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Managing an event

Get a free copy of the Event Industry Forum’s Covid guidance for Outdoor Events.   This has been comprehensively restructured.

An interim guidance briefing note has been produced by the festival industry to help organisers in planning events.  The guidance is available on The Purple Guide website.  The festival industry is continuing to work in collaboration with the Department for Digital, Culture, Media and Sport (DCMS) and the UK Health Security Agency.

Current and up to date guidance for the visitor economy, which includes guidance on organising outdoor events, is available on the website – this can be found at the bottom of the page under Annex A.

If you are planning to run an event during 2021, please read and follow the current requirements regarding medical cover during Covid-19.

If your event is being cancelled/postponed this year due to Covid-19, please email

Thousands of people enjoy the wide range of indoor and outdoor events on offer in Derbyshire each year – from agricultural shows to village fetes and firework displays to music festivals. 

All events, including those in aid of charity, must comply with recognised safety standards. An event organiser is responsible under the law for the safety of everyone at the event, including the public, employees and volunteers. The most relevant safety law is likely to be the Health and Safety at Work etc Act 1974 and its accompanying regulations.

If you are planning to organise an outdoor event the Derbyshire Events Safety Advisory Group (DESAG) would like to know about it.

You can submit basic details of your event to the DESAG by completing our event notification form at the bottom of this page. This information may be shared with the emergency services and local authority officers who are involved in the regulation of events within Derbyshire. The DESAG will contact you if further information is required.

Derbyshire Events Safety Advisory Group

The DESAG provides advice and guidance to organisers of large public events. The core members of the group are officers from all the emergency services – police, fire and rescue service and the East Midlands Ambulance Service and council services – emergency planning, highways, public transport, environmental health and licensing.

Most event organisers won’t be invited to attend a DESAG meeting. Your event notification will be assessed to measure the level of risk posed by holding the event. If this is thought to be at a level that requires the event being discussed at a DESAG meeting then you will be contacted.

We have several documents to help you organise a safe event – see the event guidance and document templates in the downloads section below.

Improving the security of your event


There are some simple and practical actions you can take to help improve the security for your event as part of an escalation plan, should the terrorism threat level increase to CRITICAL, on the web site.  Further advice and learning packages are also available from the national counter terrorism security office.

Bouncy castles and inflatables

The Health and Safety Executive have published some simple precautions which can help you avoid serious incidents when hiring or operating bouncy castles and inflatables for an event.

Does your event involve camping?

When you have camping at your event, you are likely to get people using disposal barbeques.  Not used under correct conditions they can cause a build-up of carbon monoxide.

Advice is available from the Derbyshire Fire & Rescue Service about the dangers of carbon monoxide. It is potentially fatal and even low-levels of the poison can cause lasting damage to your health. You can’t see it, taste it or smell it but carbon monoxide can kill quickly without warning.

Lethal levels of CO can quickly build up in enclosed or poorly ventilated areas so when using disposable/ portable barbecues:

  • Never take a portable / disposable barbecue into an enclosed space, like a tent or caravan, for cooking or heating purposes. If cooking in an enclosed space use a gas light or stove instead.
  • Don’t bring the barbecue inside the tent or caravan to cool down. It can still be active and give off carbon monoxide.

Guidance documents

The documents below will help you organise your event safely.

Event notification form



Tick all that apply to your event

Contact details for the event organiser

Last updated: 6 Oct 2021, 3:11 p.m.