Safety information for event organisers - (Safety Advisory Group (SAG) forms)

Where an event organiser wishes to access the relevant agencies or notify them of a forthcoming event, the Event Notification form (SAG 1) should be completed and submitted to the Single Point of Contact (SPOC) at along with any other accompanying documentation such as the management plan, risk assessments, contingency plans or site/route plan of the event, etc. (for files or documents larger than 4MB, please zip/compress or send as separate emails). Upon receipt of the completed SAG 1, the SPOC will acknowledge this and forward to the relevant partners, who will identify if any additional help, support, further clarification or a Safety Advisory Group meeting is required:

Event Notification Form (SAG 1) (WORD 86KB)

To assist you in ensuring that you have considered all possibilities in relation to the size and type of event(s) proposed, the following SAG 2 form can be used as an aide memoir, with additional fire risk assessments for traders, stalls and food concessions:

Where there may be an environmental issue, the simplified list of things falling under the Environment Agency remit is listed in the fact sheet which gives further guidance:

  • Any abstractions of water (non mains) from lakes and rivers
  • Drainage (non mains) i.e. from showers, catering units, toilets etc
  • Waste Management
  • Flood risk
  • Pollution - groundwater, lakes and rivers

For all other environmental issues, including:

  • Abstractions of water from private water supplies or from the mains, but using pipes/stand pipes etc;
  • Noise;
  • Air pollution, smoke, odour etc.

Contact your local Environmental Health department for further advice.

Biodiversity - any outdoor event being held here in the Lake District can affect the local biodiversity of both animal and plant species which is unique to the region, especially the waterways. We therefore ask that organisers please consider any impact that your event could have on the local species of animal and plant life by taking basic biosecurity precautions to prevent the introduction of any invasive non-native species and diseases. Further information can be found at the Cumbria Freshwater Invasive Non-Native Species (CFINNS) Initiative.

The County Council are working in partnership with GoLakes to provide a centralised events calendar which serves three purposes:

  1. assist event organisers in planning where and when to hold their event; 
  2. enable event organisers or the relevant partners to put notification about an event on the calendar; and 
  3. inform the relevant partners and agencies of forthcoming events within their remit.

Go to the Centralised Events Calendar page

Where organisers are providing radio cover/usage during an event in the county, they should remember that there are rules and regulations, enforced by OFCOM, regarding the issue of licenses to cover their usage.

The event organiser/communication provider must provide a Method Statement and have documentation from OFCOM referring to the necessary licences and Notice of Variation (NoV) if applicable. Without such cover, public liability insurance would be void and the communication setup illegal.

In Cumbria, the preferred method is through Cumbria Raynet who can ensure to the enforcing authorities that:

  1. The provider is an accredited licensed provider
  2. The system proposed does not interfere with any other emergency frequencies
  3. Provides suitable coverage in the event area proposed; and
  4. Ensures that the provider meets all the necessary insurance and regulations required
We want to support events coming to Cumbria and help event providers to get permission to use land that National Trust manage. To help event providers we have developed a system to help find out what land National Trust manage and a process to get our permission to use that land.

Sustainable Organised Recreational Events

It is important that people are able to enjoy the recreational challenges the county has to offer today, without compromising the ability for people to continue this enjoyment tomorrow and right into the future. 

It is recommend that you download "Your Guide to Organised Recreational Events", a 'best practice' toolkit produced in partnership between Nurture Lakeland, Lake District National Park, National Trust, Cumbria County Council and other organisations. 

The guide provides event organisers with the most useful and relevant information to help you run a sustainable outdoor recreational event in the Lake District National Park and surrounding countryside. 

You can download the guide from Guide to Sustainable Organised Recreational Events.

Event organisers should note that the ethos of the SPOC and SAG is to assist and work in partnership with the organiser to ensure that their event is safe and sustainable. To ensure that this occurs, all the relevant partners and agencies involved in the SAG work within a county wide framework and constitution to ensure consistency, openness and transparency between the event organiser and the relevant partner/agency.

Further advice on running an event safely can be found on the Health and Safety Executive's portal.