Common Mistakes Event Organisers Make in Martyn’s Law Event Compliance

Ensuring a safe event environment has never been more important. With Martyn’s Law in effect, event organisers carry significant responsibility to protect attendees and staff. Achieving full Martyn’s Law event compliance can be complex, and mistakes are surprisingly common. Many organisers, whether managing large concerts or small private events, unknowingly put themselves at risk by overlooking key requirements.

At SafetyDocs, we understand the challenges that event organisers face. Our platform provides live, mobile-ready safety plans, templates, and secure document management designed to streamline compliance, reduce admin, and give organisers peace of mind.

Don’t wait until your next event to see if your safety plans are compliant. Try a free demo of SafetyDocs today and experience how live, synced documents can transform your safety processes.

This article explores the most common mistakes in Martyn’s Law event compliance and offers practical guidance for avoiding them.

1. Relying on Outdated Safety Documents

One of the biggest errors event organisers make is using static Word or PDF documents that are rarely updated. Safety requirements change constantly, and any oversight could lead to non-compliance during an event.

• Old risk assessments may not reflect current hazards

• Emergency contact details can become outdated quickly

• Protocols for crowd management or counter-terrorism might not align with new legislation

Using live safety documents, like those offered by SafetyDocs, ensures updates are automatically synced across all relevant files. Organisers always access the latest version, even offline, reducing stress during live incidents.

2. Neglecting Mobile Access for Safety Plans

In an emergency, having safety plans locked in a desktop folder or printed binder can be a serious disadvantage. Many organisers forget that safety information must be accessible on-site, often from multiple devices.

• Staff and volunteers may not have immediate access to emergency protocols

• Critical updates may not reach all team members quickly

• Delays in response can compromise safety and compliance

SafetyDocs’ mobile app allows instant access to safety files and risk assessments, ensuring every team member, from security staff to volunteers, can act fast and confidently.

3. Overlooking Risk Assessment Updates

Event-specific risk assessments are the backbone of Martyn’s Law event compliance. A common mistake is preparing these documents once and assuming they remain valid. Hazards can change based on crowd size, venue layout, or external threats.

• Not reviewing risk assessments for every event

• Ignoring temporary risks like construction or road closures

• Failure to document new mitigation strategies

With SafetyDocs, organisers can use over 65 risk templates tailored for various event types. Updates to one template automatically reflect across all related documents, saving time and reducing human error.

4. Failing to Assign a Responsible Person

Martyn’s Law requires a clear chain of responsibility. Many small and medium-scale events overlook this requirement, assuming someone on the team will “handle it” without formal designation.

• Lack of accountability can delay emergency responses

• Inspectors may penalise events without a formally assigned responsible person

• Volunteers may be unclear about roles and responsibilities

SafetyDocs encourages organisers to clearly identify responsible persons within their event safety files. This ensures accountability and smooth communication during every stage of the event.

5. Ignoring Multi-Language Safety Requirements

Events often attract diverse audiences and staff who may not speak English fluently. Overlooking the need for safety documents in multiple languages is a common compliance error.

• Attendees may miss critical instructions during an emergency

• Volunteers from diverse backgrounds may not understand their responsibilities

• Non-compliance risks increase for organisers of multicultural events

SafetyDocs automatically detects device languages and displays documents accordingly, providing organisers with peace of mind that all staff and attendees have access to understandable safety instructions.

6. Overcomplicating Document Management

Another frequent mistake is creating excessive paperwork without a central organization. Multiple versions of the same document scattered across folders cause confusion and errors.

• Staff may refer to outdated plans during an incident

• Emergency procedures may be misplaced among vendor contracts and insurance forms

• Manual updating of multiple documents is time-consuming and prone to mistakes

A master document system, like SafetyDocs’ live-sync platform, centralizes all event files, ensuring every update is reflected instantly. Organisers can manage complex events without administrative chaos.

7. Failing to Prepare for Temporary Security Measures

Many events neglect to consider temporary security infrastructure, often required for Martyn’s Law event compliance.

• Barriers, fencing, or access control may be overlooked

• Insufficient vehicle or crowd control measures can compromise safety

• Last-minute installations increase risk and stress

SafetyDocs templates include guidance for temporary security setups, allowing organisers to plan effectively in advance. Detailed checklists ensure nothing is forgotten before the event starts.

8. Not Using Technology to Track Compliance

Some organisers still rely on manual processes to track compliance, missing opportunities to streamline operations and reduce errors.

• Manual tracking increases administrative burden

• Updates and amendments may be delayed or missed

• Real-time data on incidents and safety checks is unavailable

By integrating technology like SafetyDocs, organisers gain live, mobile-ready access to all safety plans. Any updates, whether a new emergency contact or revised risk assessment, are instantly available to all team members, maintaining full compliance.

9. Underestimating Staff Training Needs

Even with the best documents and systems, Martyn’s Law event compliance fails if staff are not trained adequately.

• Volunteers may not understand evacuation routes or emergency procedures

• Security staff may be unaware of new protocols

• Confusion during incidents can escalate risks

SafetyDocs promotes easy deployment of safety files and instructions, making it simple to train staff quickly. Mobile access ensures that even last-minute volunteers have immediate guidance on their responsibilities.

10. Forgetting to Review Compliance After Events

Compliance does not end when the event concludes. Organisers often skip post-event audits, missing lessons for future events.

• Risks from past events may not be documented for improvement

• Repeated mistakes could lead to non-compliance

• Authorities may question the ongoing commitment to Martyn’s Law

With SafetyDocs, organisers can maintain historical data, track incidents, and update risk assessments for continuous improvement. Post-event reviews become actionable and easier to manage, improving safety for all future events.

How SafetyDocs Supports Flawless Martyn’s Law Event Compliance

SafetyDocs is designed specifically for event organisers looking to achieve Martyn’s Law event compliance efficiently. Here’s how we add value:

• Live Safety Plans: Edit once and update across all documents instantly

• Mobile Access: Ensure team members can view, search, and act from any device

• Secure Cloud Storage: Protect sensitive safety files with encryption

• Risk Templates: Over 65 templates tailored for events of all sizes

• Centralised Master Documents: Reduce errors and administrative load

• Multi-Language Support: Reach diverse teams and attendees without miscommunication

By adopting a system like SafetyDocs, organisers avoid common mistakes, save time, and focus on delivering safe, compliant, and successful events.

Key Takeaways for Event Organisers

Achieving Martyn’s Law event compliance requires more than just filling out forms. Avoiding these common mistakes ensures your event is safe, compliant, and stress-free:

• Always use live, up-to-date safety documents

• Make plans accessible via mobile devices for every team member

• Review and update risk assessments before every event

• Assign a clear responsible person to manage compliance

• Ensure staff and volunteers are trained and informed

• Centralise all safety documents to reduce errors

• Plan for temporary security measures in advance

• Use technology to maintain real-time compliance data

• Conduct post-event audits for continuous improvement

By integrating these practices, event organisers not only comply with Martyn’s Law but also create a culture of safety, accountability, and efficiency.

Learn More with SafetyDocs

Stay ahead in event safety by trying our free demo today. With live, mobile-ready documents, your team can access the latest safety information anytime, even on-site. This ensures everyone has the most up-to-date procedures at their fingertips. By reducing administrative tasks, your team can focus on what really matters, keeping attendees and staff safe. Compliance becomes easier to maintain, and you can feel confident that your safety plans are accurate and reliable. Experience firsthand how streamlined digital management can transform the way you handle event safety.

FAQs

1. What is Martyn’s Law event compliance?

Martyn’s Law event compliance ensures organisers meet legal safety and counter-terrorism requirements for public events. It protects attendees, staff, and volunteers.

2. How can SafetyDocs help with compliance?

SafetyDocs provides live, mobile-ready safety plans, risk templates, and centralised documents to streamline compliance for every event.

3. Can I access safety documents offline?

Yes, SafetyDocs allows offline access so your team can view risk assessments and protocols even without an internet connection.

4. Are SafetyDocs templates suitable for small events?

Absolutely. Templates cover events of all sizes, including weddings, funerals, parties, and corporate gatherings.

5. How do I start using SafetyDocs?

Sign up for a free demo at https://app.safetydocs.org/register and instantly access live, editable safety documents for your events.