---
title: "Event safety and security questions answered"
description: "Get straight answers to 25 questions event safety and security leads ask, from what your buyers pay and when your ticket money reaches you to how your team runs the day."
canonical: "https://www.ticketfairy.com/solutions/safety-and-security-leads/questions"
---

1. [Ticket Fairy](https://www.ticketfairy.com/)
2. [Solutions](https://www.ticketfairy.com/solutions)
3. [Safety & security leads](https://www.ticketfairy.com/solutions/safety-and-security-leads)
4. Event safety and security: your questions answered

# Event safety and security: your questions answered

  [Get started free](https://manage.ticketfairy.com/welcome?utm_source=compare&utm_campaign=solutions-safety-and-security-leads-questions) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

- **25** questions answered
- **17** pages that show you how

Here you can find out how your stewards report incidents from their phones, who sees medical details, and how you know who is inside each zone when you must clear it. You can also see how your stewards check passes at staff gates, how you check every steward's license and induction, and how you keep on top of risks, permits, barrier inspections, weather warnings and messages to your team.

1. [Who can see incident and medical details?](#who-can-see-incident-and-medical-details)
2. [How does a steward report an incident?](#how-does-a-steward-report-an-incident)
3. [Who is told when a serious incident is reported?](#who-is-told-when-a-serious-incident-is-reported)
4. [Will Fai make safety calls without us?](#will-fai-make-safety-calls-without-us)
5. [Can we put the live log on the control room TV without a login?](#can-we-put-the-live-log-on-the-control-room-tv-without-a-login)
6. [How long are medical records kept?](#how-long-are-medical-records-kept)
7. [How do we know who is inside a zone when we have to clear it?](#how-do-we-know-who-is-inside-a-zone-when-we-have-to-clear-it)
8. [Do the zone counts include the audience?](#do-the-zone-counts-include-the-audience)
9. [Will our scanners stop a pass from getting into the wrong zone?](#will-our-scanners-stop-a-pass-from-getting-into-the-wrong-zone)
10. [Can a supervisor let someone through a staff gate?](#can-a-supervisor-let-someone-through-a-staff-gate)
11. [What happens at a staff gate if we lose signal?](#what-happens-at-a-staff-gate-if-we-lose-signal)
12. [Can we approve press or production passes before they are issued?](#can-we-approve-press-or-production-passes-before-they-are-issued)
13. [How do we check every steward holds the right license?](#how-do-we-check-every-steward-holds-the-right-licence)
14. [How do we make sure everyone has done the safety induction?](#how-do-we-make-sure-everyone-has-done-the-safety-induction)
15. [How does our team keep a risk register up to date?](#how-does-our-team-keep-a-risk-register-up-to-date)
16. [Can Fai's risk register or induction test stand in for our own safety plan?](#can-fai-s-risk-register-or-induction-test-stand-in-for-our-own-safety-plan)
17. [Can we track each permit and its conditions with each authority?](#can-we-track-each-permit-and-its-conditions-with-each-authority)
18. [Can we schedule and sign off barrier inspections?](#can-we-schedule-and-sign-off-barrier-inspections)
19. [How do we collect insurance and risk assessments from our security contractor?](#how-do-we-collect-insurance-and-risk-assessments-from-our-security-contractor)
20. [How do we share the site map with the fire service?](#how-do-we-share-the-site-map-with-the-fire-service)
21. [How do we see weather warnings for our venue?](#how-do-we-see-weather-warnings-for-our-venue)
22. [How do we tell every steward about a weather hold at once?](#how-do-we-tell-every-steward-about-a-weather-hold-at-once)
23. [How do we know who has each radio?](#how-do-we-know-who-has-each-radio)
24. [How do we keep touts and shared tickets out?](#how-do-we-keep-touts-and-shared-tickets-out)
25. [Can I give my security lead their own view of the dashboard?](#can-i-give-my-security-lead-their-own-view-of-the-dashboard)

## Who can see incident and medical details?

Only your safety team sees sensitive incident details. Only people with the Medical role on your event and the event's owners and admins 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.

When someone reports an incident, Sensitive is on by default for medical, safeguarding and welfare incidents, and anyone can turn it on for anything personal. Only your safety team and the person who reported it can then read it. Everyone else sees that something happened, when and how serious it is. Names go under People involved in More details, never in What happened?.

Your medics record each patient's triage, treatment and outcome on a private record linked to the incident they came from. Your control room, your safety lead's shift report and your debrief show how busy the medical tent was and what kinds of cases came in, without anyone outside the medical team seeing who the patients were.

[Report and handle incidents at your event](https://www.ticketfairy.com/guides/report-and-handle-incidents-at-your-event)

## How does a steward report an incident?

A steward reports it from their phone with three answers: what happened, where, and how serious it is. The report joins the live log your control room works from, most serious first.

On the event, you select Operations, then Incidents, and select Report incident. You enter What happened? and Where?, choose How serious is it? and select Report. Critical means danger to life or emergency services needed now, High means someone is hurt or many people are at risk, Medium needs someone to deal with it and Low is noted for the record. Anyone on your event's team can also ask Fai to report it in their own words, and she waits for their yes.

Under Next step, you select Start handling, Mark resolved or Close, and add updates as things happen, such as paramedics have arrived. Every step joins What's happened so far with who took it and when. Updates never overwrite each other, and nobody can delete an incident. Reopen brings back one that returns.

[Report and handle incidents at your event](https://www.ticketfairy.com/guides/report-and-handle-incidents-at-your-event)

## Who is told when a serious incident is reported?

Fai emails your safety lead and the event's owners and admins straight away when someone reports an incident as High or Critical, or raises it to either later. The email gives how serious it is, the type, where and when, and a link.

With your safety lead's email set in Rota rules, they get these emails. The email never says what happened or who was involved, so it is safe to open on a phone in a busy crowd. If a critical incident is still open 30 minutes after it was reported, Fai emails them again the next time she checks the event, which she does every hour.

Fai also looks at the log for patterns, such as several medical calls at the main bar in a short time. When incidents of the same kind cluster at one spot, she drafts an email to your safety lead asking whether the area needs more cover, for your team to approve.

[Run your event control room](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/event-control-room)

## Will Fai make safety calls without us?

No. Fai suggests the type and seriousness of each incident and drafts emails for your approval. A weather warning shows on your venue's forecast, and a person on your team decides what to do.

Each incident shows what Fai suggests. You select Use Fai's suggestion if her type and seriousness are right, or keep your own judgment. Fai rechecks it when you select Ask Fai again after you add more detail. The person handling the incident always decides.

Every email Fai drafts, such as a reminder or a question to your safety lead, waits for your approval before it is sent. A weather warning shows above the forecast on your event's Performance page, and your team checks its hours against your show days and decides what to do.

[See what Fai suggests on each incident](https://www.ticketfairy.com/guides/report-and-handle-incidents-at-your-event)

## Can we put the live log on the control room TV without a login?

Yes. The private link opens on a TV or computer in your control cabin.

Your private control room link opens on a TV or computer in the control cabin. Everyone in the cabin sees new entries arrive, who is on each one and what is still open, so your police liaison, medical lead and security director work from the same picture without sharing a login.

Personal details on sensitive entries stay off the link, so you can put the TV where visitors to the cabin can see it. Anyone with the link can see the log, so keep it to your control room, and stop it or make a new one if it reaches people it should not.

[Put the live log on your control room TV](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/event-control-room)

## 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.

You choose how long to keep medical records for each event, including keeping them permanently. Only people with the Medical role on the event, plus its owners and admins, can open a record, and each view is logged with who opened it and when.

Erasing a record removes the patient's personal details while the counts stay, so your debrief and next year's medical plan still show how many people the medical team saw and what kinds of cases came in.

[Keep medical and welfare records with each incident](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/event-control-room)

## How do we know who is inside a zone when we have to clear it?

On site now at the top of Desks shows it. It counts the pass holders on site and inside each zone, by pass group or organization, and a zone's count opens a list of everyone inside with the time they went in.

That list is your roll call. It goes with you to the muster point when the fire alarm goes or a structure must be cleared. As your stewards scan people out, each zone's list gets shorter, so your team knows exactly whom to look for. A group's count shows only that group inside the zone, such as one supplier's crew.

Movements beside a person shows each scan of their pass, where it happened, in or out, who scanned it and the reason for any let-through. On site now updates by itself while it is open.

[Check accreditation passes in and out at your staff gates](https://www.ticketfairy.com/guides/check-passes-in-and-out-at-your-staff-gates)

## Do the zone counts include the audience?

No. The zone counts come from the passes your stewards scan in and out at your staff gates, such as crew, artist, trader, volunteer, press and guest passes. Audience tickets scanned at check-in are not part of these counts.

At each staff gate, your stewards select Coming in or Going out before they scan. Going out is never refused, and scanning people out at each staffed exit keeps your counts right. Counts come from the same scans that let people in, so there is no separate clicker team and no tally to add up on a radio.

For the audience, Check-In's Hourly view shows it. It shows how many tickets were scanned in each hour against the tickets you sold.

[Count pass holders in and out at your staff gates](https://www.ticketfairy.com/guides/check-passes-in-and-out-at-your-staff-gates)

## Will our scanners stop a pass from getting into the wrong zone?

Your staff gates and gate links do, because they check each pass's zone, day and hour. The check-in app your door team uses scans passes as tickets and shows what each pass allows.

Each pass type in Accreditation has the zones, days and hours it opens. On the event, under Operations, then Desks and Gate, you choose the zone in This device is the gate for. Site entrance checks only the day and hours, and a zone such as Backstage also checks that the pass opens it.

The gate shows the person's photo, zones, days and hours with the answer, such as Ana Ruiz can go in. A refusal says why in plain words: the pass does not open this zone, is not for today, is not for this time of day, has not been issued or was canceled. Every refusal is recorded with the scan.

[Set up a staff gate for each zone](https://www.ticketfairy.com/guides/check-passes-in-and-out-at-your-staff-gates)

## Can a supervisor let someone through a staff gate?

Yes, for a pass refused for the wrong zone, day or time. With Let them through and the reason they may go in, the reason stays on the pass's record. A pass that was never issued or was canceled is never let through.

A steward's phone gets a staff gate desk link from Desks, and Can let a refused person through, with a reason (for a supervisor) goes on only on the links your supervisors use. It stays off for most staff. A kiosk and a lead scanner link never have it.

Each reason entered is recorded with the scan, and the pass's Movements show the refusal and the let-through together. The Refused scans tab on Check-In counts refusals at your staff gates and your public doors by reason, entrance and hour, so you see where people are trying to get in.

[Give each staff gate a desk link on a steward's phone](https://www.ticketfairy.com/guides/let-event-staff-work-a-desk-from-their-phone)

## What happens at a staff gate if we lose signal?

Your stewards check passes by eye and scan them once the connection is back, because the gate checks every pass with Ticket Fairy. Your hand-out and meal desks carry on without a connection.

It is worth checking the connection at each staff gate before the gates open. Without one, the gate asks your stewards to check passes by eye, by the name, photo and zone colors, and to scan them once the connection is back.

Your staff at the hand-out desk and meal desks carry on with no connection. Their phone keeps each action and counts what is waiting until the connection is back and everything is sent.

[Run each desk from a phone, with or without a connection](https://www.ticketfairy.com/guides/let-event-staff-work-a-desk-from-their-phone)

## Can we approve press or production passes before they are issued?

Yes. With an approval rule, each request it covers goes to the people you name in turn, such as the press office first and security second. The pass is not issued until the last step approves it.

On the event, you select Operations, then Approvals, and select Add a rule. You choose passes in What needs approval, choose which passes the rule covers under Add a condition, then choose the approvers in Ask under Who approves. Then ask someone else adds a second step, up to 5 steps of up to 10 people each. Any one person on a step can decide it.

The people on the first step get an email listing what is waiting for them. In Accreditation, a waiting pass shows Waiting for approval with the people it waits for. A declined pass shows the approver's reason on the pass and on the outside team's page.

[Choose who approves accreditation requests for your event](https://www.ticketfairy.com/guides/choose-who-approves-accreditation-requests)

## How do we check every steward holds the right license?

You ask for the document each shift needs, such as a door supervisor license or a first aid certificate. Each person adds it once on their My shifts page, and your team sees anyone put on a shift without it.

On the event, you select Operations, then Licenses and certificates and People, and select Ask for a document. You enter the name people know it by, choose who needs it and select Ask for it. A document belongs to the person, so it counts at every event your brand runs until it expires.

A document marked Expires before the shift, Sent back or Missing does not count. Open beside a person shows their file, and you then select Mark as checked. If nobody entered an expiry date, Fai reads it from the file. Opening a file is recorded with your name.

[Collect crew certificates and licenses before they work a shift](https://www.ticketfairy.com/guides/collect-crew-certificates-before-they-work-a-shift)

## How do we make sure everyone has done the safety induction?

One induction covers everyone who works your event, with an optional short test Fai drafts from your briefing. The hand-out desk shows Induction not done for anyone who has not done it, before they collect their pass.

In Licenses and certificates, you select People, then Set up the induction. You enter your briefing in What people read, or a link to a video or document, choose who needs it and leave Check it at the hand-out desk before a pass is handed over on. Ask Fai to draft a test gives you each question and answer to check before you select Make it live.

People finish it from their My shifts page by scoring the pass mark, 80% unless you change it. At the desk, Induction done here records someone you briefed in person, and their record shows who marked it and when. Not done in Safety induction shows who still needs it.

[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)

## How does our team keep a risk register up to date?

It lives on the event, beside the incidents your team logs. It starts from Fai's draft for your kind of event, and each risk gets an owner, a review date and what you are doing about it.

On the event, you select Operations, then Risks, and select Let Fai draft your risks. You check People at the busiest time and Indoors or outdoors?, untick anything that does not apply and add the rest. Fai drafts from your event type, size, dates and finish time, and raises a risk when your team logged two or more incidents of that kind at your earlier events.

Add a risk records one of your own, where you choose How likely? and How bad would it be?. The score, from 1 to 25, is worked out for you: 15 or more is High. You can mark a risk controlled, accept it or close it, and every change stays in its history. Nobody can delete a risk, and a teammate's save is never overwritten.

[Keep a risk register for your event](https://www.ticketfairy.com/guides/keep-a-risk-register-for-your-event)

## Can Fai's risk register or induction test stand in for our own safety plan?

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

Fai's draft register is a starting list built from your event type, crowd, dates and past incidents, and each risk says why it is on the list. Nothing is saved until you choose what to keep, and each risk you keep shows Drafted by Fai.

Her induction test is a Draft until you check the questions and select Make it live. Your own risk assessment, your license conditions and the advice of your safety, security and medical providers still come first.

[Plan for weather and risk at your event](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/weather-and-risk)

## Can we track each permit and its conditions with each authority?

Yes. Each permit sits under its authority, such as licensing, the fire service, the police, highways or health, with the conditions it carries and each one's due date.

Work through each condition and see at a glance what is still open, due soon or late, such as the stewarding ratio the license names or the medical cover the safety advisory group set. You record the documents you send each authority, and the inspections booked and passed.

Each condition met, document sent and inspection passed joins the permit's history with names and times. Next year's permits coordinator starts from the authorities, conditions and contacts that worked this year.

[Track permits, barriers and inspections](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/permits-and-barriers)

## Can we schedule and sign off barrier inspections?

Yes. You draw each fence and barrier line on your site plan, give it a build checklist and set when it is due an inspection. Your inspector works through the line point by point and signs it off.

Once the scale is set, each line shows its length, so your fencing supplier quotes for the right number of panels. Inspect the front-of-stage barrier before doors, at the changeover before the headliner and after the set, and walk the perimeter fence each morning. Each line keeps its own timetable, and stages and rigging points get the same timed inspections.

Each build step, inspection and sign-off joins the line's history, so your licensing officer, the fire service or your insurer gets the answer with names and times.

[Draw barrier lines and sign off their inspections](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/permits-and-barriers)

## How do we collect insurance and risk assessments from our security contractor?

You ask once for each document from every outside team that owes it. The contractor adds its file on its own page with no sign-in, and Fai checks each file for the expiry date and the cover before you accept it.

On the event, you select Operations, then Licenses and certificates and Outside teams, and select Ask for a document. You choose one of the Common documents, such as public liability insurance, a risk assessment or a method statement, tick the kinds of team or choose teams by name, and select Ask.

Under each file, Fai shows what she read, such as the expiry date, the cover and the name it insures, and what does not match, such as a policy that ends before your event does. You select Accept, or Ask for changes with what needs to change. Each document shows how many teams are accepted, who is overdue and whose files are expiring soon.

[Collect insurance and certificates from your outside teams](https://www.ticketfairy.com/guides/collect-insurance-and-certificates-from-your-outside-teams)

## How do we share the site map with the fire service?

They can have a private link to your live site map. It shows the exits, routes and first aid points they need on top of the public map, always as the map is now, with no sign-in.

On the event, you select Operations, then Site map and Share links, and select Make a map link. You enter Who it's for, such as Fire service, choose Emergency services under What it shows, and choose how long it works, from 1 to 60 days. You select Make link, then Copy the link.

The page shows the names, shapes and symbols of places, never your notes or who is on your team. Each link shows how many times it was opened, and every opening is recorded. A moved fence or a new emergency route shows on the map the next time they open it.

[Share a private site map with emergency services and suppliers](https://www.ticketfairy.com/guides/share-a-private-site-map-with-emergency-services-and-suppliers)

## How do we see weather warnings for our venue?

Your event's Performance page shows it. Weather intelligence shows the forecast for your venue, and any official severe weather warning for the area appears above it with the hours it covers and the weather service that issued it.

Once your event is a week away, the card shows the conditions now and a strip of up to eight days, with each of your event days marked. Each day shows its high and low, the chance of rain, the wind and sunrise and sunset. Months ahead, Historical shows what your first day is usually like, with the record high and low.

A warning covers the area around your venue, whether or not its hours fall on your event days, so check its hours against your show days. For the weather to show, your venue goes under Venue Location on the event's Details page.

[Check the weather for your event](https://www.ticketfairy.com/guides/check-your-event-weather)

## How do we tell every steward about a weather hold at once?

Under Messages on the event's Operations page, you select Message people. You tick the groups, such as one department or one day's shifts, choose email, text or both, and start from the Weather hold message.

Check before sending shows who gets it by email and by text, and who is left out, such as someone with no mobile number. You then select Send to with the number of people. Someone in two groups gets the message once. To send text messages, Ticket Fairy support can turn on texting for your event.

Afterwards, each person on the message shows Sent, Opened, On the way or Not sent. Not reached lists who it missed, so a steward who did not get the hold gets a call on the radio. On show day, Message people is also at the top of the show-day view.

[Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/guides/message-the-people-working-on-your-event)

## How do we know who has each radio?

Your kit desk hands radios out by scan. Who has what lists every radio by person or by item, and your radio plan gives each team the channel and call signs it answers on.

On the event, you select Operations, then Kit and equipment. At the Kit desk, your team scans the radio's tag, selects Hand out, chooses who is taking it and sets Due back. Radios come back the same way, with a note if one came back damaged.

Under Radio plan, you add a channel for each channel as it shows on the radio dial, and a call sign for each call sign and the person who answers. Print radio sheet gives you a sheet to pin up, and each team's day sheet shows its channels. After the event, Not returned lists what is still out, and Fai drafts a reminder to each person for you to approve.

[Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew)

## How do we keep touts and shared tickets out?

You can cap how many tickets one buyer can take, collect a name for every ticket and have the door check names, and keep resale on Ticket Fairy at your price. A ticket resold or replaced gets a new code, and the old one is refused at the door.

On your event, under Tickets, then Settings, you set the Maximum number of tickets per order and the Maximum ticket quantity per account. Under Anti-Scalping/Fraud Settings, you turn on Names required, Name checks and ID required as your event needs. Ticket Fairy support can switch on an identity check for the ticket types under most pressure.

On the night, the Refused scans tab shows tickets shown again after check-in by entrance and hour. Many at different entrances in a short time usually means a ticket was shared as a screenshot, so you know where to put an extra person.

[Keep touts and bots off your tickets](https://www.ticketfairy.com/guides/keep-touts-off-your-tickets)

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

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

When you invite your security lead, you choose the role by its name, and their role kit sets their menu, permissions, Today page, the help Fai gives them and the guides they see. They start in their own work, with nothing in the way.

Each person then opens one private link for everything their roles give them, such as their shifts, desks, rounds and documents, with no password. Your permanent security team joins the brand once, and a helper for one night joins that event's team.

[Give each teammate only what their role needs](https://www.ticketfairy.com/event-operating-system/planning)

[Ticket Fairy for safety & security leads](https://www.ticketfairy.com/solutions/safety-and-security-leads)

**You choose the tools to start with** You can start with event management or marketing alongside your current ticketing provider. If you decide to move ticketing, your account manager helps with setup, customer-data imports and training.

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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)