What Authorities Are Expected to Request in Hostile Vehicle Mitigation (HVM) Documentation

When it comes to live events, safety is no longer simply good practice, it is increasingly regarded as a legal expectation. With Martyn’s Law not yet finalised or fully explained, the exact requirements remain uncertain. However, it is widely assumed that authorities will expect organisers to demonstrate strong planning across all areas of event safety. One area thought to be central is Hostile Vehicle Mitigation (HVM), which addresses the risks posed by vehicles used with malicious intent.

Authorities will want reassurance that organisers are aware of these threats and prepared with documentation setting out preventive strategies. While compliance obligations are not yet fully confirmed, preparing now with clear and structured HVM documentation helps avoid delays, strengthens safety standards, and builds confidence with reviewing bodies.

Understanding Martyn’s Law and Its Anticipated Impact

Martyn’s Law, also known as the Protect Duty, is proposed legislation designed to improve security at public venues and events. It was developed following the tragic Manchester Arena attack in 2017, in which 22 people lost their lives. The law is named after Martyn Hett, one of the victims, and aims to ensure that venues are better prepared to handle potential terrorist threats.

The specific details of Martyn’s Law are still under consultation, but it is expected to place new duties on venues and organisers. These may include conducting risk assessments, improving staff training, and implementing practical safety measures to protect crowds. Although the law is not yet fully implemented, event organisers are strongly encouraged to begin preparations now, particularly in high-risk areas such as HVM.

By assuming that hostile vehicle risks will be a key part of compliance, organisers can stay ahead of regulatory change and demonstrate a proactive approach to safety.

Why Hostile Vehicle Mitigation (HVM) Matters

Authorities treat hostile vehicle attacks as a serious and growing risk. Large crowds in public spaces are attractive targets because they provide both accessibility and visibility. Sadly, hostile vehicle attacks have taken place in several major cities, including London, Nice, and Berlin, with devastating consequences.

Unlike other hazards, these incidents are intentional, fast-moving, and difficult to predict without proper barriers and planning. A single vehicle can cause significant harm in seconds, making preparation absolutely vital.

In practice, HVM documentation demonstrates that you have assessed the threat and put strategies in place to minimise harm. It reassures local councils, safety advisers, and law enforcement that your event has been designed with both prevention and rapid response in mind.

Core Elements Expected in HVM Documentation

Although Martyn’s Law is still being shaped, there are several core elements that authorities are expected to request in HVM documentation:

1. Risk Assessment Specific to Vehicle Threats

Authorities are likely to require detailed risk assessments focused specifically on hostile vehicles. Your documentation should demonstrate that you have identified:

• Entry points where hostile vehicles could approach

• Areas where crowds gather, making them potential targets

• Access roads for emergency services that must remain secure

A generic risk assessment will not be enough. Authorities will expect hostile vehicle threats to be specifically considered, with mitigation strategies clearly outlined.

Example: At a city-centre music festival, risk assessments may identify vulnerable side streets leading directly into pedestrian areas. HVM documentation should explain how these risks will be managed, such as through temporary barriers or rerouting traffic.

2. Physical Barrier Plans

Authorities are expected to request evidence that appropriate barriers have been reviewed and selected. These may include:

• Temporary vehicle barriers for short-term events such as street fairs

• Fixed bollards or reinforced structures for larger or recurring venues

• Layered protection combining multiple types of barriers for stronger defence

Documentation should explain why chosen barriers are suitable, how they will be positioned, and how their effectiveness will be maintained.

Example: A Christmas market may require temporary steel barriers at entry points, while a sports stadium might rely on permanent bollards. Documentation should provide reasoning behind each decision.

3. Integration with the Overall Event Safety File

HVM should not stand alone. It is assumed that authorities will expect it to be integrated into the wider event safety plan, with links to:

• Evacuation procedures

• Crowd management strategies

• Communication protocols between staff and emergency services

Using a digital platform like SafetyDocs helps organisers keep documents updated and connected in one place, reducing the risk of gaps in safety planning.

4. Access Control and Traffic Management

Your documents should also explain how vehicle access will be controlled. This may include:

• Designated delivery schedules and secure drop-off points

• Access permits for contractors and staff

• Signage and staff briefings so volunteers understand their enforcement role

Example: At a food festival, all vendor vehicles may be required to arrive before gates open and leave before attendees enter. This rule, documented in the HVM plan, helps reduce risk.

5. Emergency Response Procedures

If a hostile vehicle incident occurs despite precautions, authorities are expected to request details of your response plan. Documentation should outline:

• Immediate communication channels to alert security and emergency services

• Evacuation routes that consider blocked entrances

• First-aid and medical readiness

Example: An outdoor concert may document alternative evacuation exits in case a main gate becomes blocked, ensuring safe crowd dispersal.

The Importance of Up-to-Date and Live Documentation

One of the most common issues with event safety files is outdated information. Authorities quickly notice when assessments, contacts, or maps are out of date, which can have disastrous consequences in a live incident.

Platforms like SafetyDocs allow organisers to:

• Update a master file once and sync across all documents

• Provide offline access through mobile apps for teams on-site

• Control access so only authorised people view sensitive information

This approach not only shows preparedness but also builds confidence with reviewing authorities.

Even experienced organisers can make mistakes that frustrate authorities. Common errors include:

• Submitting generic templates without adapting them to the site

• Failing to integrate HVM into the wider safety file

• Providing unclear diagrams of barrier placement

• Overlooking emergency vehicle access requirements

• Leaving out command and communication structures in response plans

Avoiding these pitfalls demonstrates professionalism and strengthens documentation.

Compliance Assumptions: What Documentation May Look Like

Documentation Element

Example of Strong Approach

Example of Weak Approach

Risk Assessment

Identifies vulnerable streets, proposes barriers, links to evacuation routes

General mention of vehicle risks without site-specific details

Barrier Plans

Explains type, placement, and reasoning behind choice

Generic statement such as “barriers will be used”

Integration

Cross-referenced with safety file and evacuation plan

No mention of how HVM links to wider safety planning

Access Control

Delivery permits, staff briefings, restricted times

Open access with no checks in place

Emergency Response

Includes communication tree and medical readiness

Vague note such as “emergency services will be contacted”

This illustrates how authorities are assumed to assess documentation. Specificity and integration will likely be critical to approval.

How Authorities Are Expected to Review HVM Documentation

Although processes will vary, authorities are expected to review documentation against three main factors:

• Clarity, is the information clear and easy to follow?

• Specificity, does it reflect the exact site and event format?

• Integration, is HVM connected to wider safety planning?

Meeting these expectations improves the likelihood of smooth approvals.

Case Studies of Hostile Vehicle Attacks

Nice, France (2016)
A lorry drove into a crowd celebrating Bastille Day, killing 86 people. The tragedy demonstrated how vulnerable open events are without barriers.

London Bridge, UK (2017)
A van attack injured dozens before attackers continued on foot. The incident highlighted the importance of both barriers and rapid emergency response.

Berlin Christmas Market, Germany (2016)
A truck was driven into a festive market, killing 12 and injuring many more. This underlined the need for specific vehicle risk assessments at seasonal events.

Each incident reinforces why authorities treat HVM as essential. Documentation is not simply about compliance, it is about preventing real harm.

Making HVM Documentation Easier with Digital Tools

Traditional Word documents and PDFs are difficult to update, share, and verify. Digital tools like SafetyDocs simplify the process by offering:

• Live updates, avoiding confusion with multiple versions

• Mobile access, enabling teams to view files instantly on-site

• Risk templates, with over 65 ready-to-use options for different event types

• Secure storage, protecting sensitive safety data with encryption

Digital systems help organisers stay prepared and aligned with anticipated requirements.

Building Confidence with Authorities

Ultimately, authorities want reassurance that safety is being taken seriously. Strong HVM documentation shows that you:

• Understand the risks unique to your event

• Have strategies to reduce those risks

• Can provide accurate, live information to your team

Although Martyn’s Law has not yet been finalised, preparing now positions you ahead of future requirements and builds trust with councils and law enforcement.

Conclusion

Event safety is a shared responsibility, and organisers are expected to lead with strong planning. Hostile Vehicle Mitigation (HVM) documentation is not just a compliance exercise, it is a vital safeguard for your team, attendees, and reputation.

By using structured templates, live updates, and integrated platforms like SafetyDocs, you can prepare for anticipated requirements, reduce administrative stress, and demonstrate that your safety planning meets high standards. The benefits extend beyond compliance, as strong HVM planning also builds confidence with authorities, reassures attendees, and improves overall event resilience.

Next Step: Book a Discovery Call today and see how SafetyDocs can support your Hostile Vehicle Mitigation (HVM) planning with live, mobile-ready safety files.