Event planning and safety

Event planning advice

Remember to start planning at an early stage, a minimum of 3 months is normal, even for a small event. You will need to consult with others on your plans and will need a budget to cover your costs.

Every event is unique and needs different levels of management and services. However, some elements are common to all events. Use the provided information as a starting point for your planning.

When planning your event you will need to consider:

The phases of planning an event

  • Preparation/planning
  • Build/load in
  • Live event
  • De-rig/load out/breakdown
  • Debrief

Planning

  • What the event will include
  • When the event will take place (dates and times)
  • The audience/crowd profile and dynamics
  • How admission will be handled (free, pre-sold tickets, or payment at the gate)
  • The expected number and age range of attendees
  • Choosing suppliers
  • If the event needs a licence
  • If a road closure application is needed
  • Accessibility for emergency services and people with disabilities

Location of event

You must get permission if the event is on someone else's land or premises.

Parks

To hold an event in Birmingham City Council park or open space, complete our use of Parks form. Apply at least 12 weeks before the event.

City centre public squares

To hold an event in a city centre location, such as Centenary or Victoria Square, email CityCentre@birmingham.gov.uk.

Paperwork/documents needed

Event Safety Management Plan (ESMP)

Every event, regardless of size, needs careful planning. The planning process should involve everyone assisting in the event delivery, as well as relevant agencies such as the local authority and police.

Keep track of all steps by consolidating information in a single ESMP. If you store this electronically, make sure you back it up frequently.

Contents of an ESMP

  • Event summary
  • Location
  • Contact list
  • Site plans
  • Route management
  • Stakeholder management
  • Licensing
  • Branding and signage
  • Infrastructure
  • Waste management
  • Traffic management/road closures
  • Environmental Health
  • Trading Standards
  • Health and Safety
  • Security
  • Emergency procedures

Risk assessments

To comply with the law, you must carry out a risk assessment. Start with your outline proposals and list your concerns about what might go wrong. Then, note the steps you need to take as precautions.

Lord Mayor of Birmingham

To invite the Lord Mayor or Deputy Lord Mayor of Birmingham to your event, complete a booking form.

Licensing

If your event includes any of the following activities, you will likely need a full premises licence or, for smaller events, a Temporary Event Notice (TEN):

  • sell or supply alcohol
  • have regulated entertainment, such as music, dancing or film screenings
  • provide late-night refreshments

Safety Advisory Group

A Safety Advisory Group (SAG) provides advice on welfare, health and safety at events.

You may be asked to attend a SAG meeting after applying to hold an event.

For more information, visit our Safety Advisory Group (SAG) webpages.

Useful guides

Event advice

Our Events team are experienced in organising major outdoor events.

Read our Outdoor Event Organisers' Guide to help you plan your event safely. Developed with the West Midlands Police, Ambulance, and Fire Service, the guide covers essential health and safety requirements and your legal responsibilities as the event organiser.

Page last updated: 2 October 2024

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