--- title: "Event Permit Tracker and Barrier Inspection Checklists" description: "Track every permit by authority with its conditions, documents and inspections, and get every fence and barrier line built, checked and signed off on time." canonical: "https://www.ticketfairy.com/event-operating-system/event-control-and-safety/permits-and-barriers" --- # Event Permit Tracker and Barrier Inspection Checklists 1. [Event Operating System](https://www.ticketfairy.com/event-operating-system) 2. [Control & safety](https://www.ticketfairy.com/event-operating-system/event-control-and-safety) 3. Permits & barriers # Get Every Permit Granted and Every Barrier Signed Off Before Your Gates Open A festival can be ready on every other front and still not open because one condition from one authority slipped, or because nobody can show when the front-of-stage barrier was last checked. With Ticket Fairy, your permits coordinator follows each permit with the authority that grants it, the conditions attached, their due dates, the documents sent and the inspections booked and passed. Your site team draws every fence and barrier line on the site plan, builds each one to its checklist and signs off timed inspections through the show. Every step joins the permit's or the line's history, so when the licensing officer, the fire service or your insurer asks, you show them the record. [Book a Live Demo](https://www.ticketfairy.com/event-ticketing/book-a-demo) - Every permit followed with its authority and conditions - Every barrier line built to its checklist and inspected on time - A record ready for licensing officers, the fire service and insurers ## 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](https://www.ticketfairy.com/guides/collect-insurance-and-certificates-from-your-outside-teams) ![Ticket Fairy documents asked of outside teams for a festival, with insurance, a risk assessment and a gas certificate, how many are accepted and what needs checking](https://www.ticketfairy.com/embeds/posters/marketing-event-file-requests--requests.png) ## 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 ![Ticket Fairy request for public liability insurance, with each supplier asked, the file one sent, what Fai read in it and the buttons to accept it or ask for changes](https://www.ticketfairy.com/embeds/posters/marketing-event-file-requests--request.png) ## 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](https://www.ticketfairy.com/guides/draw-your-event-site-map-and-share-it) ![Ticket Fairy site map of a festival with the arena, a campsite, the main stage, a bar, toilets, the main gate and an emergency route drawn on the plan](https://www.ticketfairy.com/embeds/posters/marketing-event-site-map--site-map.png) ## 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](https://www.ticketfairy.com/guides/share-a-private-site-map-with-emergency-services-and-suppliers) ![Ticket Fairy Share links view with private map links for the fire service and a power supplier, how long each works and how often it was opened](https://www.ticketfairy.com/embeds/posters/marketing-event-site-plan--share-links.png) ## How Event Teams Keep Permits and Barriers on Track - ### A Greenfield Festival With Road Closures Licensing, highways, police and fire each have their permit in the tracker, with the conditions from the safety advisory group under each. The highways permit shows late three weeks out, the coordinator chases it, and the traffic management plan goes in on time. - ### An Arena Show With a Deep Pit The front-of-stage barrier is inspected before doors, at the changeover and after the headliner, each signed off by the barrier supervisor. When the venue's insurer asks after the show, the production manager shows every inspection with its time and name. - ### A Food and Drink Festival Every bar's liquor licence and every trader's food hygiene certificate sits in Licences and certificates, most urgent first. Fai flags a gas certificate that expires before the weekend, and the trader sends a new one before load-in. - ### A City Centre Parade The fire service and the ambulance service each get a private link to the live route map. When the barrier line at a junction moves the night before, they see the new line the next time they open the link, and nobody sends a new PDF. [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo) [Get Started for Free](https://manage.ticketfairy.com/registration) ## See It in Your Dashboard - ![Ticket Fairy site map link page for the fire service, with the live map, the fire lane to keep clear, exits, first aid and routes](https://www.ticketfairy.com/embeds/posters/marketing-event-site-plan--map-link-page.png) The fire service opens the live map with the exits, routes and first aid they need. - ![Ticket Fairy dialog to accept a supplier's insurance, with the expiry date to check and the date Fai read from the file](https://www.ticketfairy.com/embeds/posters/marketing-event-file-requests--accept.png) Accept a supplier's insurance with the expiry date Fai read from the file. ## Set It Up Step by Step - [Collect insurance and certificates from your event's outside teams](https://www.ticketfairy.com/guides/collect-insurance-and-certificates-from-your-outside-teams) - [Draw your event site map and share it](https://www.ticketfairy.com/guides/draw-your-event-site-map-and-share-it) - [Share a private event site map with emergency services and suppliers](https://www.ticketfairy.com/guides/share-a-private-site-map-with-emergency-services-and-suppliers) ## Questions About Permits and Barriers ### Permits & barriers #### Does Ticket Fairy apply for permits for me? No. You apply to each authority as you do today. The tracker keeps each permit's conditions, dates, documents and inspections together so nothing is missed. #### Where is the permit tracker? In Licences and certificates on your event's Operations page, which opens for the event's owners, admins and producers. If it is not in the list of sections, open it from More sections. #### Does an outside team need a Ticket Fairy account to send a document? No. The team's contact opens the link to their page on any phone or computer with no sign-in, and adds a PDF, a photo or a Word file of up to 25 MB. A team can add up to 30 files a day. #### Does Fai accept a document for me? No. Fai reads the file and tells you what it says and what does not match, and you accept it or ask for changes. When you accept, you confirm the expiry date yourself. #### Who can see the documents? The event's owners, admins and producers. Each time someone opens a file, it is recorded. #### What do I need before I draw barrier lines? Your site plan, uploaded to Site map as a JPG, PNG or WebP image up to 20 MB. Export a PDF page as an image first. You draw on a computer or tablet; on a phone the map is for looking at. #### What happens if two of us change the same line at once? The second save is stopped and the map shows your teammate's version of that place, so you check it and make your change again. Changes to different places never clash. A map holds up to 1,000 places. #### Is every inspection kept? Yes. Every build step, inspection and sign-off is kept in the line's history, and nothing is deleted, so the record of what was checked and when stays complete. #### How long does a map link for the fire service work? From 1 to 60 days, and 14 days unless you choose otherwise. It needs no sign-in, so it counts how many times it was opened but cannot name who opened it. ## Explore More of the Event Operating System - [Control room One live control log for your whole site, each job sent to the right team and channel, live zone counts against safe capacity with Fai's early warning, and a private medical and welfare log. Control & safety](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/event-control-room) - [Weather & risk Your venue's forecast, warnings and weather history, wind, lightning, heat and crowd triggers linked to your emergency plan, and a risk register drafted by Fai and kept current by your team. Control & safety](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/weather-and-risk) - [Site map & deliveries Draw your site to scale, let Fai check the safety essentials, publish an attendee map, share a live map with responders, and book every delivery into an arrival time at the gate. Site & logistics](https://www.ticketfairy.com/event-operating-system/site-and-logistics/site-map-and-deliveries) - [Hire, kit & suppliers Riders fill one backline and production hire list, suppliers confirm and quote on their own page, your crew counts deliveries in and out, and a kit desk tracks every radio and piece of kit. Site & logistics](https://www.ticketfairy.com/event-operating-system/site-and-logistics/hire-kit-and-suppliers) [Back to **Control & safety**](https://www.ticketfairy.com/event-operating-system/event-control-and-safety) [Previous **Weather & risk**](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/weather-and-risk) Ticket Fairy in full: [event ticketing platform](https://www.ticketfairy.com/event-ticketing/), with the features, pricing and support behind this page. ## Ready to Build a Stronger Event Business? Book a live demo, and we will set up your first event on the Event Operating System with your team. ## Start Selling Tickets Online Sign up without a credit card and build a test event before you commit. Go on sale in minutes when you are ready. No monthly subscription required for ticketing Start selling tickets immediately Ticketing tools included in the service fee [Get Started for Free](https://manage.ticketfairy.com/registration) [Talk to Fai Now](#) Ask Fai, our AI assistant, about Ticket Fairy’s features, pricing and how it could work for your event. No credit card required ## Book a demo call See the referral model that drives 20% more ticket sales on average, learn which campaigns sell tickets, answer buyers faster and keep queues moving. How many tickets do you sell per year? 45-Minute Video Call Pick a Time That Works for You The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners. Ticket Fairy Capital financing is provided by third-party private credit partners. The Ticket Fairy, Inc. does not make credit decisions, and all funding terms, approvals and conditions are determined by those lending partners. --- This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)