Skip to content Skip to main menu

Managing an event

Derbyshire County Council's Public Health Department have produced a document - keeping people at your event safe during hot weather.

Current and up to date guidance for the visitor economy, which includes guidance on organising outdoor events, is available on the website.

Guidance has been issued giving public health principles to support planning for events and mass gatherings during the current monkeypox outbreak.

Covid 19 is still a factor for your medical provision at events and NHS England published new national guidance in April 2022 which replaces the previous Covid specific guidance.

Are you organising a street party?  Follow the link for your guide to organising a street party.  It sets out what you need to think about and how to go about organising one.

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 BBQ fire safety and 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.

For documents relating to fire risk assessments please see the Fire safety risk assessment: open-air events and venues guidance.  Templates are also available for fire risk assessments for food concessions and market traders.

Event notification form



Tick all that apply to your event

Contact details for the event organiser

Last updated: 20 Jul 2022, 9:59 a.m.