Hiring security staff for an event is about more than visibility — it’s a legal responsibility. Whether you’re organising a festival, fair, or private function, proper due diligence is vital to avoid risk and remain compliant with the Security Industry Authority (SIA).
This practical guide walks you through what to check before, during, and after your event to ensure your security team is properly trained, licensed, and legally authorised to perform their duties.
Why Due Diligence Matters
Using someone in a licensable role without a valid SIA licence is a criminal offence. Both the operative and the event organiser could face:
- Fines
- Prosecution
- Insurance issues
- Damage to reputation
To stay compliant, organisers must follow SIA rules regarding vetting, deployment, and record-keeping.
Pre-Event Checklist
Most essential checks should be completed before the event begins.
1. Build Your Staff List
Create a complete list including:
- Full name
- Date of birth
- SIA licence number
- Role and location at the event
- Employer or subcontractor name
Update this list regularly as staff change.
2. Check Licence Validity
Use the SIA Licence Checker to confirm:
- Licence status is active
- Covers correct roles (e.g. CCTV, door supervision)
- Not suspended, revoked, or expired
If a licence doesn’t meet these criteria, the person must not work in a licensable role.
3. Clarify Labour Responsibilities
Understand the staffing arrangement:
- Subcontractors: They are responsible for checking their staff, but you must verify that they have done so.
- Labour providers: You are responsible for checking if they supply staff.
Contracts should clearly show:
- Who is responsible for licence checks
- Who handles insurance
- Who is providing supervision
4. Assign a Single Contact per Provider
Each subcontractor or agency should have one named contact to handle queries or issues.
5. Confirm Role Descriptions
Collaborate with event leads to define the scope of each role. Then brief:
- Internal staff
- Subcontractors
- Labour providers
Ensure that no one is performing work for which they are not licensed.
6. Understand the Venue’s Licensing Conditions
Review any local authority or venue rules, including:
- Licensed alcohol zones
- Public access hours
- Restricted or controlled areas
Use this to assign licensed operatives to the correct positions.
On-Site Checklist
Once the event begins, your focus shifts to managing your team and addressing any issues that arise.
1. Verify Team on Arrival
Before opening the gates:
- Match operatives to your staff list
- Re-check their SIA licences (last-minute suspensions can happen)
- Do not allow unlicensed staff to work in licensable positions, even for a brief period.
2. Signing-In Sheets
Track who was on site and when. Include:
- Name
- Role
- Time in/out
- Licence number
Keep records for payroll, insurance, and post-event review.
3. Headcounts and Deployments
Ensure your staffing matches your plan. Adjust coverage as needed if people leave or arrive late.
4. Pre-Shift Briefings
Cover key points such as:
- Where each person is working
- What they can and cannot do
- Radio channels and contact procedures
- Emergency responsibilities
This helps avoid role confusion, especially between licensed and non-licensed duties.
5. Incident Management
Log any issues involving:
- Public disturbances
- Ejections
- Lost items or persons
- First aid or police involvement
Each log should include:
- Time and location
- What happened
- Who was involved
- Actions taken
6. Ongoing Supervision and Spot Checks
Supervisors should:
- Regularly walk the site
- Monitor staff conduct
- Check that the duties match the licence types.
- Move and report anyone working outside their permitted role.
Post-Event Checklist
After the event, it’s time to review what went well and identify areas for improvement.
1. Run a Debrief
Speak with:
- Clients or venue operators
- Your internal team
- Subcontractors
Questions to cover:
- Any issues with licensing?
- Did any staff fail to show up?
- Were licence boundaries respected?
In serious cases, involve local police or licensing authorities.
2. Store All Records
Keep copies of:
- Signing sheets
- Licence check records
- Incident logs
- Communications with providers
These may be needed for:
- Insurance claims
- Legal disputes
- Future planning
3. Report Issues to the SIA
If unlicensed operatives were used or license rules were broken, report it. This shows accountability and reduces liability for your team.
4. Update Your Approved Provider List
Based on performance, note:
- Who delivered licensed staff as agreed
- Who handled issues quickly
- Who failed to meet requirements
Use this list to decide who to work with again in the future.
Bonus Tips for Better Due Diligence
- Use digital sign-in tools to save time and avoid errors.
- Never rely on verbal confirmations — always use the SIA database.
- Keep volunteers away from licensable tasks.
- Plan for extra staff in case of no-shows or sickness.
Common Mistakes to Avoid
- Assuming subcontractors checked licences
- Letting unlicensed workers help out “just for a few minutes”
- Forgetting that CCTV operators need licences too
- Not briefing support staff on what they can’t do
Summary: A Safer Event Starts with Smart Planning
Due diligence is not just about ticking boxes. It’s about building a professional, legal, and safe security operation from start to finish.
By following these checklists before, during, and after your event, you reduce the risk of enforcement action and give your staff and guests a safer experience.
