Events: Indoor Location Recce Checklist

Date: 02.10.2015     Last updated: 30.06.2017 at 10.50
A guide to identifying what location specific issues should be considered for indoor events. For any given event location, whether outdoors or indoors, a variety of specific issues may need to be considered. Unless a systematic approach is used, issues can be overlooked easily leading to difficulties further down the line.

What Can Go Wrong?

  • Major issues not identified and suitable plans for control not developed
  • Event planning tasks starts 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

  • Talk to others on site, for example the person in charge of the event and agree what work will be carried out and where.
  • For some items on the checklist, refer to Events – General Guidance pages for further information or consult your Safety Advisor if you’re not sure. Additionally The Purple Guide to Health, Safety and Welfare at Music and Other Events (new version released March 2014), is recognised by the Events Industry as the authoritative guidance document. No one should be planning an event without having access to this guidance.
  • Agree with all parties concerned the specific tasks they will undertake and put in place monitoring arrangements to check completion

Indoor Venue Checklist

  • Complete the checklist below; identifying tasks relevant to the event, what needs to done and who will be undertaking them. 
  • This will then feed into your Risk Assessment and your Event Management Plan

Audience Profile

  • What is the expected number of people attending the event?
  • What is the age range of the audience?
  • What is the expected behaviour of the audience (can previous information be sought)?

Suitability of the Venue

  • Does the venue hold an Entertainments License? Request hard copy.
  • Is the site large enough to cope with the production infrastructure and backstage requirements including hospitality and welfare?
  • What is the estimated maximum capacity of people who can attend the venue, when all facilities and services have been provided at the venue?
  • Will noise generated pose a nuisance to residents or neighbouring venues?
  • Does the venue hold a public liability insurance certificate (request a copy)?

Geographical Location

  • Proximity to hospitals and emergency facilities?
  • Will the site offer adequate public transport links?
  • Are there major roads within the vicinity of the site?

Fire and Emergency Evacuation

  • Are emergency evacuation procedures available? Request hard copy.
  • Are there designated emergency routes and/ or assembly areas?
  • Does the venue have a suitable fire alarm in place?
  • Are there suitable numbers of exits provided?
  • Are exits clear, visible and unlocked?
  • Is emergency lighting provided?
  • Has suitable signage been erected?
  • Is suitable fire fighting equipment available in public areas?
  • If upholstered seating is provided by the venue, request a copy of the fire test certificate for British Standard 5852 Parts 1 and 2
  • If any curtains, drapes or other textile hangings are provided for the event, request a copy of the fire test certificate for British Standard 5852

 Stage and Associated Infrastructure

  • Does the venue supply appropriate dressing rooms?
  • Are fire extinguishers supplied in the dressing rooms? There sould be 1 extinguisher for every three dressing rooms.
  • Can the stage support the weight loading of the production equipment and personnel?
  • Are steps and walkways to the stage suitable and kept clear?
  • If barriers are provided will they be sufficient for the expected audience?
  • Is there adequate ventilation in the venue for the release of pyrotechnic/ smoke effects?
  • If required, the local authority must give their consent prior to the event.
  • If rostra are provided by the venue have they suitable barriers to protect from falls from height?
  • Are suitable welfare facilities provided for the artists and production staff?
  • If the production dress the venue, is asbestos present? Ask to see the asbestos register.

Seating

  • Is seating provided at the venue, if not seating must comply with specific guidelines. Local Authority consent may be required.

Disability Requirements

  • Does the venue provide suitable access for disabled persons?
  • Does the venue supply suitable seating for disabled persons?
  • Are there adequate escape routes for disabled persons?
  • Are there adequate welfare facilities provided for disabled persons?
  • Are loop systems available for the hearing impaired?

Utilities

  • If the venue supplies electricity to the production, request a copy of the 5 yearly inspection certificate for electrical installations.
  • Has the venue a suitable waste management system?
  • Does the venue supply a suitable water supply?

Parking Facilities

  • Is adequate parking available for production vehicles?
  • Will the emergency exits be blocked?
  • Will vehicles pose a risk to the public, especially when crowds might develop?
  • Is adequate parking available for the public?

Division Specific Issues

Radio and Music

  • BBC 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?

  • The information on this page is also available as a word document.

 Safety Guides - Quick Links

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