Events Liaison Panel

First published 7th Feb, 2020

Representatives from the ELP will provide specialist advice to Event Organisers and the Parks Event Manager during the detailed planning stage. They are concerned with ensuring the event will take place safely and all statutory duties will be discharged.

The panel meet once a month to assess the Health & Safety implications of events planned in the city and support event organisers in ensuring the safety of all attendees.  The panel do not make decisions on behalf of the local authority as they are an advisory service only.  

A typical panel may include representatives from:

  • Ambulance Service                                                    
  • Cleansing
  • Electrical Engineer                                                     
  • Emergency Planning
  • Environmental Health (Food Hygiene)
  • Fire Service                                                                
  • Licensing                                                                    
  • Noise Pollution
  • Pollution Control                                                        
  • South Wales Police
  • Structural Engineer (for advice on temporary structures)
  • Trading Standards

A representative from the Parks Department will attend and advise on site-specific issues at your chosen venue.

Event Organisers will be required to comply with the requirements of ELP representatives and this will be referenced in your Conditions Letter.

What events would be referred to the ELP?

The need for an event to be scrutinised at ELP will be based on the risk it presents to public health and safety.

This decision is based on the following criteria:

  • The size of the event
  • The activities involved in the event
  • The target audience
  • The location and timing of the event
  • The event promoter (new promoters or promoters with a history of poor compliance are likely to be required to attend ELP)

The final decision for an event to attend ELP will be made by the Chair of ELP otherwise you may be requested to provide a paperwork submission for a ‘desk-top’ assessment to be made.

Advance submission of documentation – Event Organiser’s Checklist (via SharePoint)

You should submit the following documentation by the date specified (approx 3 weeks before your presentation):

  • A completed Event Organiser’s Checklist
  • A detailed site plan
  • An outline description of the event with anticipated numbers expected to attend and indicative demographic information about your audience.
  • Contact details for the event for the Event Organiser and other key personnel for the duration of your build, break and event days.
  • An event Risk Assessment identifying all potential hazards and what steps you will take to reduce the risks.
  • A Fire Risk Assessment

How does ELP work?

The Event Organiser will be invited to present their proposals for the event to the panel.  This will be a verbal presentation and may be accompanied by documentation and/or slides. The role of the ELP is to consider the implications for public safety for any event brought before them and then provide feedback observations and advice on their specific area of expertise.

As a result of ELP’s feedback Event Organisers may have a number of actions to follow up and they will be required to provide evidence that these have been completed.

There may also be a requirement for a site visit by certain ELP representatives before the event opens so they can ensure that the reality on the ground, matches the plans put forward to the Council, and risks are being adequately managed on site.

Note: Some of ELP’s services are chargeable, details will be given in your Conditions of Hire letter.

Note that risk management remains at all times the responsibility of the Event Organiser, Cardiff Council may provide advice and support but accept no responsibility or liability for risks and outcomes as a result of your event.

HSE Guidlines

All event guidance