Event planning and Safety Advisory Group
Our Safety Advisory Group (SAG) is here to work with event organisers to ensure that their event is as safe as possible. The SAG is an advisory body and cannot prevent an event from taking place. However, if an organiser ignores or goes against the advice given by the SAG, further action may be taken by the member agencies acting within their legal jurisdiction.
When to tell us
The Safety Advisory Group would like to know about your event if:
- you require a licence for the event (like the sale of alcohol, music, or road closures)
- it contains an element of risk or is of an unusual nature
- it will be held on council land
- it involves more than 1,000 people
You should tell the SAG about your event with at least 12 weeks' notice in case it needs to be discussed by the SAG.
You can use our EventApp to tell us about your event. You will also find documents to help you plan your event.
Road closures
When deciding which road closure you need for your event, consider the:
- type of event you are holding
- types of roads you will be closing
- number of roads you wish to close
- duration of closure
You need to provide the following documents with your application:
- risk assessment
- traffic management plan
- signage schedule showing what signs will be placed and where
- diversion plan (if applicable)
- details of your chosen traffic management company
- public liability insurance certificate
You can use our table to help you decide what road closure you need and how to apply:
| Type of event | Duration of closure | Closure type | Application timescale | Authority responsible | How to apply |
|---|---|---|---|---|---|
| Events on major roads | More than 15 minutes | Temporary Traffic Regulations Order via Kent County Council (KCC) Highways | No less than 12 weeks before the event | KCC Highways Department | |
| Sporting (cycle races, triathlons, running races) Leisure | More than 15 minutes | Temporary Traffic Regulations Order (via KCC Highways) (Person(s) deploying signs must be Street Works accredited and have a permit from KCC) | No less than 12 weeks before the event | KCC Highways Department | (If you cannot meet KCC Street Works accreditation requirements, apply via the Maidstone Borough Council (MBC)/EventApp Town Police Clauses Act 1847) |
| Appropriate for allowing small groups of people or moving equipment across a road | Less than 15 minutes | Temporary obstruction (via KCC Highways) (Person(s) deploying signs must be Street Works accredited and have a permit from KCC) | No less than 12 weeks before the event | KCC Highways Department | (If you cannot meet KCC Street Works accreditation requirements, apply via the MBC/EventApp Town Police Clauses Act 1847) |
| Carnivals, parades, Remembrance Day, light switch-on, street parties | More than 15 minutes | Town Police Clauses Act 1847 (via MBC/EventApp) | No less than 12 weeks before the event | Maidstone Borough Council | EventApp. There is a £100 fee for this closure. |
Event planning
Scoring events
Kent Police, Kent Fire and Rescue and ourselves have created an events risk matrix. This is so the Safety Advisory Group (SAG) co-ordinators can work out which risk category an event falls under. It shows us who'll be affected by the event and how much of a risk it is to their health and safety. We check how much control the event holders have, how available emergency services are and consider the risk of harm. Section two of the event notification form will help us with scoring your event. Small and medium sized events scored as medium or high risk will be reviewed by SAG, in the same way as large events.
Large events (more than 1,000 people)
The Safety Advisory Group (SAG) deals with the issues surrounding the planning and organising of major public events held in the borough. The group consists of council representatives and partners such as the police. This group would normally deal with events for 1,000 people or more. To tell us of a large event you are holding you will need to fill out an Event Notification Form.
If you have any queries about the planning of your large event, you can email safetyadvisorygroup@maidstone.gov.uk.
Event guidance
There are guidance documents and forms prepared by the Safety Advisory Group to help event organisers with the planning, organisation and delivery of safe events.