This guidance is designed to support booking / venue hire managers when taking bookings for events or speakers. It will help you to identify any associated risks which need to be managed before you agree to an organisation or individual booking your venue.
The decision about who at your venue should complete the guidance document and process is your responsibility.
This guidance will not apply to all events your venue hosts / facilitates. But it provides a useful framework for venue managers / booking managers to assess the risks if you have concerns or are unsure about an individual or group's intention to use your venue.
It's your responsibility to decide when to complete this document. We advise that you complete the decision-making process in a timely manner so you can use the information you've gathered to make an informed decision about whether or not to confirm the booking.
This guidance is designed to complement, not replace, your existing policies and procedures to manage booking events and speakers, and venue hire.
The decisions about whether to accept a booking and whether to take any further action is your responsibility. To allow for fair and transparent decision-making, you should gather basic information to help make a decision about allowing a booking.
Experienced venue hire / booking managers will quickly realise that this process will not be needed for the vast majority of events. But for prospective events which you have concerns about, follow the three-step decision-making process using the venue hire risk assessment (Doc):
Step 1 - about the event booking - who wants to make the booking at your venue? (use Section 1 of the venue hire risk assessment)
Step 2 - assessment and research – are there any risks from the person / group making the booking, or the theme of the event? (use Section 2 of the venue hire risk assessment)
Step 3 - making and recording your decision (see below for more information)