Events: Responsibilities Form

Date: 05.10.2015     Last updated: 30.06.2017 at 11.12
This form must be completed for any type of event when an audience is present, regardless of whether it is a BBC organised event or not.

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 BBC 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/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.
  • 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 BBC Safety Advisor.

Control Measures

Event Information

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

BBC’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 BBC 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 BBC 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 BBC 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 reposnsible

Sign off: Signature (and print name) of BBC 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

  • 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?

  • 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 BBC’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.

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