Page 76 - DMGT304_EVENT_MANAGEMENT

Unit 3: Event Feasibility and Legal Compliance

3.7.2 Developing Procedures for Event Compliance Notes

There are numerous documents required by authorities or governing bodies. These documents, as
plans, applications and risk assessments, assist in addressing event legal compliance issues.
It does not make sense for an event organisation to create these documents from a blank page for
every event they organise. Over time, event organisers can build on their experience and use
documents and checklists to trigger sound management and legislative compliance. It is highly
efficient to document good practices and use templates and documents that have previously
been devised and used for past events. However, take care to check that all legislation is still
current and regulations have not been changed or amended.
The documents that explain how to do what is required become work procedures and the
checklists and forms used by the organiser support the procedures. In this way, they have a
standard way of doing business or performing a task which will always consider event
compliance. There are numerous tasks involved in organising events. Logically, there should
be numerous procedures that are documented to cover step-by-step instructions on how each
task is performed.
These procedures can be sorted, collected and placed into one procedure book or handbook.
Sometimes, they are published in book format for all staff and contractors to use as a basis for
explaining how they do what they do, who is responsible, when it gets done and by whom.
However, in these times of computerisation, individual procedures and forms can be easily
updated if they exist in single electronic format files and placed onto a company-shared drive or
intranet website for staff access.
Certification can and should cover the following criteria, and this should become a standard
checklist for event promotors, to check, when enquiring about the venue, its capacity and
cost.
Most venues the world over will have to comply to some if not all the following requirements
and any other criteria which may be prescribed from time to time:

(a) A Structural Engineer Certificate - which certifies the structural integrity of a stadium or
a venue, including any temporary structures; like tents, stages, marques, and rigging, big
screens etc… they all require them.
(b) A dated Fire Safety Certificate in respect of the stadium or venue, issued by the head of the
fire department, located within the immediate vicinity of a stadium or venue; that has
inspected all the fire extinguishers, and fire hydrants, as well as fire retardant materials,
and emergency exits for instance…

(c) A dated Electrical Safety Certificate, issued by a competent person registered person.
(d) A dated Occupational Health and Safety certificate, issued by an appropriate authority.
(e) A dated Health Certificate in respect of all aspects of food integrity; even waste
management, water sanitation, bottled water expiry dates, and even tests results, may be
required, and all aspects of sanitation, the applicable by laws. Other compliance aspects
that does not specifically relate to certification, but yet are legal requirements.
Log Monitoring survey may be in breach of one law or another.
Log Review: To maintain legal compliance, organizations also need to provide physical
documentation showing that they have appropriate control over access to resources.

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