Event Planning

Thinking of holding an event in the community? Find out your responsibilities ahead of the big day.

Many events take place in Leicester, Leicestershire and Rutland every year.

Each local authority within the force area maintains an Event Safety Advisory Group (ESAG), a multi-agency collective that discusses events, and this should be your first port of call. In the interests of public safety it is beneficial to discuss your event with an ESAG as early as possible in the planning process. Please check with your Local Authority for more information.

The responsibility for safety at any event is primarily that of the event organiser, owners of land on which the event takes place, and the local authority if the event takes place on a road. The police do not authorise an event taking place.

Notifying the police

Where there is not a statutory requirement for an event organiser to contact us, as a matter of courtesy we would appreciate being informed about what is planned. This is because your event may be on a date that already places high demand on the emergency services, such as a Bank Holiday, or coincides with another major event in the local area.

Our Operations Planning Team is made up of staff who are trained in assessing risks at events and the impact an event could have on a community. The officers have experience in policing sport, charity events and large music festivals, as well as local, community-based events. When you notify us about an event, we grade it, taking safety issues and community impact into consideration. Most events will be graded low and will not be deemed to require police attendance or involvement.

If the event does appear to open up issues on safety or community impact, the Operations Planning Team may make contact with the organiser to discuss how the plan could be amended to reduce the risks. If a request for police services is being considered, the organiser should make reference to The Events Industry Guide To Police Charging At Events and then make contact with the Operations Planning Team. Organisers may also be invited to give details to their local Safety Advisory Group.

Notifying us of the intention to hold an event does not absolve you, as the organiser, from seeking the proper licences, most of which are issued by the local authority for the area in which the event will be held. This includes applying for road closures that are required for processions, parades, carnivals or street parties and licences for regulated entertainment. You will have to contact your local authority when the time comes to get the appropriate permissions.

Contact us

The Operations Planning Team is based at Enderby and can be contacted by calling 101 or email [email protected]

Event Safety Advisory Groups

The Local Authority of the area that you are proposing to hold your event should be your primary point of contact. They will advise you of the Event Safety Advisory Group / Local Authority representative for the area in which your event is held.

Their websites are a good place to start your research into the issues around planning an event and can direct you to relevant points of contact.

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