Event Security Planning Checklist for UK Organisers

Event Security Planning Checklist for UK Organisers

Good event security is planned well before guests arrive. Overcrowding, unsafe queues, unclear staff roles and gaps in emergency cover often begin with something missed during the planning stage.

This event security planning checklist UK organisers can follow covers the essential steps for weddings, corporate functions, concerts, festivals and ticketed events. It also explains how AR FM Security helps organisers arrange suitable security personnel across Birmingham and other UK cities.

6 to 8 Weeks Before the Event

Start by confirming the basic details:

1. Event type, date and operating hours
2. Venue layout and maximum capacity
3. Expected attendance and audience profile
4. Whether alcohol or regulated entertainment will be provided
5. Entrances, exits and restricted areas
6. Any performers, VIPs, cash or valuable equipment

Review the premises licence, Temporary Event Notice and venue conditions. These may affect opening hours, capacity, door supervision and other security requirements.

Complete an event security risk assessment covering crowd movement, queues, alcohol, access control, fire routes, medical arrangements and previous incidents. The HSE advises that planning should reflect the size, type, audience, location and risk level of the event (source: HSE).

Set the security budget early. Late bookings can limit personnel availability and may cost more.

4 to 6 Weeks Before the Event

Appoint a professional event security company and provide complete information about the event.

Ask the provider to explain:

1. The number and type of personnel recommended
2. Which roles require SIA licensed staff
3. Guard and supervisor working hours
4. Minimum shift requirements
5. Reporting and communication procedures
6. Public and employer liability cover

Not every event worker needs an SIA licence. Stewards can provide directions, assist with seating and perform basic ticket checks. However, security personnel controlling entry, conducting searches, preventing disorder or removing individuals may require the appropriate licence (source: GOV.UK).

Request a clear quotation showing the roles, hours and responsibilities included.

2 to 4 Weeks Before the Event

Build a written event security plan with the venue and security provider.

The plan should cover:

1. Entry points, ticket checks and queue barriers
2. Bag searches and prohibited items
3. Maximum capacity for each area
4. Backstage, VIP and staff only zones
5. Crowd movement between different areas
6. Emergency exits and evacuation routes
7. First aid and medical assistance
8. Radio channels and communication procedures
9. The event’s command and reporting structure
10. Arrangements for guests with disabilities or limited mobility

There is no universal guard to guest ratio for every event. Staffing should reflect the venue, audience, alcohol service, operating hours and identified risks.

Emergency arrangements should explain who raises the alarm, contacts the emergency services, manages an evacuation and communicates with attendees (source: HSE).

Organisers of larger events should also begin considering the Terrorism Protection of Premises Act 2025, commonly known as Martyn’s Law. Its main duties are not expected to come into force until spring 2027, but organisers may wish to prepare in advance (source: GOV.UK).

During the Final Week

Confirm the final attendance estimate, security numbers and shift times.

Share the following with the security provider:

1. Venue plan and access instructions
2. Event schedule
3. Staff, supplier and guest lists where relevant
4. Accreditation or wristband arrangements
5. Emergency contacts
6. Known risks or sensitive areas
7. Delivery and contractor access times

Check that lighting, barriers, signs, radios and emergency routes are ready. Security personnel should understand their locations, responsibilities and reporting structure before doors open.

On the Event Day

Hold a briefing with security personnel, venue staff, organisers and medical teams.

During the event:

1. Monitor queues and capacity continuously
2. Keep entrances and emergency exits clear
3. Record incidents as they occur
4. Escalate concerns through the agreed chain of command
5. Adjust personnel if crowd movement changes
6. Maintain communication between security and event management

After guests leave, review any incidents, keep relevant records and identify improvements for future events.

Event Security from AR FM

AR FM Security supports event organisers with:

1. SIA licensed and fully vetted personnel
2. Tailored staffing based on the venue and event risks
3. Door supervision, access control and crowd management
4. Digital incident reporting
5. Flexible one off and multi day contracts
6. Deployment within 24 to 48 hours for urgent bookings
7. Operational support available 24 hours a day

AR FM provides event security across Birmingham and 15 other cities in England. Our team can help you identify the appropriate combination of door supervisors, security guards and supporting personnel.

Planning an event? Call AR FM Security on 07310005644 or request a free quote for a security plan tailored to your venue, audience and budget.