---
title: "Event Safety and Security Software for Safety Leads"
description: "Run your control room from one live log, see how full every zone is, act on weather warnings with your plan ready and check every pass, steward and permit."
canonical: "https://www.ticketfairy.com/solutions/safety-and-security-leads"
---

# Event Safety and Security Software for Safety Leads

1. [Solutions](https://www.ticketfairy.com/solutions)
2. By role
3. Safety & security leads

# Keep Every Crowd Safe and Every Team Responding Fast

Your control room, your stewards and your medics report into one live log, and you see how full each zone is as people scan in. When the wind picks up or a zone fills, your emergency plan shows the steps your team agreed. Every pass is checked at your staff gates, every steward is qualified and briefed before their shift, and every risk, permit and inspection is signed off before the gates open.

  [Get started free](https://manage.ticketfairy.com/registration) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

- One live log for your whole site
- A warning before any zone fills
- Every steward, pass and permit checked

   ![Ticket Fairy incident panel for a crowd surge, with its seriousness, the next step, Fai's suggestion, the people involved and what has happened so far](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--incident.png)

## Run Your Control Room From One Live Log

Anyone on your team reports an incident from their phone with what happened, where and how serious it is, and drops a pin on your site map. Your control room assigns it, escalates it and sends it to the team for that zone on its radio channel, from the radio plan you already keep. Put the live log on a TV in your control cabin from a private link with no sign-in. Your medics record each patient's triage, treatment and outcome beside the incident they came from.

Every entry keeps its team, zone, seriousness and everything that has happened since it was reported, with who did each step and when. When the debrief, the licensing authority or an insurer asks what happened at the second stage at ten past nine, the answer is the log your team kept on the night, in order.

Mark an incident as sensitive and only your safety team reads its details. Medical records are seen only by people with the Medical role on your event and the event's owners and admins, while everyone else sees counts with no names, and every time someone opens a full record is recorded. Your welfare team works from the same log, so a lost child, a medical call and a crowd surge are never on three different clipboards.

- **Control log**: report, assign, escalate and close
- **Dispatch by zone**: to the right team on its radio channel
- **Medical and welfare log**: linked to each incident, with counts and no names for everyone else
- **Control room link**: the live log on a TV with no sign-in

[Control & safety](https://www.ticketfairy.com/event-operating-system/event-control-and-safety) [Show day](https://www.ticketfairy.com/event-operating-system/show-day)

  ![Ticket Fairy incident log for a festival, with counts by status and the incidents that need handling, most serious first](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--incidents.png)

## See How Full Every Zone Is Before It Becomes a Problem

Enter a safe capacity for each zone, and the scans at your gates and zone entrances keep a live count against it. Fai warns you before a zone reaches its capacity and suggests the next step, such as holding an entrance or opening the overflow, and a person on your team decides. See how fast people are arriving and leaving, with a heat map of every zone on your site plan. At the public gates, the check-in report shows arrivals hour by hour against the tickets sold, so you see the rush coming.

On site now shows how many people are on site, how many are inside each zone and the counts by group or organisation, so you know how many contractors are backstage as well as how many fans are in the arena. Open a zone to list everyone inside it with their role, organisation and the time they went in, ready for a roll call if you need to clear it.

Counts come from the same scans that let people in, so there is no separate clicker team to brief and no tally to add up on a radio. A festival arena, a stadium concourse and a conference hall with a fire limit each get the zones and capacities that match their site plan.

- **Zone counts**: live, against the safe capacity you enter
- **Early warnings from Fai**: with the next step suggested for your team to take
- **Heat map**: how busy each zone is on your site plan
- **People inside**: everyone in a zone, ready for a roll call

[Control & safety](https://www.ticketfairy.com/event-operating-system/event-control-and-safety) [Check-in & box office](https://www.ticketfairy.com/features/check-in-and-box-office)

  ![Ticket Fairy On site now for a festival, with the people on site, the count inside each zone and the counts by group or organisation](https://www.ticketfairy.com/embeds/posters/marketing-event-gate--on-site-now.png)

## Act on Weather and Crowd Warnings With Your Plan Ready

Link each warning in your emergency plan to the steps your team takes. When wind, lightning, heat or a crowd passes the level you set, your plan shows those steps, such as pausing a stage, opening shelters, adding water or messaging your ticket holders. Months ahead, the weather card shows what your event dates are usually like, and on show days the forecast for your venue updates hour by hour with official weather alerts.

The decision stays with the people who know the site. Your plan holds the levels your safety advisory group agreed, and when one is passed everyone in the control room sees the same steps at the same moment, rather than the one person who happens to check a weather app.

Message a team, one day's shifts, your volunteers or your traders by email or text, starting from a show-day message such as a gate change or a weather hold, and see exactly who will get it before you send. Afterwards, see who it reached, who opened it and who it did not reach, so a steward who missed the hold gets a call on the radio.

- **Emergency plan**: wind, lightning, heat and crowd levels linked to your steps
- **Hourly forecast**: with official weather alerts for your venue
- **Messages to your teams**: see who gets it before you send and who opened it

[Control & safety](https://www.ticketfairy.com/event-operating-system/event-control-and-safety) [Sales reports](https://www.ticketfairy.com/features/sales-reports)

  ![Ticket Fairy Weather intelligence card with a thunderstorm warning, the conditions at the venue now and a strip of the week ahead](https://www.ticketfairy.com/embeds/posters/marketing-event-weather--forecast.png)

## Let Only the Right People Into Each Area

Give each pass type its zones, days and hours, and your stewards scan passes in and out at each staff gate. A pass for the wrong zone, day or hour is refused with the reason in plain words, and a supervisor can let the holder through with a reason that stays on the pass's record. Every pass shows its movements, from the site entrance to the gate that refused it, so you know where anyone with a pass has been.

Run each staff gate from a link on a steward's phone, with the zone it checks and whether a supervisor can let people through, and stop the link when the gate closes. If the connection drops, the gate tells your stewards to check passes by eye, by the name, the photo and the colour of the zones, and to scan them when the connection is back.

Approval rules send a request for a sensitive pass, such as press or production access, to the press office first and to security second, and the approver decides from a link in their email. The Refused scans report brings refusals at your staff gates and your public doors together, by reason, entrance and hour, so you see where people are trying to get in.

- **Staff gates**: passes checked in and out of each zone
- **Supervisor override**: let someone through with a reason on the record
- **Pass movements**: every gate a pass went through, in order
- **Approval rules**: sensitive passes approved by the right people

[Accreditation](https://www.ticketfairy.com/event-operating-system/accreditation) [Check-in & box office](https://www.ticketfairy.com/features/check-in-and-box-office)

  ![Ticket Fairy backstage gate refusing a stage hand whose pass is for another day and for the production village only, with the button to let them through](https://www.ticketfairy.com/embeds/posters/marketing-event-gate--refused.png)

## Know Every Steward Is Qualified and Briefed Before Their Shift

Ask for the certificates each shift needs in your own words, such as a door supervisor licence or a first aid certificate. Each person adds a document once from their My shifts page, it counts at every one of your events until it expires, and Fai reads the expiry date from the file. Run a safety induction with a short test Fai drafts from your briefing, and the hand-out desk checks it is done before anyone collects their pass.

When someone is put on a shift without the document it needs, or with one that expires before the shift, your team sees it and either fixes it or records why the person may work anyway. That reason stays on the record, so you can show your licensing officer how every steward was checked.

Your security contractor names its stewards on its own page, sends its insurance and risk assessment, and you check its invoice against the hours its people worked. Your radio plan holds each channel, its call signs and who answers, and every radio is handed out and back by scan, so you know who has each radio.

- **Certificates for shifts**: added once, with expiry dates read by Fai
- **Safety induction**: checked at the desk before a pass is handed over
- **Security contractors**: stewards, documents and hours for each outside team
- **Radio plan**: channels, call signs and who has each radio

[Crew meals & safety](https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety) [Crew & volunteers](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers)

  ![Ticket Fairy hand-out desk with a runner whose pass waits for the safety induction, and the button to record it done at the desk](https://www.ticketfairy.com/embeds/posters/marketing-event-staff-documents--induction-at-the-desk.png)

## Get Your Risks, Permits and Inspections Signed Off on Time

Start your risk register from Fai's draft for your kind of event, and give each risk an owner, a review date and a status. Follow each permit with its authority, such as licensing, fire, police, highways or health, with its conditions, due dates, the documents you sent and the inspections booked and passed. Draw your fence and barrier lines on your site plan and sign off timed inspections, with every sign-off kept in its history. Share a private link to your live site map with the fire service, showing the fire lanes, exits and first aid points.

Each risk carries how likely and how bad it is, its score, what you are doing about it and who owns it, so the register is a working document your heads of department update rather than a file written once for the council. Fai checks your site map for the first aid, water, exits and toilets your crowd needs before you share it.

Accessibility runs from checkout to the gate. Buyers ask for a companion ticket, a viewing platform place or an interpreted session when they buy, your access desk works from a link, and an access layer on the public map shows the routes and facilities your guests need. The accessibility report shows your access team every request.

- **Risk register**: drafted by Fai, with an owner and a review date for each risk
- **Permit tracker**: conditions, due dates and inspections for each authority
- **Barriers and inspections**: barrier lines on your site plan, signed off on time
- **Accessibility**: requests at checkout, an access desk and an access map

[Control & safety](https://www.ticketfairy.com/event-operating-system/event-control-and-safety) [Site & logistics](https://www.ticketfairy.com/event-operating-system/site-and-logistics) [Planning](https://www.ticketfairy.com/event-operating-system/planning)

  ![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)

## How Safety and Security Teams Use Ticket Fairy

- ### A Greenfield Festival

  The safety officer puts the control log on the TV in the control cabin, and stewards report from their phones with a pin on the site plan. When the wind passes the level in the plan, the control room sees the steps to pause the main stage and messages the stage crew in one go.
- ### A Stadium Match Day

  The head of security sets a safe capacity for each stand and concourse, and Fai warns before the away end fills. Every steward's licence was checked before the shift, and the contractor's invoice is checked against the hours its stewards worked.
- ### A City Street Event

  The event manager tracks the road closure, the premises licence and the fire inspection with each authority, with every condition and due date. The fire service opens a private link to the live site map with the emergency routes on it.
- ### A Conference Centre

  The venue's security lead counts each hall against its fire limit from the badge scans at the doors and lists everyone inside a hall for a roll call. Medical calls are recorded beside each incident, with names seen only by the medical team.
- ### A Nightclub With Several Rooms

  The security manager keeps the backstage and green room on staff gates, with a supervisor able to let a guest through with a reason. The risk register drafted by Fai is reviewed each month by the owners of each risk.

    [Get Started for Free](https://manage.ticketfairy.com/registration) [Book Demo Call](https://www.ticketfairy.com/event-ticketing/book-a-demo)       **Get this page as a PDF** Read it later or share it with your team. We email you a link to the PDF.           What to put in your PDF          Enter your email

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## Everything You Need to Keep Your Event Safe

- [Control & safety One live control log for your whole site, crowd levels in every zone, an emergency plan ready for every warning, and medical care, barriers and permits on track. Learn more](https://www.ticketfairy.com/event-operating-system/event-control-and-safety)
- [Show day Every team briefed, every incident handled fast and the right people told, with Now and next for each stage. Learn more](https://www.ticketfairy.com/event-operating-system/show-day)
- [Accreditation The right pass for everyone who works your event, handed out at your desk and checked at your staff gates. Learn more](https://www.ticketfairy.com/event-operating-system/accreditation)
- [Crew meals & safety Meal times planned from your shifts, every meal counted and charged, and certificates and inductions checked before anyone works. Learn more](https://www.ticketfairy.com/event-operating-system/crew-meals-and-safety)
- [Site & logistics Your site mapped, hire lists worked out from riders, deliveries booked into arrival times and kit handed out and back. Learn more](https://www.ticketfairy.com/event-operating-system/site-and-logistics)
- [Front of house A box office that balances, ages checked once, VIP guests looked after, merch stocked, fans guided through their day and cashless payments on every wristband. Learn more](https://www.ticketfairy.com/event-operating-system/front-of-house)
- [Check-in & box office Your door team scans tickets on their own phones, every ticket type gets its own entry rules and wristband, walk-ups buy at the door and you see who has arrived. Learn more](https://www.ticketfairy.com/features/check-in-and-box-office)
- [Crew & volunteers Every shift filled with offers to the people who fit, one record of your crew across events, and volunteers recruited, looked after and rewarded. Learn more](https://www.ticketfairy.com/event-operating-system/crew-and-volunteers)
- [Orders, refunds & resale Find and fix any order, refund buyers or let them refund themselves, keep resale at face value with a waiting list, and postpone or cancel an event cleanly. Learn more](https://www.ticketfairy.com/features/orders-refunds-and-resale)
- [Site services Service rounds done on time, runners and carts on call, your campsite planned and checked in, and a sustainability report to share. Learn more](https://www.ticketfairy.com/event-operating-system/site-services-and-sustainability)
- [Teams & security Invite your team with the access each job needs, protect every sign-in, and find your way around your dashboard from your first day. Learn more](https://www.ticketfairy.com/features/teams-and-security)

## Plan and Run Your Event Safety Step by Step

- [Report and handle incidents at your event](https://www.ticketfairy.com/guides/report-and-handle-incidents-at-your-event)
- [Keep a risk register for your event](https://www.ticketfairy.com/guides/keep-a-risk-register-for-your-event)
- [Check accreditation passes in and out at your event staff gates](https://www.ticketfairy.com/guides/check-passes-in-and-out-at-your-staff-gates)
- [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)
- [Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew)
- [Collect crew certificates and licences before they work an event shift](https://www.ticketfairy.com/guides/collect-crew-certificates-before-they-work-a-shift)
- [Run a safety induction for everyone who works your event](https://www.ticketfairy.com/guides/run-a-safety-induction-for-everyone-who-works-your-event)
- [Collect insurance and certificates from your event's outside teams](https://www.ticketfairy.com/guides/collect-insurance-and-certificates-from-your-outside-teams)
- [Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/guides/message-the-people-working-on-your-event)
- [Check the weather for your event](https://www.ticketfairy.com/guides/check-your-event-weather)
- [See why tickets and passes were refused at the door](https://www.ticketfairy.com/guides/see-why-tickets-and-passes-were-refused-at-the-door)
- [Draw your event site map and share it](https://www.ticketfairy.com/guides/draw-your-event-site-map-and-share-it)
- [How do you keep touts and bots off your tickets?](https://www.ticketfairy.com/guides/keep-touts-off-your-tickets)

## Questions About Ticket Fairy for Safety & security leads

### Safety & security leads

#### Who can read incident and medical details?

Only your safety team can read sensitive incident details, and only people with the Medical role on your event and the event's owners and admins can see medical records. Everyone else sees counts with no names. Ticket Fairy records every time someone opens a full incident report or a medical record.

#### How long are medical records kept?

You choose for each event, and you can keep them permanently. When a patient asks for their details to be removed, their personal details are removed and the counts stay.

#### Does Fai act on a crowd or weather warning by herself?

No. Fai warns you and suggests a step, such as holding an entrance or opening the overflow, and a person on your team decides.

#### Where do the zone counts come from?

From the scans in and out at your gates and zone entrances. Enter a safe capacity for each zone, and Fai warns you before the count reaches it.

#### Does the staff gate work without a connection?

No. The gate checks every pass with Ticket Fairy, so without a connection it asks your stewards to check passes by eye and scan them when the connection is back. The hand-out and meal desks work without one.

#### Does the door app refuse a pass for the wrong zone?

Zone, day and hour checks run at your staff gates and on gate links. The check-in app your door team uses scans passes as tickets and shows what each pass allows.

#### Does the control room link need a login?

No. Open the private link on a TV or computer in your control cabin.

#### Is Fai's induction test or risk register a safety plan?

No. Fai drafts them from your briefing and your kind of event so your team starts faster. Your safety lead checks every risk, question and answer before you use them.

#### Can I give my security lead their own view of the dashboard?

Yes. Invite them by the name of their role, and they start with the menu, permissions, Today page and Fai help a security lead needs. Each person also opens one link for every shift, desk and document their roles give them.

## Solutions for the Rest of Your Team

- [Sell Out Your Festival and Lead Every Department to the Gates Sell day, weekend and camping tickets through your fans, see your sales and costs against last year every morning, and run acts, crew, traders and stages from the same event. Festivals](https://www.ticketfairy.com/solutions/festivals)
- [Get Every Shift Covered and Every Team Ready for Show Day Recruit volunteers, fill every shift with offers to the people who fit, get passes, meals, kit, deliveries and outside teams ready, brief every team on the day and approve every hour worked. Operations & crew](https://www.ticketfairy.com/solutions/operations-managers)
- [Fill Every Fixture and Keep Every Crowd Safe Sell matchday tickets, seats and season passes, give visiting clubs their allocation, move fixtures calmly, and run stewards, gates and crowd safety for every match. Sports events](https://www.ticketfairy.com/solutions/sports-events)
- [Get Every Guest In Fast and Balance Your Box Office Every Night Scan tickets on your team's own phones, hand over the right wristband, sell to walk-ups, balance the box office every night and answer any guest at the window. Box office & front of house](https://www.ticketfairy.com/solutions/box-office-and-front-of-house)

      [Previous **Box office & front of house**](https://www.ticketfairy.com/solutions/box-office-and-front-of-house) [Next **Sponsorship & partnerships**](https://www.ticketfairy.com/solutions/sponsorship-and-partnerships)

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---

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)