Organising BMC Events
Whether you want to organise a crag clean-up, run a local meet, plan a festival, lead a hill walk or explore a new idea, we are here to help you understand what is needed and how the BMC can support you. The BMC welcomes event ideas from members, volunteers, clubs and community groups, including people who may not have worked with us before.
This guide explains how to plan, deliver and review an event that is organised, supported or insured by the BMC. It is intended to make the process clear and approachable, so event organisers, staff and volunteers know what to do, who to involve and where to get help.
Our aim is to help every BMC event feel safe, inclusive, well-run and welcoming, while reflecting our organisational CARE values: Community, Adventure, Respect and Environment.
A BMC event includes any meet, festival, competition or public engagement activity that:
Is organised or co-delivered by BMC staff or volunteers
Uses BMC insurance, branding or funding
If you are organising a BMC event, you will need to complete the following steps so the event can be approved, supported and covered appropriately:
Ensure the event is approved in advance through the BMC Event Approval Form
Follow BMC safety and safeguarding policies
Submit post-event documentation for reporting and insurance purposes.
Access the BMC’s Event Approval Form here
Roles & Responsibilities
Every BMC event needs a core organising team. Events will be mainly organised by the following three roles:
Event Organiser: overall responsibility for planning, approval and delivery.
Activity Coordinator: technical and safety oversight of the activity itself. For small events, this may be the Event Organiser.
Event Guardian: supports participant welfare and acts as a clear point of contact for welfare, safeguarding, health and safety concerns, and general questions during the event. This role is required for events involving under-18s or adults at risk and may be useful for other events where additional welfare support is needed.
See Appendix 1. Roles & Responsibilities for further information.
Core Planning Steps
All BMC events follow a planning cycle. This helps organisers know what to do next, keeps expectations consistent, and supports safe, well-run events.
All BMC events follow a planning cycle. This helps organisers know what to do next, keeps expectations consistent, and supports safe, well-run events.
Include:
- Schedule and programme of activities
- Venue information and permissions
- Staffing and volunteer list
- Communication plan
- Accessibility and environmental considerations;; such as access restrictions, sites of special scientific interest, leave no trace principles. If there are any uncertainties here our Access team will be able to advise.
Every event needs a risk assessment and cannot be approved without one. This is a practical way to identify what could go wrong, decide how risks will be managed, and record the steps that will help keep participants, volunteers and staff safe.
See Appendix 5 for guidance and templates.
Submit the online BMC Event Approval Form so the office team can check that:
- the event is suitable
- the right support and safety arrangements are in place
- the event can be covered by BMC insurance
For events involving under-18s or adults at risk:
Appoint an Event Guardian
Ensure all volunteers complete a Volunteer Registration & Self-Declaration Form and undergo an enhanced DBS check and register for the update service if required
Collect Parental Consent and Code of Conduct forms for all youth participants
Templates are available in Appendix 4.
Hold a pre-event briefing for staff and volunteers covering risk management, safeguarding, and emergency procedures.
Carry out dynamic risk assessments on the day. This means staying alert to changing conditions, such as weather, group needs, venue issues or unexpected hazards, and adjusting the plan where needed to keep the activity safe.
Maintain an attendance list by exporting ticket data and note any incidents, near-misses, or safeguarding concerns using the appropriate forms:
Post-event reporting is a condition of BMC liability insurance, please submit the following within 7 days of the event:
Event Register (including volunteer registers)
Feedback & Evaluation Form (Form 4A-7)
Parental Permission Forms (if applicable)
Any Incident or Near-Miss Reports (Appendix 3)
Share any feedback and good practice with the BMC Events Team so learning can be embedded across the programme
Events Involving Under 18’s or Adults at Risk
Events involving under-18s or adults at risk carry additional safeguarding requirements covering the Event Guardian role, enhanced DBS checks, consent forms, welfare planning and reporting.
See Appendix 6 – Safeguarding & Safer Recruitment for the full requirements before planning this type of event.
Discipline, Complaints & Participant Conduct
Most BMC events run smoothly thanks to mutual respect between participants, volunteers and staff.
However, the following principles apply to managing behaviour and resolving issues:
- All participants, volunteers and parents must agree to follow the Code of Conduct (Appendix 2).
- Breaches of the Code, or actions that endanger others, may result in removal from the event.
- Complaints or incidents of concern should be recorded and reported to the Event Organiser or Guardian immediately.
- Serious complaints or safeguarding concerns must be escalated to the BMC Safeguarding team without delay.
- Follow-up should be documented using the Incident, Accident or Near-Miss Form (Appendix 3).
Key Principles and Standards
All BMC events must demonstrate:
- Competence: All personnel are appropriately skilled or qualified.
- Safety: Activities are risk assessed and managed in line with HSE guidance.
- Inclusivity: Events are welcoming and accessible to all.
- Safeguarding: Children and adults at risk are protected.
- Environmental Responsibility: Activities minimise environmental impact.
- Transparency: All decisions and finances are open and accountable.
Event Resource Pages
If you are unsure which forms or templates apply to your event, contact the BMC Events Team before submitting your approval form. The team can help you identify the right resources and avoid unnecessary paperwork.
Roles & Responsibilities
Role descriptions for Event Organisers, Activity Coordinators, Event Guardians and volunteer expectations.
Click here.
Codes of Conduct
Read the General Code of Conduct applying to all attendees (staff, volunteers, participants, spectators) plus additional codes for coaches, officials and athletes at competition events.
Click here.
Forms and Templates
Find the Parental consent, volunteer registration, group plan, attendance sheet forms.
Click here.
Safeguarding and Safer Recruitment
Read about DBS checks, welfare plan template and safeguarding escalation process.
Click here.
Branding, Marketing and Communications
Read the branding, marketing and communications guidance and find the rules and templates.
Click here.
Contact
BMC Events Team
0161 445 6111
177–179 Burton Road, Manchester, M20 2BB
BMC Safeguarding Team
0161 438 3305
177–179 Burton Road, Manchester, M20 2BB