Planning an event

When you decide to run a small or community event, you need to think about who will be attending, the facilities they will need, what kind of activities you will have and any safety requirements.

Caerphilly ESAG (Event Safety Advisory Group) can provide advice and practical assistance to event organisers who are organising an event for the first time as well as experienced event professionals who are new to the county borough.

Event Safety Advisory Group (ESAG)

The Caerphilly County Borough Council Event Safety Advisory Group (ESAG) has been set up in order to help people plan and organise successful, safe events for the public within Caerphilly County Borough.

We offer guidance to event organisers on best practice to ensure the event is safe and meets all legislative, legal and operational requirements. 

There is no charge for our advice and guidance at the planning stage. However, some services levy charges for attendance at the actual event.

Who can help me and provide advice?

Caerphilly County Borough Council co-operate with the Police, Fire and Rescue, Ambulance and other relevant groups to offer advice and provide assistance to anyone planning an event.

The Event Safety Advisory Group can offer guidance on: -

  • How you get started
  • What you need to do
  • Who to contact for specialist guidance

The main information we need from you is as follows: -

  • What type of event are you planning
  • Where it will take place
  • When it will take place, date and time
  • Who will be attending
  • What numbers will be attending
  • What facilities you need for your visitors. This includes toilets, first aid, drinking water and refreshments.
  • Is your event for specific groups, such as children, teenagers, older people or people with disabilities?
  • Do you need any specific facilities for these groups?
  • What do you need to do to manage crowds safely?
  • Is the proposed site the appropriate size for your attendance numbers
  • Other information may also be requested, depending on the type of event you are planning 

The earlier you can provide this information the better placed the ESAG will be to help you.

To enable event organisers to meet their responsibilities, there is no charge for this guidance at the planning stage.  However, some services levy charges for attendance at the actual event.

Issues you need to consider

  • Operational plan which will include a site plan and risk assessment
  • Emergency plan, health and safety, legislation and litigation
  • Road closures, signage, special effects, etc.
  • Fire safety, stewarding, medical provision, toliets
  • Disabled access, temporary structures
  • Emergency vehicle access, car parking
  • Sound / PA Systems, food and drink
  • Waste disposal
  • Public liability insurance
  • Premises licence or a Temporary Event Notice (TEN)
  • Others as necessary (depending on type of event) 

Event Safety Advisory Group members

  • Caerphilly County Borough Council (all relevant Departments)
  • Heddlu Gwent Police
  • South Wales Fire Service and Rescue Service
  • Welsh Ambulance Service Trust (WAST)
  • Other organisations as required 

Safety Advisory Group meetings

Meetings are held on a regular basis, but special meetings may be held to discuss large events.

How much notice do the Event Safety Advisory Group need?

The more notice we receive, the more time organisers have to plan effectively, especially if the event is large scale or requires licences and/or road closures.

It normally takes 6 months to organise a small event and up to 12 months for a larger event.

Tell us about your event

You can tell us about an event you are planning by completing our online form. A PDF version of the form is also available that can be returned by post.

Events notification form (PDF)

Special event (road closure) application form (PDF)

Further Information

Promote a forthcoming event

If you have organised an event and would like it to appear on this website, the earlier you provide us with the details the better. Notifying us early means your event will be promoted more effectively.

Tell us about your event