Events: Responsibilities

Date: 02.10.2015     Last updated: 30.06.2017 at 11.10
A guide to identifying how the event is structured and what event specific issues need to be considered.

Running an Event can be a difficult and complex task and usually involve multiple parties, who all need to play their part to make a successful event. Identifying exactly what the BBC’s role will be and what other parties will be doing is essential.

At the initial planning stage, getting clarity about who has what responsibility and what elements of the event planning is required and who will be doing it is crucial to the success of the event.

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/BBC 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.

Control Measures

General Controls

  • Identify the role that the BBC is undertaking for the event.
  • Complete the checklist identifying tasks relevant to the event and who will be undertaking them.
  • Agree with all parties concerned the role & tasks they will undertake.

Role of BBC

  • Depending on the type of event, the BBC may undertake any number of the following roles which have different levels of responsibility.
  • Irrespective of which role the BBC undertakes, it is highly likely the BBC will will have some responsibilities under CDM 2015. Part of the event planning process should include suitable arrangements for discharging these responsibilities.

Event Organiser

  • The Event Organiser has prime responsibility for the health, safety and welfare of everyone working at, or attending, the event. The role may be taken by the BBC, a local authority or an independent company.
  • The Event Organiser’s responsibilities are to:
  • Manage the arrangements for the event to ensure the health and safety of the public.
  • Ensure proper and effective co-ordination and co-operation for health and safety between the various parties involved in the event e.g. Owner/ Occupier, Host/ Rights Holding Broadcasters, Contractors, Local Authority and Emergency Services.
  • Ensure Risk Assessments are obtained from all contributors to the event and compiling an event safety file.
  • Communicate the appropriate safety information and arrangements to those involved.
  • Where the BBC is the Event Organiser there is a need to appoint a person to act as the Health & Safety Co-ordinator for the event and oversee the health and safety arrangements
  • Also to notify BBC Safety at the beginning of the commissioning process.
  • Where the BBC is the Event Organiser it automatically become the Host Broadcaster and take on the responsibilities set out below.

Venue Manager

  • The Venue Manager is responsible for the health and safety of people on their premises. Venue premises and facilities managers are responsible for ensuring that the facilities they provide and control, do not adversely affect the safety or welfare of others. Each venue should have risk assessments that set out the arrangements in place for capacity, seating, fire exit routes and the types of performance allowed in the facility. The information is agreed with the local authority which provides the consents and licences needed.
  • The venue manager will liaise with the Event Organiser to establish and agree:
  • The rules and arrangements particular to the site [ particular hazards and controls, restricted areas etc]
  • The welfare arrangements [ toilet, catering, parking facilities & information points ]
  • Access/ egress and facilities for disabled workforce, audience etc
  • The emergency arrangements [ plan of venue showing emergency exits, assembly points, first aid, police & fire centres, fire and security alarm system ]
  • Security arrangements
  • Power arrangements e.g. electrical supply
  • Where the BBC or BBC appointed partner, manages the venue, the Facilities or Studio manager will provide this information to the event organiser.

Host Broadcaster

  • The host broadcaster has responsibility for the broadcasting arrangements for all those broadcasting the event. The role is one of technical expertise and co-ordination of all the broadcasters present and to co-ordinate their work. They are the lynch pin between the broadcasters and the Event Organiser.
  • Where the BBC is the Host Broadcaster for the event, i.e. the BBC holds the principal rights to broadcast/ record the event. It is the Producers responsibility to:
  • Ensure that all broadcasters provide risk assessments so they can properly co-ordinate the work and provide the Event Organiser with information to inform the overall Event Risk assessment.
  • Ensure that information from the event organiser is provided to the rights holding broadcasters.

Rights Holding Broadcaster

  • A production which records or observes an event organised and hosted by another.
  • The Rights Holding Broadcaster should supply the Host Broadcaster with relevant safety information relating to their work.
  • The Rights Holding Broadcaster will appoint a person from their team to act as the point of contact for health and safety matters and ensure the appropriate health and safety information is distributed to individuals on their team.
  • The Rights Holding Broadcaster will complete a risk assessment for its activities, which should be provided to the Host Broadcaster and the Event Organiser.

Contributor / Contractor

  • The BBC may supply talent, resources, services or infrastructure to the event. When engaged as a contributor or contractor, the BBC department will complete a risk assessment and submit a copy to the Event Organiser.
  • The BBC production should satisfy itself that the Event Organiser has made adequate health, safety and security arrangements for the event.

Division Specific Issues

  • No division specific issues

FAQs/Did You Know?

  • There is an Events Responsibilities Form page that has list of information that should be recorded about responsibilites at a particular event. The form is also available as a checklist that can be downloaded as a word document.

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It is not intended to provide instruction or guidance on how third parties should manage their risks. The BBC 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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