Event Process

12 - 9 months before the event

12 to 9 months before the event, event organisers should aim to have completed the following:

• Identify site venue and establish who owns the land;
• Contact landowner(s) to gain in principle agreement to use the land;
• Establish if there are any fees/charges and deposits that apply to your event;
• Check the terms and conditions relating to the use of the land;
• Check if there are local bylaws in force for the land; and
• Identify the regulatory requirements for your event and how this impacts on the land (i.e. Licenses and road closures)

Once you are confident of the requirements, event organisers should have:

• Submitted a formal application to the landowner(s) following the relevant landowner(s) application process; and

• Use of the land confirmed by the landowner(s) subject to regulatory requirements being in place.

At this stage the event organiser should start to plan the event.

9 - 6 months before the event

9 to 6 months before the event, event organisers should aim to have completed the following:

• Submit an event notification form to the District Safety Advisory Group. If you have booked land owned by SADC they will notify the Safety Advisory Group on your behalf;
• The Safety Advisory Group Chair will process the Event Notification Form within 7 working days of submission ;

• Once processed the event notification information will be circulated to members of the Safety Advisory Group, which includes the Police, Herts Highways, Ambulance Services, Herts Fire and Rescue, St Albans District Council (Licensing, Environment Health, Health and Safety, Emergency Planning), Parish/Town Councils and xxx.

Please note that at this stage we do not expect everything to be in place – the event notification form is used to notify key agency of your intentions to hold an event and provide them with a basic overview of what is involved.

Individual regulatory bodies will have the opportunity to check through completed Event Notification Forms from thier own regularoty perspective.  

Feedback from SAG members will be given to event organisers within 30 days of initial submission.

Event organises may be:

• Requested to provide more information;
• Contacted directly by individual SAG members to discuss specific regulatory requirements;

• Invited to meet with members of the SAG to discuss the event in more detail (Please note if the event is new, or of a specific nature, or has experienced issues in previous years the SAG will ask you to attend a meeting where support and guidance can be provided)

Event organisers will continue their planning using the support and guidance from the SAG members to produce event management documentation.

Please refer to the HSE publication "The Event Safety Guide: A guide to health, safety and welfare at music and similar events".

Please also refer to the Planning your event "Toolkit" within this section of the website.

3 - 1 months before the event

3 to 1 months before the event, event organisers should aim to have the following approved and in place:

• Temporary Events Notice’s or Premises Licenses;
• Charity collection licence;
• Street trading licences; and

• Road closures orders

Event Management Plans, Site Plans, Risk Assessments and Emergency Action/Safety Plans must be submitted to the landowner and the SAG no later than 1 month before the event is scheduled to take place.

This information will be reviewed as a last check that the arrangements in place are sufficient for the nature and size of the event and meet all regulatory and legislative requirements.

1 month before the event

1 month before the event, event organisers should aim to have completed the following:

• All event documentation MUST be with the Safety Advisory Group and  landowner or landowner representative;
• Site visit with landowner(s) and if deemed appropriate with members of the SAG; and

• Meet with landowner or landowner representative to carry out a conditional site inspection prior to handing over the land (essential for reinstatement purposes).

Please note St Albans District Council and its representatives have the right to refuse use of a public space if:

• The above timescales have not been adhered to;
• A last minute request has made;
• The required documentation and event management arrangements are not in place; 
• Regulatory and legislative requirements have not been met; or
• Members of the Safety Advisory Group are not satisfied with the arrangements in place.