Nottinghamshire Police believe in taking a partnership approach to the planning of events and like to work, where possible, in conjunction with all event organisers to help them facilitate the safest event possible.
As an organisation, we are not responsible for the safety of your event but will assist event organisers in understanding their own legal responsibilities. In addition to our general support and advice with regards to planning, please find below clear guidance on areas which we are most commonly asked about.
Early advance notification should lead to a successful outcome for all; you should provide nine months notice for events involving 5000 or more people, six months notice for events involving 1000 – 4999 people and a minimum of three months notice for all other events.
Events can be extremely diverse and therefore this guidance cannot be considered exhaustive, especially in terms of legislative guidance. The fundamental principle is that events should be self sufficient and not require the Police to fulfil any roles.
1. Traffic Management
Do you anticipate the need for road closures, on street parking restrictions, traffic diversions or car park / parking bay closures?
If so, you will need to liaise with the Highways Department of each local authority which your event impacts upon. The Police are not generally responsible for traffic management; the Traffic Management Act 2004 states that the responsibility for the safe and efficient passage of traffic (including pedestrians and cyclists etc) on the highway is the responsibility of the Highways Department of a local authority.
It is the responsibility of the event organiser to liaise with the Highways Manager from the local authority for the location of your event and seek out definitively what a safe, non-police, traffic management plan will look like for your event.
2. Event Safety / Safety Advisory Groups
The Police will endeavour to provide advice around the safety of your event but it is advice only; the overall responsibility for the safety of all persons attending, participating or working the event rests with the event organiser.
The Police will discuss Event Safety Management Plans (ESMP), contingency plans, emergency or major incident plans and will assist where possible to signpost event organisers to relevant agencies, for example, the Fire and Rescue Service or East Midlands Ambulance Service (EMAS).
In some cases, depending on the size or nature of your event, it may be necessary for you to go through the Safety Advisory Group (SAG) process which is chaired by the local authority where the event occurs. This is a representative group of agencies and partners who are likely to be involved in or affected by the event you are intending to hold.
3. Event guides
The HSE (Health & Safety Executive) guide to safety at events, also known as the ‘Purple Guide’ is a document which covers some legislation and good practice in relation to health and safety and welfare for a diverse range of events. It is an essential guide for all event organisers. Visit the Health & Safety Executive website where you can download this document for free.
4. Temporary Event Notices
Your event may require one if your event involves;
- The sale of alcohol
- Provision of ‘regulated entertainment’
- Or provision of late night refreshment such as hot food or drink supplied between 23:00 and 05:00.
Examples of ‘regulated entertainment’ could include but are not limited to;
- Performance of a play
- Exhibition of a film
- An indoor sporting event
- Boxing / wrestling
- Performance of live music
- Performance of a dance
- Any playing of recorded music or
- Entertainment of a similar description.
For information on a Temporary Events Notice visit the Government's own website
To avoid disappointment, you should ensure compliance with the strict time constraints.
Please contact the Licensing Authority or Police Licensing Team if you have any doubts. However failure to comply may invalidate the notice and result in your event not being permitted to proceed as you intended.
5. National Police Chiefs Council
It is possible for any person to request the use of Police Officers at their event however, there may be a charge for this and there are caveats.
Police officers will only perform what duties are lawful and commensurate with their role and despite a willingness of event organisers to pay for them the Chief Officer reserves the right to refuse an SPS request.
Any requests should be made during discussions with the planning team.
Please where possible also include a list of all other agencies you have contacted, including the name of the person you dealt with. This will help us in working with other agencies to assist you.
Nottinghamshire Police contacts:
For any event to take place within Nottinghamshire, please email firstname.lastname@example.org