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Events: Responsibilities Form

This form must be completed for any type of event when an audience is present, regardless of whether it is a ´óÏó´«Ã½ organised event or not.

Updated: 3 November 2022
Screenshot of the Event Responsibilities form
Event Responsibilities form

Once responsibilities have been agreed by all interested parties, each representative should sign the form, keep a copy for their records and forward a completed form to the safety advisor responsible for your area in ´óÏó´«Ã½ Safety before the event takes place.

The printed form will open as ‘read only’, save it to your PC before and after you have entered the details.

The data fields on the form appear as controls on this web version.

What Can Go Wrong?

  • No clarity on who is doing what and suitable plans not developed.
  • Event planning tasks start to overwhelm the event team close to the event date.
  • Event license refused and event cannot take place.
  • Major or serious incident occurs directly linked to lack of planning.

Legal/´óÏó´«Ã½ Requirements

  • There are no specific legal requirements to draw to your attention; you must still apply the control measures that are relevant to your activity.
  • Please ensure that a copy of this form is retained in the Event safety file, a copy given to any other event partner and a copy sent to your ´óÏó´«Ã½ Safety Advisor.

Control Measures

Event Information

  • Event title:
  • ´óÏó´«Ã½ Department/Division/Network:
  • Date of event:
  • Venue/location:
  • Type of event (eg, book launch, live music etc):

´óÏó´«Ã½â€™s role in event

  • Event Organiser (EO)
  • Host Broadcaster (HB)
  • Contributor (C)
  • Rights Holding Broadcaster (RHB) 

Names and contact details of key contacts

  • Name of ´óÏó´«Ã½ organiser/producer: 
  • Organiser/ producer contact details:
  • Name of Venue Manager 
  • Venue Manager contact details::
  • Name of contracted EO (if different to above):
  • EO contact details:
  • Other agencies involved (eg, Local Authority, Emergency Services, contractors etc) please list:
  • Other Agencies contact details:

Key responsibilities by item, indicate name of person and who contacted them.

  • Venue / Location
  • Venue design
  • CDM 2015 arrangements
  • Major incident plan
  • Calculating maximum audience no’s
  • Admissions policy (ticketing etc)
  • Disability access
  • Stewards for disabled persons
  • Site/ venue plan
  • Incident control room
  • Entertainment Licence
  • Broadcast facilities
  • Other

Staging & Entertainment responsibilities by item, indicate name of person and who contacted them.

  • Stages
  • Barriers/fencing
  • Seating
  • Video Walls
  • Promotional Displays
  • Rostra
  • Fixed towers/scaffolds
  • Other temporary towers/scaffolds
  • Special FX eg, Pyros, fireworks
  • Lasers
  • Lighting
  • Security to staff and artists
  • Make- up/ costume
  • Toilets for artists and ´óÏó´«Ã½ staff
  • Catering
  • Facilities for eating meals
  • Traffic routes for production vehicles for outdoor sites
  • Public Address System (PA)
  • Noise Levels
  • Fire Fighting Equipment
  • Signage
  • First Aid

Utilities responsibilities by item, indicate name of person and who contacted them.

  • Power Supply
  • Electrical Installations
  • Gas Supplies
  • Lighting
  • Water Supply
  • Waste Management
  • Signage
  • Storage of hazardous substances eg, fuel, gas, pyros etc.
  • Other

Emergency Arrangements responsibilities by item, indicate name of person and who contacted them.

  • Designing the Emergency Evacuation Arrangements
  • Ensuring the emergency services can gain access to the site
  • Ensuring adequate fire alarms
  • Ensuring suitable fire fighting equipment is available
  • Ensuring emergency exits are kept clear
  • Ensuring emergency arrangements are communicated to all relevant parties
  • Emergency Lighting (Flood lights etc)
  • Raising the Alarm
  • Ensuring walkways are kept clear
  • Signage
  • Other

Services provided to the Public responsibilities by item, indicate name of person and who contacted them.

  • Audience Control
  • Monitoring the Crowd
  • First Aid arrangements
  • Stewarding
  • Security
  • Information Points
  • Lost Child procedure and facility
  • Lost Property Point
  • Toilets
  • Catering
  • Amusements and Attractions
  • Organisation of traffic routes
  • Firework Displays
  • Condition of floors and traffic routes
  • Parking Arrangements
  • Signage
  • Other

Management of Personnel responsibilities by item, indicate name of person and who contacted them.

  • Artists
  • Contracted ´óÏó´«Ã½ staff
  • Other

Other Service Facilities or Safety Issues - responsibilities by item, indicate name of person and who contacted them.

  • Provide details of services and persons responsible

Sign off: Signature (and print name) of ´óÏó´«Ã½ Organiser/Producer

  • Name & date

Sign off: Signature (and print name) of other parties

  • Party#1 Name & date
  • Party#2 Name & date
  • Party#3 Name & date
  • Party#4 Name & date
  • Party#5 Name & date

Division Specific Issues

Radio and Music

  • ´óÏó´«Ã½ Radio have special guidance on security at some venues such as night clubs. See Radio Safety and Security guidance at Music OB Events. 

FAQs/Did You Know?

  • Personal information collected for the purposes of this form will be used to identify those at risk, and those involved in controlling risk, from this or similar activities and to fulfil the ´óÏó´«Ã½â€™s obligations under Health and Safety policy and legislation.
  • It will be retained for up to 6 years after the expiry of the activity. It may be shared with other organisations, including our agents and contractors, with whom the risk or the control of risk is shared.
  • Further information on Responsibilities in Events is available HERE

Useful documents

Events Safety Guide

  • Events Safety GuideVisit the Events Safety Guide for a collection of topics related to organising your event.

More from SSR

  • Your platform to record accidents, risk assessments, assurance monitoring and inspections
  • Safety Equipment StoresJust one number to call: 0844 800 8875
  • ´óÏó´«Ã½ Safety GuidelinesAn A-Z of ´óÏó´«Ã½'s Health and Safety Guidelines
  • Safety Advice Line: 0370 411 0464 Email: safety@bbc.co.uk
  •  (´óÏó´«Ã½ Network only)

´óÏó´«Ã½ Security - key links:

About this site

This site describes what the ´óÏó´«Ã½ does in relation to managing its health, safety and security risks and is intended for those who work directly for the ´óÏó´«Ã½.

It is not intended to provide instruction or guidance on how third parties should manage their risks. The ´óÏó´«Ã½ cannot be held liable for how this information is interpreted or used by third parties, nor provide any assurance that adopting it would provide any measure of legal compliance. More information

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