Depending on the size and complexity of the event, the Public Safety team may get in touch so that your event can be discussed by the Event Planning and Operations Group (EPOG). Note that you may approach Public Safety to set up an EPOG if you think it appropriate, even ahead of making any applications to the Council.
EPOG is a multi-agency advisory team made up of all relevant Council departments and the emergency services in conjunction with venue owners / managers and event organisers.
The main aims of this group are, the same as Safety Advisory Groups (SAGs) which you may be familiar with in other local authority areas, in brief;
Meetings normally take place in the City Chambers or Waverley Court, and are attended by representatives of the following agencies (the agencies invited are tailored to your event);
The meetings are organised, chaired and minuted by the Council’s Public Safety team.
Invites to EPOG meetings are normally emailed out with an agenda and any other relevant documentation available, ensuring all invitees have an opportunity to speak during the meeting. The meeting normally starts with an “organisers update” where we would expect the event organiser to provide an overview of the event, including dates/times, venue, number of people expected and event content. The number of EPOG meetings held varies for each event, and is dependent on the size and complexity of the event.
After the event, it is normal procedure for debrief comments to be collected from those who took part in the EPOG process. On occasion debrief meetings are also held to discuss the event. Debriefs are an important part of the planning process to ensure that events are improved for the future.
Event Management Plan
It is recommended that event organisers of small or large events prepare an event management plan to clearly set out all details considered in the planning of the event.
Some chapter headings which should normally be included would be;
In preparation of your plan, you may also wish to refer to some the guidance and template documents listed below. The Public Safety team can also provide advice to you on all of the above. Email Public Safety or call 0131 529 4559.
Event organisers should ensure that their events are insured appropriately, please contact an insurance provider for advice. Only Council-led events are covered by the Council's own Public Liability Insurance.
The Council has developed a guide to provide assistance and advice on insurance and risk management for community group events.