Plan an outdoor event

2 weeks prior to event day the following licence applications should be being considered (if not complete already) where required:

• The Music Licence (PPL/PRS) - 5-7 working days minimum prior to the event.
• TENS licence - 10 working days prior to the event.
• Street based activity permit - 10 working days minimum prior to the event.
• Collection of donations - street collection permit - 10 working days minimum prior to the event.
• Leafleting/printed material distribution licence (not required if only leaflets are on stalls, roving leafleting only) - 14 days minimum prior to the event.

1 month prior to event day the following licence applications should be being considered (if not complete already) where required:

Trade in a Designated Area Licence these are annual, so only needed for the first event being held for an annual period. Should be submitted 28 days (minimum) prior to this first event date. If events are not reoccurring over an annual period, this is not required but a street-based activity permit may be.

The event organiser should also ensure the following are in place and have been shared with the relevant teams as appropriate and if not already shared:

• Event management plan.
• Site plans/maps.
• Event risk assessments.
• Insurance (minimum £10 million PLI)
• Noise management plans (if applicable).
• A list of food vendors via the data capture sheet available from food.safety@kirklees.gov.uk (where food vendors are involved in the event).

3 months prior to event day the following should be considered (if not applied for already) where highways support is required:

• Permission to clos the highway must be obtained from the Kirklees Council Highways Network Management Team.
• Temporary traffic restriction request - 12 weeks minimum prior to the event day.

5 months prior to event day for events over 499 capacity (including attendees, staff, performers, staff holders and others) the booking form should be completed and submitted. Please note: if less than 499 capacity a SAG is unlikely to be required. Therefore, completion of the booking form can be submitted with less notification but should still be in line with permit and licence applications deadlines and timelines for road closure notifications.

It is recommended prior to making your event application that you also read the following to ensure you have a full understanding of what is available for the event, what requirements there are on event organisers, and how event organisers and others in the event booking process can work together.

1. Outdoor events planning
2. Music in Kirklees: Green events guide
3. Outdoor events planning: Help and advice
4. Town centre spaces
5. Parks
6. Licensing
7. Food safety guidance
8. Trade waste
9. Organising a street party (only to be applied for as part of a national event)
10. The Purple Guide (events industry guidance - fee payable for access to this)
11. ProtectUK (Counterterrorism advice)

You may be asked for copies of the following, depending on your event specifics, so please have these to hand electronically to upload when prompted:

1. Copies of the event management plan(s).
2. Copies of the site plans/maps.
3. Copies of the event risk assessments.
4. Copies of traffic management plans, including traffic management operative competency evidence.
5. Copies of insurance certificates.
6. Copies of noise management plans.
7. A list of food/drink vendors, preferably with their hygiene rating identified.

If you are unable to upload these at the time of application, please ensure that you prepare/arrange for them to be available when requested in the approval process.

Throughout the event planning journey, event bookers may need to contact specific services for informal discussions and specific help and advice. These are some of the main contacts that event bookers might find useful:

1. Hire of town centre spaces (Huddersfield, Dewsbury and Batley Town Centre spaces) - Email towncentreevents@kirklees.gov.uk
2. Hire of parks/greenspaces - Email env.pops@kirklees.gov.uk
3. Oakwell Hall (to select Oakwell Hall please select "town centre space" booking on the booking form) - Email oakwell.hall@kirklees.gov.uk
4. Temporary traffic restriction (via Kirklees Council Highways Network Management) - Email TMA.Permits@kirklees.gov.uk
5. Parking - Email parking@kirklees.gov.uk
6. Music/alcohol - Email licensing@kirklees.gov.uk
7. Food safety - Email food.safety@kirklees.gov.uk
8. Noise - Email pollution@kirklees.gov.uk
9. Trade waste - Email trade.waste@kirklees.gov.uk
10. General enquiries - Email sag@kirklees.gov.uk
11. Planning - via Kirklees Direct
12. Creative Kirklees - Email arts.creativity@kirklees.gov.uk
13. Music in Kirklees - Email music@kirklees.gov.uk
14. Police - Email xa.fpu@westyorkshire.police.uk
15. Police - Email rps@westyorkshire.police.uk
16. Police - Email contingencyplanning@westyorkshire.pnn.police.uk
17. Ambulance - Email yas.wyroadclosureandtrafficnotifications@nhs.net
18. Fire - Email fire.control@westyorksfire.gov.uk
19. Buses - Email NetworkManagementOfficers@westyorks-ca.gov.uk

Please note: If you have already submitted your application and have an application reference number, please quote this in correspondence as it will help the team(s) contacted locate your event and give you a more detailed and tailored response.

The following timescales need to be considered by event planners when applying for an outdoor event in a Kirklees Council space.

1. Events with over 499 capacity - 5 months notice.
2. Licensing
• Premises licence - 2 months.
• TENS licence - 10 working days before the event.
• The Music Licence (PPL/PRS) - allow 5-7 working days minimum.
3. Leafleting/printed matter distribution licence - 14 days' notice (minimum)
4. Street based activity permit - 10 working days minimum
5. Collection of Donations: 10 working days before event where collections will be taking place.
6. Trade in a designated area licence - 28 days prior to the 1st day of activity commencement within an annual period. Please note: These permits, unless otherwise stated, are applied for via the appropriate sections of the booking form. If you do not complete these sections of the booking form prior to its submission you may be required to complete standalone application forms at a later date, and this could cause delays in your booking request.
7. Highways Approval timescales: 12 weeks based on the following lead times. Please note: requests relating to highways can be made via the Roads and Parking section of the booking form. If you do not complete this section of the booking form prior to its submission you may be required to complete a standalone application form at a later date, and this could cause delays in your booking request.

Pre-event costs

1. Town centre spaces hire charges
2. Parks hire charges
3. Where parking bay disruption is likely due to the event, the Kirklees Council Parking Team may charge for loss of income.
4. Waste management costs may be payable.
5. Licensing/permits charges.
6. Apply for a premises licence
7. Apply for a temporary events notice
8. Get a licence to play live or recorded music
9. Apply for a distribution of free printed matter licence (not required if leaflets are being handed by stallholders from stalls)
10. Apply for a street based activity permit
11. Apply for consent to trade in a designated area (where an annual licence is required only).

Please note: Currently, there are no costs in place for highway closures due to temporary events; however, this is subject to change.

Post event costs

If there is any damage to the outdoor event space hired, the council may seek compensation for this from the event planner to allow damage to be rectified. Therefore, it is important that event planners ensure that the appropriate insurances are in place.

Cancellation costs

If the event is cancelled, where payment has been made, any administration fees and deposits will be retained by the council, with the remainder returned to the hirer.

A number of town centre sites can be used for outdoor events across Kirklees. Please check its availability with the Town Centres team prior to starting the application process.

There will be a number of costs that may be applicable to your booking. This may include administration fees, deposits/bonds, licences, hire costs, cancellation costs, and possible site recovery/restoration payments.

Once the booking is confirmed, you will be sent a copy of the terms and conditions for your booking which you will be required to sign and return as per the instructions they outline.

For further information or queries around town centre spaces that can be used for outdoor events please contact the team responsible for hiring out town centre spaces for events.

A number of greenspace/parks sites can be used for outdoor events across Kirklees. Please check its availability with the Greenspace/Parks team prior to starting the application process.

There will be a number of costs that may be applicable to your booking. This may include administration fees, deposits/bonds, licences, hire costs, cancellation costs, and possible site recovery/restoration payments.

For further information or queries regarding town centre spaces available for outdoor events, please contact the team responsible for hiring these spaces.

It is advised that event planners consider the impact of their event on the travelling public before making an application for their activities. A risk assessment will help identify what measures are required to keep the public and event participants safe. Where any restrictions on access, parking, or movement of people are involved, then a Temporary Traffic Regulation Order may be required; this can be a lengthy legal process, so applications must be made with at least 12 weeks' notice - even if the event has operated previously.

There needs to be a balance between the benefits to those attending the event and the inconvenience for those affected by the closure. Therefore, it is required that the event planners consult with West Yorkshire Metro/Combined Authority, West Yorkshire Police, West Yorkshire Fire and Rescue Service, and Yorkshire Ambulance Service. Others likely to be impacted by the event may also include businesses, residents, local hospitals, railway stations, doctors' surgeries, railway stations, and schools. Where possible, have a summary of responses received from these discussions to add to your booking application along with information on how any issues raised were resolved.

An impact proportionate Traffic Management Plan will be required if the highway is to be restricted. This plan should identify the extent of highway restrictions (temporary traffic restriction), diversion routes, signage schedules, emergency service access/egress points, and approved traffic management contractor contact details (where appointed). External traffic management companies can provide these plans for you. You can contact the Kirklees Highways Network Management team for advice on local companies (note: These are independent companies and are not associated or endorsed by Kirklees Council).

Traffic management operatives/contractors appointed should provide the event booker with copies of their competency certification. This demonstrates the ability of the operative or person to successfully or efficiently undertake the specific task identified. If there is no traffic management company involved, please consider how the closure is intended to be managed and ensure that confirmation of competency for any operatives undertaking these activities can be provided (for instance: evidence of past experience, any certifications in place).

1. Where a request is made to close a road, this may be closed under section 16A of the Road Traffic Regulation (Special Events) Act 1994.
2. Local traffic authorities must obtain the Secretary of State for Transport's approval to make special event order where the affected length of road has already been subject to a section 16A Order in the same calendar year (1st January to 31st December). The Secretary of State for Transport will make the final decision on applications sent for consideration.
3. The decision to permit the closing of a road, or not, may not rest with Kirklees Council.
4. There is no guarantee legal approval to close a road will be obtained.
5. Event organisers should ensure before applying for a temporary traffic restriction, that:
• It is not reasonably practicable for the event to be held other than a road.
• Event planners have considered the safety and convenience of alternative routes for traffic that would be affected by the order.
• Pedestrian access will be maintained to affected premises.
• Public Liability Insurance (minimum £10m) that covers the event activities being undertaken is in place.
• A traffic management plan is in place, along with traffic management operative competency evidence (see above.)
• Event planners have consulted key stakeholders and can share their comments (see above).

1. Applications must be submitted in line with timescales.
2. It is the responsibility of the Event Organiser to ensure all required information is provided with this application form, along with any associated supporting documentation requested as a result of discussions with Kirklees Council's Highways Network Management, is supplied in a timely manner to enable the impact of the event on the highway to be assessed. Late applications may not be assessed or authorised in time and may not be allowed to proceed.
3. On full receipt of information (as per conditions 1 and 2), Kirklees Council's Highways Network Management will endeavour to process all applications within the specified notice period but are not responsible for any consequences if the necessary order is not made in time for the event to take place.
4. Event organisers must adhere to all requirements of any legal order issued.
5. There is no guarantee you will be able to close a road to hold your event even if approval has been granted if the situation is beyond the control of the council.
6. Works to the highways or apparatus within, may need to be carried out urgently and this may affect the operation of your event. Whilst the Council will endeavour to prevent or reduce the impact of such incidents, there may be issues that are beyond the control of the council.
7. It is the event organiser's responsibility to ensure any road closed as part of an event is returned to original condition before being reopened to normal traffic flows. This includes the removal of all equipment, materials, and litter associated with the event. Any equipment, materials or accumulation of rubbish that remains on the highway after the event is due to end (including any breakdown period) will be treated as an unlawful obstruction of the highway for which the Event Organiser is responsible.
8. The Event Organiser in applying for an order indemnifies Kirklees Council for any costs incurred. Any damage or activity requiring the council's attendance before, during or after the event, will be the responsibility of the Event Organiser, and all reasonable costs in rectifying the situation will be recharged to the named Event Organiser. All charges to be paid in full within 10 working days of the council issuing an invoice.
9. Emergency vehicle access should be provided at all times for emergency (blue light) situations or agreed in writing with the relevant organisations if access cannot be maintained and attached with this application.
10. It is the responsibility of the Event Organiser to assess the suitability of the event proceeding if weather or other conditions deteriorate and this presents a safety risk.
11. Kirklees Council are not responsible if the event is unable to go ahead as a result of a refusal to close a highway, either entirely or in part.

Below is the information required by the Kirklees Council Highways Network Management Team to process road closure requests.

• Insurance with a minimum of £10 million public liability insurance.
• Events plan (including emergency access and egress plans).
• Event risk assessment.
• Traffic management plan.
• Confirmation of no objections from those consulted.

Please contact Kirklees Council Parking in the first instance for any advice/guidance/information around:

• holding your event in a council car park.
• for advice on parking provision.
• for issues linked to displacement of parking as a consequence of your event.

Event organisers must consider parking and inform the Kirklees Council Parking Service if their event might/will affect parking for any local residents.

Use of car parks for funfairs

Only two council owned sites allow funfairs on them: Bradford Road car park at Cleckheaton and Wards Hill car park in Batley.

These come at standard rates, dealt with by the Kirklees Council Legal Services Team.

Those running funfairs would have to provide insurance covers.

For further queries and/or for more information please contact Kirklees Council Parking in the first instance.

Licensable activities include (but are not limited to): licensable activities such as selling alcohol, providing regulated entertainment, and serving late-night food and drink (11pm to 5am).

A premises licence is required for ongoing licensable activities at a site and/or the event capacity where the licensable activities will be carried out is over 499.

A Temporary Event Notice (TEN) is required to hold a licensable activity where the event capacity is 499 or lower and being carried out on unlicensed premises, or when the activity is not covered by an existing premises licence. TENs can be used for one-off events or to extend the hours or activities permitted by a premises licence.

For further information on premises licences or TENs, please contact Kirklees Council Licensing. They will advise you of the appropriate license required and, if one is already in place any other actions you need to take.

Premises licence

Some Kirklees Council outdoor event spaces have a standing premises licence in place. Queries can be made to confirm if one is in place for the location(s) being considered for the event by contacting the Kirklees Council Licensing Team.

If there is not a premises licence in place, then the event organiser(s) will need to apply for one. Please complete the premises licence application and send to Kirklees Council Licensing. Please contact Kirklees Council Licensing team before completing this application.

TENS

A fee for this licence is payable to the Kirklees Council Licensing Team and a separate application for this will need to be completed on the Kirklees Council Apply for a TEN webpage. Please contact Kirklees Council Licensing team before completing this application.

TENs can last up to 168 hours (a week) for premises, but there must be at least a 24-hour gap between events authorised under separate TENs in relation to the same premises. In a year, a maximum of 21 days (three weeks) of TENs are permitted in relation to individual premises.

You must be at least 18 to apply for a TEN.

You can only apply for a TEN as an individual, not an organisation and the number of times a premise user may be given a TEN is 50 times in a calendar year for a personal licence holder and 5 times in a calendar year for other people.

Where the event being planned will be playing live or pre-recorded music, The Music Licence (PPL/PRS) will need to be obtained.

The Music Licence (PPL/PRS) allows the use of music and collects royalties for the music industry.

The Music Licence (PPL/PRS) may already be in place for the chosen event venue(s). However, if not then the event booker will need to apply for it. The Music License (PPL/PRS) applications sit outside the Local Authority licensing remit. Applications need to be made via The Music Licence (PPL/PRS) .

You may need permission to distribute free printed material at your outdoor event. For any queries you can contact the Kirklees Council Licensing. Free printed material includes, but isn't limited to:

• leaflets or cards
• free newspapers
• takeaway menus or other promotional material

A leafleting and printed material distribution licence is only required where the activity requires having roving agents. It is not needed for those leafleting or handing out printed material from their stalls. The booker will also need to consider this licence if they wanted to stand in a town centre in the days or weeks leading up to the event to promote it.

Licences can be applied for by completing the relevant section relating to leafleting on the booking form. If you do not complete this and later identify leafleting activities will occur, you may be asked to apply for a distribution of free printed material licence.

If a Licence is granted, the temporary badges to identify those officially authorised to carry out these activities will be issued. Please note, these are chargeable.

Kirklees Council need not give consent to any application where it considers that the proposed distribution would, in all circumstances, be likely to lead to defacement of the designated land. Where consent is not granted, the licence application fee will not be refunded.

A street-based activity (for instance: stalls, canopies, performance space) permit allows you to run an event on the streets (spaces that are classed as a pedestrianised area or on highways not within a designated event space) which will then subsequently significantly obstruct pedestrian or vehicular traffic. If highways will be impacted.

This permit is not required in a park or designated town centre event space. A permit is also not required if the activity is within a road closure area.

Costs may be applicable for a street based activity permit.

If you wish to carry out a street-based activity, you may be required to complete a permit application. To do this the applicant must be 17 year or over.

Please contact the Kirklees Council Licensing Team for more information on if a street based activity permit is required and how this needs to be applied for.

You may need a licence to collect donations for charity, depending on the type of collection and the location. This is known as a Street Collection Permit. Collections include both direct (money/card payments taken onsite at the time of asking) and indirect (payments taken at a later date based on bank details provided).

Licences can be applied for by completing the relevant section relating to Street Collections on the Booking Form. If you do not complete this and later identify street collection activities needing to occur, you may be asked to apply for a street collection permit.

To support your application, if you have collected donations before, you will be asked to provide a form of statement which details the proceeds, expenses, and application of the proceeds from that donation collection activity. This form of statement should usually include the following information:

• The permit number donations were collected under.
• The name of the permit holder for previous collection activities.
• The date(s) of the previous collection activities under that licence.
• The purpose of those collections.
• The amount received.
• A list of the collectors.
• A certificate from the permit holder that the information is true to the best of their knowledge.
• A certificate from an accountant that the information is true to the best of their knowledge.

After collection activities, you should report the result of your activities to the Kirklees Council Licensing Team by submitting a Street collections returns form.

Any queries on the collection of donations should be sent to Licensing.

The Trade in a Designated Area Licence allows you to sell goods or services in a specific area of the public highway. These are often provided as an annual permit but may also be required for one-off events.

There is a cost for permits to trade in a designated area which will vary based on event requirements.

If a Licence for Trade in a Designated Area is granted, an identification badge may be issued with the form of Consent.

Please contact the Kirklees Council Licensing Team for more information on Trade in a Designated Area licences to identify if one is required and, if so, how this needs to be applied for and any associated costs.

When applying for this Licence the applicant may need to provide a detailed plan and site photograph from which they wish to trade and showing the exact location of the vending vehicle/trailer(s).

Any further queries on the trade in a designated areas licence should be sent to Licensing.

If your event involves any food or drink stalls (including products or samples) a minimum food hygiene rating of 3* and above will be required (demonstratable or achieved), however a rating of 4* and above is recommended and may be required for certain events. The booking form will ask for a list of known providers along with their hygiene ratings to be uploaded. If you do not upload them during the booking application process, please contact the Kirklees Council Food Safety team via food.safety@kirklees.gov.uk for a copy of their food vendor data capture spreadsheet for submission to them at least 1 month prior to your event date.

Where there will be music/loud noise at the event, event organisers should consider working with a noise consultant to assess possible noise levels and develop noise plans.

The booking form will ask event organisers for the details of consultants worked with, and copies of any developed noise plans. If these are not provided at the point of completing the booking form, they should be emailed at the earliest opportunity to the Kirklees Council Noise team.

It is the responsibility of the event organiser to make the necessary arrangements to remove all waste produced by the event and leave the site clean and tidy.

Kirklees Council may be able to help by providing extra bins for use at your event. More details can be found on the Kirklees Council Trade Waste webpages.

There may be a charge for waste management services.

For further information please contact the Kirklees Council Trade Waste Team.

An event plan should be created by the event organiser to clearly outline the details of the event including, but not limited to:

• Site plan
• Event risk assessment
• Counterterrorism considerations
• Insurance cover
• Event description (for instance: event name, event date(s) and time(s), event planning and running roles and responsibilities, key contacts (planning stages and during the event) activities on offer, services on offer, target audience)
• Welfare provision (for instance: number and types of toilets, running water, first aid areas and providers)
• Emergency procedures (for instance: evacuation, code words, actions required, emergency service involvement)
• Safeguarding procedures (for instance: lost children, vulnerable people)
• Contingency plans (for instance: how the event may be adapted due to risk occurring, cancelling or moving elements, changing timings or the planned programmes)
• Event signage (for instance: highways closure or diversions, event directional signs onsite and offsite)

The booking form asks for copies of event plans and their wider supporting information (as outlined within this section) to be uploaded. If you do not upload it to the system during the booking process, copies should be emailed to the Kirklees SAG as soon as possible to allow event bookings to be progress in a timely manner.

Please see templates and guidance on event plans for further assistance.

For any further queries on event plans, please contact the Kirklees SAG.

The event plan should contain a detailed site plan (ideally as an appendix) which should include (where applicable but not limited to):

• Activities being held.
• The location of stalls, rides, apparatus, main arena, displays, stage/temporary platform, big screen, and other features
• Access: disabled access and any areas to be kept clear for access for safety reasons/emergency access, ticket check locations.
• First aid posts and ambulance parking site (if applicable).
• Toilet accommodation including provision for disabled persons.
• Generators and other power supplies (other than those already present on the site - for instance: pop up towers in St George's Square).
• Storage provision for fuel (if applicable).
• Storage provision for waste (if applicable).
• Seating and standing areas, marquees and gazebos.
• Headquarters/event control area - an area or structure from which the event will be controlled by the site manager.
• Counterterrorism measures - measures to be put in place to protect the event site from potential attack. This must be considered for all events that will attract large crowds in a concentrated area and/pr where the event may be seen as high risk.
• Emergency access and egress plan - for instance: evacuation routes, rendezvous points, control points, blue light routes.

All outdoor events will require a Risk Assessment as part of the wider events plan. This needs to consider the whole event space(s), the full range of attendees (including staff, performers, stallholders, and visitors), and whole spectrum of activities.

Risk assessments should consider the overarching foreseeable risk and what can be put in place to minimise the chance of this occurring. They are only required to identify foreseeable risks. They do not need to be more complicated than this.

Risk assessments should be signed off (and dated) by the event leader/manager.

If you require further assistance please see the outdoor event risk assessment template and guidance document.

Advice and templates to assist with event planning regarding counterterrorism preparedness can be found on ProtectUK. A counterterrorism risk assessment template is also available on the help and advice webpage.

Risk assessments and event plans should consider the counterterrorism risk and what can be done to mitigate these risks. Advice on risks to consider and options for their mitigation can be found within the National stakeholder menu of tactical options . Further advice specific to Hostile Vehicle consideration can be found via the National Protective Security Agency Hostile Vehicle Mitigation advice page.

It is recommended that all event staff, with a priority being those in a security role, complete the following training every 3 years:

• Action Counters Terrorism training
• See, Check and Notify (SCaN) for all

For any further queries on counterterrorism consideration, please contact the Kirklees SAG.

Insurance must be in place before the event can go ahead.

The booking form will ask for details on this cover and ask you to upload copies of certificates/documents showing the Public Liability Insurance (PLI) cover amount. If you do not upload this at the time of completing the booking form, please send it to the relevant venue manager (for instance: town centre, parks, highways) at your earliest convenience, or this may delay the processing of your booking.

Generally, a minimum of £10 million Public Liability Indemnity (PLI) cover is required to be in place (including cover for highways where highways are being impacted by the event).

For further queries around insurance, please contact Kirklees SAG.

Assistance in event promotion

There are two ways in which the proposed event can be promoted for free:

• Music in Kirklees (for music related events)
• The Creative Kirklees portal.
• Please note: Listings on the above are free, but the hosts reserve the right not to publish an entry. Further to this, hosts may edit information received at their discretion. Where a group submits several entries, hosts may publish only a selection.

Data use and privacy notice

Please find below the privacy notices to see how your data might be used (you will be subject to privacy notices as appropriate to the sections of the booking form that you have completed).

• Kirklees Council: How we use your data.
• Privacy notice for licensing.
• Privacy notice for Highways (Temporary Traffic Regulation Orders).

In submitting the booking form, you are asked to agree with the provision of certain personal data to assist in the processing of the booking request.

This information will be used to process bookings and may be shared by other Council Services. They will not, however, be shared with external organisations. The exception to this being if the event is likely to be of interest to the Emergency Services, for example, and require scrutiny by Safety Advisory Group members. If this is the case, then the information will be shared.

For more information as to how the data you have provided will be used, please contact the appropriate team.

Safety Advisory Group (SAG)

SAGs are usually co-ordinated by Kirklees Council and made up of representatives from the council, emergency services, other relevant bodies, including the event organiser.

SAGs want to promote reasonably practicable standards of public safety at all events, so they are safe, secure and enjoyable.

• The SAG includes people from Highways, Licensing, Cleansing, and Environmental Health as well as the Police, Fire and Ambulance services.
• It may meet to discuss applications, and the event organiser may be required to attend.
• It advises and helps manage the impact of events held on public and private land and on the highway.
• It may offer suggestions and advice to an event organiser.
• An event organiser can request a SAG meeting to get advice.
• The SAG Chair decides whether an SAG meeting is necessary or not.

There may be a requirement for outdoor events to be considered by the Kirklees Council SAG. Specifically, any event for which more than 500 persons (including performers) are expected to be in attendance at any one time may need to go before the council's SAG Group along with any perceived high-risk events. Where a SAG is held, event organisers need to ensure that any recommendations from the SAG are included within arrangements as appropriate and as far as is reasonably practicable.