Great Yarmouth Event Safety Advisory Group (GYESAG)

GYESAG is a multi-agency group made up of representatives from the Council and our partner agencies, which include:

• NCC Emergency Planning and Highways
• Great Yarmouth Services Ltd
• Norfolk Constabulary
• Norfolk Fire and Rescue Services
• East of England Ambulance Service
• Maritime Coastguard Agency

The group provides a single point of contact and independent specialist advice to event organisers but please note it is the event organiser who has the legal responsibility for ensuring a safe event.

It is not compulsory to contact GYESAG but it is always recommended to make contact if you are planning a major event. A major event is generally an event where more than 500 people are expected to attend, although smaller events depending on the nature of the event may require the involvement of the group, especially where high risk activities (such as fairgrounds rides, water-based activities etc) are involved. Depending on the nature and scale of the event, those on Council land may also require the permission of the group.

It is an informal process where we will review your event and safety documentation with a view to providing specialist advice and guidance, as well as recommendations to improve the running of the event and safety arrangements being put in place. The aim is to provide organisers with feedback on event proposals at an early stage so there is plenty of time for them to address any significant areas of concern raised.

Organisers should inform GYESAG as soon as possible especially if they are intending to stage a major event, when planning is likely to take some time. It can take a number of months to obtain the necessary permissions for your event.

If you are planning a large event, please let us know a minimum of:

• Six months in advance of events involving more than 10,000 people
• Three months in advance of events involving 500 to 10,000 people

To notify us of an upcoming event please complete the Event Notification form. This will help members of the group co-ordinate their advice to event organisers while other documents, such as your event management plans and risk assessments, are being completed.

What happens after I've submitted my Event Notification form?

The ESAG deals with events on a case-by-case basis, but the process is normally as follows:

• Your event will be discussed by the group.
• If necessary, you will be asked to attend the group and, prior to the meeting, submit an event management plan, safety and fire risk assessments and other supporting documentation. The Event Management Plan template, developed by the group, can be used to do this.
• This information will then be circulated to members of the group for their consideration.
• At the meeting, the event organiser will be asked to give a summary of the event and highlight key parts of their event management plan. The members of the group may then ask questions and give advice on their area of expertise. They may also advise you about any issues that need further consideration, explaining their reason.
• The event organiser should then take appropriate action.

We expect most event organisers to follow the guidance in The Purple Guide to Health, Safety and Welfare at Music and Other Events (opens new window) (subscription required) when arranging their event.

Our Event forms and guidance page includes:

• Application forms
• Event planning documents
• Guidance documents
• Useful links

To contact the group, email GYesag@great-yarmouth.gov.uk.