Organise an event

Tell us if you're organising an outdoor event

Complete our event notification form if you're organising an outdoor event in Wokingham Borough. The form will go through to our Safety Advisory Group.

Organise an event 

Why do I have to tell you about my outdoor event?

We need to know about your event in case we need to put in place road closures, barriers and other measures so your event can go ahead safely.

What kind of events do you need to know about?

Examples of events we need to know about are:

• Fetes, fairs etc
• Open air concerts and music festivals
• Trade shows
• Sporting events
• Horse shows, agricultural shows, dog shows car, caravan shows and similar
• Open air entertainment including theatre, opera and historic re-enactments
• Firework displays
• Large scale company parties
• Processions, marches and carnivals
• Street parties
• Religious events

In exceptional circumstances the Safety Advisory Group may consider an event with unusual hazards or risks held inside a building.

Sign up for our what's on newsletter and visit the Love Wokingham website for more information on events on that are happening across the Borough.

For more information about how to organise an event read the Safety Advisory Group guidance (PDF document.) 

What does the Safety Advisory Group do?

The role of the Safety Advisory Group (SAG) is to provide advice to individuals and organisations planning a public event, from small fun runs through to major public gatherings.

This advice is in addition to any legal requirements and government guidance.

The recommendations given by SAG are advisory only and it is for the event organiser to take such steps that are necessary to ensure an event is undertaken safely.

However individual SAG members have their own legislative powers that may relate to parts of the events such as noise and traffic. 

The group is responsible for ensuring all legal elements of events are addressed including the Licensing Act objectives:

• The prevention of crime and disorder
• The promotion of public safety
• The prevention of public nuisance
• The protection of children from harm

The nature and potential impact on the objectives will determine the manner in which the event is regulated and or advice is given by the SAG.

This could range from general advice to appropriate conditions being attached to the premise licence through the statutory process, such as:

• Promoting high standards of public health and safety

• Supporting the wider economic benefits to both West Berkshire and Wokingham Borough Councils by having well run events which are not hampered by unnecessary regulatory burden

The group meets at regular intervals throughout the year and may invite organisers of events to meet and discuss their event management plans.

These meetings are voluntary and attendance does not guarantee that statutory requirements are met but it does provide an excellent way to meet key officers and gain from collective event experience.

Who is in the Safety Advisory Group?

The core members of the SAG comprises people working in Wokingham Borough and West Berkshire, representing:

• Police
• Fire and Rescue Service
• Ambulance NHS Trust
• Highways
• Traffic Management
• Emergency Planning
• Environmental Health
• Licensing