Get Every Permit Granted and Every Barrier Signed Off Before Your Gates Open

Follow Every Permit With the Authority That Grants It

Keep each permit under its authority: licensing, the fire service, the police, highways and health. Your permits coordinator sees where every application stands in one tracker, and everyone else on the team knows who to ask about the road closure, the late licence or the food hygiene visit.

A multi-agency event is a set of separate conversations that all have to land before the same morning. The tracker keeps each one with its own authority, contact and dates, so a slow reply from highways is visible weeks before it holds up the traffic management plan, and a new coordinator can pick up the whole picture on their first day.

• By authority: licensing, fire, police, highways and health
• Where each permit stands: what is granted and what still needs you

Meet Every Condition Before It Is Due

Each permit carries the conditions the authority attached to it, each with its due date. Work through them one by one, see at a glance what is still open, due soon or late, and reach the opening day with every condition met and the evidence beside it.

Conditions are where events get caught out: the stewarding ratio the licence names, the noise monitoring the council asked for, the medical cover the safety advisory group set. Each one sits with the permit it belongs to and a date, so nobody finds out in the final week that a condition from the spring meeting was never assigned.

• Conditions: every one the authority attached
• Due dates: what is open, due soon or late

Gather the Documents Each Authority Asks For

Record the documents you send each authority, and collect the ones you need from your suppliers first. Ask your outside teams once for insurance, risk assessments, method statements and gas or electrical safety certificates, and each team adds its file on its own page with no sign-in. Fai reads each file for the expiry date and the cover and says what does not match, such as a policy that ends before your event does, and you accept it or ask for changes.

Each document shows how many teams have it accepted, what still needs checking, who is overdue and whose cover is running out. Remind every team still missing a file at once, give one team more time, or add a file a supplier emailed you so it is read and checked the same way. Before an accepted document expires, the team is reminded to send a newer one.

• Documents sent: what went to each authority and when
• Documents from outside teams: insurance, risk assessments and certificates
• Read by Fai: the expiry date, the cover and what does not match
• Reminders: before a file is due and before it expires

• Collect insurance and certificates from your event's outside teams

See Every Licence and Certificate, Most Urgent First

The permit tracker builds on Licences and certificates, where liquor licences, food and health permits, insurance certificates and fire sign-offs for the event sort by what needs you first: expired, then expiring soon, then waiting for review. Search by jurisdiction, issuing authority or document number, and mark each document verified or rejected.

At a food and drink festival that means the liquor and food permits for every bar and trader, and at a convention the age-restricted licensing. Your traders' certificates sit beside your outside teams' documents, so the person checking paperwork before load-in works from one list.

• Licences and certificates: every licence and permit for the event
• Most urgent first: expired and expiring soon at the top
• Search: by jurisdiction, authority or document number

Draw Every Fence and Barrier Line on Your Site Plan

Draw the perimeter fence, the front-of-stage barrier and every crowd line on the same site plan your team already works from. Set the scale once and each line shows its length, so your fencing supplier quotes for the right number of panels and your build crew knows where each run starts and ends.

Drag a line when the plan changes, with undo and redo always there. Two people can work on the map at once, and changes to different places never clash. Fai can check the map for first aid, ways out, drinking water, toilets and accessible viewing for the crowd you expect, and tells you what is still missing before the safety advisory group sees it.

• Barrier lines: drawn on your own site plan
• Lengths: each line measured once the scale is set
• Check my map: Fai looks for exits, first aid, water and toilets

• Draw your event site map and share it

Build Each Line to Its Checklist and Inspect It on Schedule

Give each barrier line its build checklist and let your crew tick it off as they go, so your production manager sees which lines are finished and which still need work long before doors. Then set when each line is inspected, from the first check after build to the checks through each show day, and your inspector works through the line point by point and signs it off.

A barrier gets checked as often as your safety plan says, and nobody has to remember to do it. The front-of-stage barrier can be inspected before doors, at the changeover before the headliner and after the set, while the perimeter fence is walked each morning, each line on its own timetable. Stages, rigging points and other structures are signed off with the same timed inspections.

• Build checklists: every step for each line
• Timed inspections: when each line is due a check
• Sign-off: by the person who did the inspection

Show Exactly What Was Checked, When and by Whom

Every build step, inspection and sign-off joins the line's history, and every condition met, document sent and inspection passed joins the permit's. When your licensing officer, your insurer or your debrief asks about a barrier or a condition, the answer is already there, with names and times.

The same record helps the next edition. Next year's permits coordinator starts from the authorities, conditions and contacts that worked this year, and the site team knows which barrier lines needed extra checks and why.

• Full history: every check, sign-off and condition kept
• Ready for questions: from licensing officers and insurers

Give the Fire Service and Your Suppliers the Live Plan

Send the fire service, the ambulance service or your fencing supplier a private link to your live site map, with the exits, routes, first aid or power they need on top of the public map. The link always shows the map as it is now, so a moved fence or a new emergency route is there the next time they open it, and it ends on the date you choose.

Each link shows who it is for, until when it works and how many times it was opened. Give a link a new address if it travels too far, or stop it at any time. The page they open shows places and routes only, never your notes or who is on your team, and asks for no sign-in, so an inspector can open it on a phone on the walk round.

• Private map links: for emergency services, accessibility or suppliers
• Always the current map: a moved fence shows the next time they open it
• Stop at any time: end a link the moment it should no longer work

• Share a private event site map with emergency services and suppliers