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Organising an event

Bridgend County Borough Council maintains an Events Safety Advisory Group (ESAG) for public events and have established partnerships with selected agencies which offer specialist advice.

The ESAG considers the requirements of large-scale public events with more than 500 expected attendees.

Smaller events may also require the involvement of ESAG depending on the event.

The Event Safety Advisory Group (ESAG) is not a decision-making body, and the group cannot stop an event taking place. Its role is to give advice and guidance to organisers on safety related aspects of their planned event.

Please note: ESAG meetings are held on the third Wednesday of each month. Event plans should be supplied at least 10 working days prior to a meeting if they are to be included on the agenda for discussion.

Event organisers are encouraged to engage early with the ESAG process and before incurring costs or promoting events.

This is so discussion can be enabled, and safety measures can be assessed.

Porthcawl promenade event


Event planner guide and checklist

The event planner guide is the first port of call for event organisers to get the information they need about all aspects of event planning. It is made up of a 21-page guide and a checklist which can be downloaded.

Steps for Event Organisers

  • Submit completed event notification form to Event plans should be supplied at least 10 working days prior to a meeting if they are to be included on the agenda for discussion.
  • Receive an email from ESAG acknowledging receipt of form
  • Form is passed to relevant BCBC landholding department (e.g., Property, Parks, Town Centre).
  • Once the relevant department (s) have granted permission, that department will advise what they require in terms of an Event Plan, Risk Assessments, Event Checklist.

If the event is not taking place on BCBC property, organisers will be signposted to the Event Plan, Risk Assessment templates and the Event Checklist.

  • Once the event organiser provides the full event plan and supporting documentation, it will be made available to all ESAG members for consideration.
  • Depending on the event’s nature, the organiser may attend an Event Safety Advisory Group (ESAG) meeting, or the event will be considered by ESAG remotely. The organiser will be notified by email if required to attend a meeting or of any requests for further information.

SRS Guidance: Firework display planning

If you are organising a major public event, you will clearly need a robust and detailed approach to planning as well as professional involvement.

If you are holding a local firework display, such as those organised by many sports clubs, schools or parish councils, you still need to plan responsibly, but the same level of detail is not necessary or expected. 

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