit events from taking place. Event organisers and others involved in the running of an event retain the principal legal duties for ensuring public safety.

Road closures and events on the Highway in Surrey

If a road closure is required you will need to apply separately for a temporary road closure. Most road closure requests are determined by our Democratic Services team. Service information including how to apply can be found on road closures

If the event will cause any public footpaths or rights of way to be blocked/closed, you must apply to Surrey County Council for a Special Event Closure Order, as obstructing a public footpath is an offence.

Email rightsofway@surreycc.gov.uk to apply for a Special Event Closure Order. There will be a charge for this service. 

Surrey County Council provide guidance on its website for event organisers and public events on the road  together with some useful timelines. 

Large scale sporting events on the road are determined by Surrey County Council. Further details, including how to apply can be found on Surrey County Council’s website Organising road closures for sporting events From this page, there are links to other pages including a  Framework for Coordinating and Approving Events on the Highway  It must be stressed this information is generally in respect of sporting events on the highway but will give event organisers a better understanding of the formal processes to be followed in readiness for delivering an event.

Check if your event needs a licence

You may require a licence for your event if you plan to

• sell or supply alcohol
• provide regulated entertainment
• offer gambling

For more information see licensing

For small events (less than 499 people attending, including staff/volunteers/performers), see our information on temporary event notices

If you would like to hold an event in our Borough on Council land email our events team events@runnymede.gov.uk who will be able to help you with any queries.

If your query is better suited to the SAG rather than the Parks team email sag@runnymede.gov.uk