£100 per month £2,390 one-off setup fee Unlimited users included

The Level 0 plan is designed for high-throughput venues delivering approximately under 50 events per year, where multiple departments, suppliers and duty managers need consistent, up-to-date access to event safety documentation.

This plan provides a bespoke CRM environment and a dedicated SafetyDocs portal, configured specifically for event document management and operational consistency.

What’s Included

1. SafetyDocs Portal (Event Safety Document Management)

A dedicated SafetyDocs branded portal providing structured, secure storage for all event safety documentation, including:

Event-specific risk assessments
Emergency and operational plans
Contractor RAMS and insurance documents
Method statements and supporting files
Venue safety reference documents

Documents are organised in a consistent, repeatable structure to support large event volumes.

2. Live Document Linking & Consistency

The platform is configured so that core event information is shared consistently across relevant documents, reducing manual re-keying and version errors.

This helps ensure:

Correct event details are reflected across documents
Reduced duplication of effort
Fewer inconsistencies between plans

3. Unlimited Users & Departments

There are no per-user or per-seat charges.

Unlimited access can be provided to:

Venue operations teams
Duty managers
Health & safety personnel
Event coordinators
Approved internal users
Contractors

This supports collaborative working across multiple departments without additional cost.

4. Contractor & Supplier Document Uploads

The platform supports document uploads from external parties, allowing:

Contractors and suppliers to submit required documents
Venue teams to review and store documentation centrally
Reduced email traffic and manual chasing

This is designed as a document collection and storage workflow, with automatic reminders.

5. Version Control & Audit Visibility

All documents stored within SafetyDocs maintain:

Clear version histories
Date and time tracking
Visibility of user updates

This supports internal governance and operational confidence that teams are using the latest available documents.

6. Secure, Cloud-Based Access

Both the ECM and SafetyDocs portal are:

Cloud hosted
Accessible on-site or remotely
Available across desktop, tablet and mobile devices

This ensures event teams can access documentation when and where it is needed.

7. Initial Setup & Configuration (One-Off)

The setup fee of £2,390 includes:

Creation of the ECM environment
SafetyDocs portal setup
Folder and document structure design
Initial templates configured for the venue
User roles and permissions
Handover session for nominated staff

This is a one-time configuration cost.

8. Ongoing Platform Use & Maintenance

The (cancel anytime) monthly fee includes:

Platform hosting
Ongoing access to ECM and SafetyDocs
Routine maintenance and updates
General support for platform usage

What This Plan Is Designed To Do

Reduce administrative effort across high event volumes
Provide a single, consistent place for safety documents
Improve internal coordination between teams
Reduce reliance on email and shared drives
Support safer, more organised event delivery

What This Plan Is Not

To maintain affordability and scalability, this plan does not include:

Bespoke consultancy services
Legal or compliance advice
Custom development work
Incident command systems
Advanced security or monitoring tools

These can be discussed separately if required.

Summary

Level 1 – under 50 Events provides a practical, cost-effective solution for venues that need reliable event safety document management without enterprise-level complexity or pricing.

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