Police Scotland has a role to support and assist event organisers in delivering safe events. Most events can be run safely without much input, if any, from police, but some, particularly the larger events; may need a policing capability to be put in place.
Prior to making initial contact with police it is helpful if the organiser has:
- Made contact with the local authority and sought advice about any licensing requirements or traffic management issues, such as a Temporary Traffic Regulation Order (TTRO). It is the event organisers’ responsibility to ensure the safe traffic management plan and implemetation of TTROs.
- Read the Purple and/or Green Guides which exemplify current best practice and are a crucial first step for anyone planning on running an event.
- Obtained the requisite permission from the land/venue owner.
- An idea of what policing assistance/support will be requested from Police Scotland.
Police Scotland has a charging process to recover costs for the deployment of police officers and will work with organisers to discuss whether any abatement may be applied to policing costs. Organisers should consider this along with all other costs when setting entry fees for their event. Where a police resource is dedicated to the event the organiser will be required to sign a Minute of Agreement (MOA) which is legally binding. The MOA must be agreed and signed by the organiser in advance of the event.
Planning for events works best when organisers engage fully with the process. The local authority will coordinate any multi-agency meetings required such as the Safety Advisory Group (SAG) and getting the right people round the table at the same time is vital. Organisers must be capable of giving full updates with as much information as possible and will be required to present documentation to all relevant parties for scrutiny such as stewarding plans, risk assessments, event management plans etc.
During the event, Police Scotland expects that the organiser has:
- Appropriate staff in place and all have been fully briefed on their roles and responsibilities.
- A suitable representative with tactical decision making capability working within the Multi Agency Control Room (MACC) should a MACC be required. This is usually the case with the bigger or higher risk events.
- Good communication throughout the venue and with all partners involved.
Common challenges for Police Scotland include:
- Late notification received of event
- Timescales – are they achievable?
- Lack of experience by organiser – unrealistic vision
- Information gaps
- What are the public expectations of the event?
- Will the event have any wider community impact?
- Is there likely to be any negative public interest surrounding the event?
- What is/ if any the likely interest of the media?
- Social media reporting
- Other competing demands on the same day
Police Scotland has experienced planning staff situated throughout Scotland working from local offices. There are also three regional offices where staff can help signpost event organisers to the relevant office where early assistance, guidance and advice can be provided.
Glasgow: Eventswest@scotland.pnn.police.uk
Edinburgh: Eventseast@scotland.pnn.police.uk
Dundee: Eventsnorth@scotland.pnn.police.uk
Early engagement from you is encouraged and welcomed – please get in touch at the earliest opportunity
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