---
title: "Event Control Room, Site Safety and Risk Planning"
description: "One live control log runs your site. You see who with a pass is in each zone and your venue's weather warnings, and medical care, barriers and permits stay on track."
canonical: "https://www.ticketfairy.com/event-operating-system/event-control-and-safety"
---

Control & safety

# Keep your site safe and every team responding fast

Your teams share one live control log and see which pass holders are in each zone.

A small team that works like a big one.

  [Get started free](https://manage.ticketfairy.com/registration) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

- No credit card required
- The [Event Operating System](https://www.ticketfairy.com/event-operating-system) on every plan, Free included
- Unlimited events with no monthly fee

     ![Ticket Fairy Event Operating System: Control & safety](https://www.ticketfairy.com/embeds/posters/marketing-event-staffing--incident.png)

- One live log for your whole site
- Each zone's pass holders named, with entry times
- Every barrier, inspection and permit signed off

## Run your whole site from one live control log

Your control room, your safety lead and each of your teams report into one live log. Each entry shows its team, its zone, a pin on your site plan, how serious it is and everything that has happened since.

You can assign it, escalate it and close it, and send it to the team for that zone on its radio channel. The log can run on a TV in your control cabin from a private link, with no sign-in.

- **Control log**: you report, assign, escalate and close
- **Dispatch by zone**: to the right team on its radio channel
- **Control room link**: the live log on any TV, with no sign-in

## Know who is backstage and in each restricted zone

Your gate staff scan crew, artists, traders, volunteers, press and guests in and out of each zone. You see who is inside each zone right now, with the time each person went in.

When you need to clear a structure or run an evacuation, your team works from a list of names.

- **Who is in each zone**: pass holders inside, with the time each went in
- **Musters and evacuations**: a named list for your safety lead
- **Restricted areas**: passes refused outside their zones, days and hours

## Get weather warnings in time to act on them

You see your venue's forecast for the week ahead, with any official weather warning and the hours it covers. Months ahead, you can see what your dates are usually like. For an outdoor event, Fai, your AI teammate, drafts a severe weather risk with suggested actions, such as wind limits for stages agreed with your suppliers.

When a warning comes, you can text the Weather hold message to your stewards.

- **Official warnings**: the hours they cover and who issued them
- **Severe weather risk**: drafted by Fai, with suggested actions
- **Venue forecast**: the week ahead, and your dates' usual weather

## Look after each patient in a private medical log

Your medical and welfare teams record each patient's triage, treatment and outcome, linked to the incident they came from.

Only your medical team and the event's owners and admins see the details. Everyone else sees counts with no names. Each time a team member opens a record, Ticket Fairy records who opened it.

- **Medical and welfare log**: triage, treatment and outcome for each patient
- **Linked to incidents**: each patient beside the incident they came from
- **Counts with no names**: for reports and the rest of your team

## Get barriers, structures and permits signed off on time

You can draw your fence and barrier lines on your site plan and work through each build checklist.

Timed inspections are signed off and kept with their history. Each permit is tracked from application to inspection, with its authority, such as licensing, fire, police, highways or health. On each permit you see its conditions, due dates, the documents you sent and the inspections booked and passed.

- **Barrier lines**: on your site plan, with build checklists
- **Timed inspections**: signed off, with the full history
- **Permit tracker**: conditions, due dates, documents and inspections for each authority

## More on Event Control and Safety

See how your team does each job in the dashboard, set it up step by step and get answers to your questions.

- Control room

  ### [Run your whole site from one live control log](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/event-control-room)

  Your site runs from one live control log, and each job goes to the right team and channel. You see which pass holders are in each zone and when each went in, and your medical and welfare log stays private.
- Weather & risk

  ### [Plan for weather and keep your risk register current](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/weather-and-risk)

  You see your venue's forecast, official weather warnings and what your date is usually like, months before a forecast exists. Fai drafts a risk register, and your team keeps it current.
- Permits & barriers

  ### [Meet each permit condition and sign off each barrier](https://www.ticketfairy.com/event-operating-system/event-control-and-safety/permits-and-barriers)

  You follow each permit by authority with its conditions, due dates, documents and inspections. Each fence and barrier line is drawn, built, inspected and signed off, with its full history.

[Get started free](https://manage.ticketfairy.com/registration) [Book a demo](https://www.ticketfairy.com/event-ticketing/book-a-demo)

## See it in your dashboard

- ![Ticket Fairy weather card with a thunderstorm warning and the conditions at the venue](https://www.ticketfairy.com/embeds/posters/marketing-event-weather--forecast.png)
  *Your dashboard shows the forecast for your venue with official weather warnings.*
- ![Ticket Fairy On site now for a festival, with the people on site and the count inside each zone](https://www.ticketfairy.com/embeds/posters/marketing-event-gate--on-site-now.png)
  *You see how many pass holders are on site and inside each zone, counted from your gate scans.*

## Run your control room, zones and safety paperwork

- ### Control log

  Your team can report, assign, escalate and close each issue on site, with its team, zone, pin on the site plan, seriousness and full history.
- ### Dispatch

  Each entry goes to the team for its zone and radio channel, from the radio plan you already keep.
- ### Control room link

  The live log can run on a TV or computer in your control cabin from a private link, with no sign-in.
- ### Who is in each zone

  You see which crew, artists, traders, volunteers, press and guests are inside each zone now, with the time each went in.
- ### Musters and restricted areas

  Your gates refuse passes outside their zones, days and hours, and you can account for each pass holder by name in an evacuation.
- ### Weather hold message

  You can text or email your stewards, volunteers and traders when a warning comes, and send All clear when it passes.
- ### Weather at your venue

  You see your venue's forecast for the week ahead with official weather alerts, and what your dates are usually like.
- ### Medical and welfare log

  You can record each patient's triage, treatment and outcome, linked to their incident, and everyone else sees counts with no names.
- ### Barriers and inspections

  You can draw fence and barrier lines on your site plan, follow build checklists and sign off timed inspections.
- ### Permit tracker

  Each permit stays with its authority, conditions, due dates, documents sent and inspections booked and passed.
- ### Incidents and risks

  Any team member can report an incident from their phone, and Fai drafts your risk register.

  [Learn more about Show day](https://www.ticketfairy.com/event-operating-system/show-day)
- ### Private map links

  You can share the live site map with the emergency services, with the fire lanes, exits and first aid they need.

  [Learn more about Site & logistics](https://www.ticketfairy.com/event-operating-system/site-and-logistics)

## Set up your control log, zones and permits

- [Report and handle incidents at your event](https://www.ticketfairy.com/guides/report-and-handle-incidents-at-your-event)
- [Keep a risk register for your event](https://www.ticketfairy.com/guides/keep-a-risk-register-for-your-event)
- [Check accreditation passes in and out at your event staff gates](https://www.ticketfairy.com/guides/check-passes-in-and-out-at-your-staff-gates)
- [Share a private event site map with emergency services and suppliers](https://www.ticketfairy.com/guides/share-a-private-site-map-with-emergency-services-and-suppliers)
- [Hand out radios and kit to your event crew](https://www.ticketfairy.com/guides/hand-out-radios-and-kit-to-your-event-crew)
- [Collect insurance and certificates from your event's outside teams](https://www.ticketfairy.com/guides/collect-insurance-and-certificates-from-your-outside-teams)
- [Message the crew, volunteers and traders working on your event](https://www.ticketfairy.com/guides/message-the-people-working-on-your-event)

## Questions about Event Control and Safety

### Control & safety

#### Who can see medical records?

People with the Medical role on your event, and the event's owners and admins. Everyone else sees counts with no names. Ticket Fairy records each time a team member opens a record.

#### How long are medical records kept?

You choose for each event, and you can keep them permanently. When a patient asks for their details to be removed, their personal details are removed and the counts stay.

#### Where do the zone counts come from?

From the passes your gate staff scan in and out at your gates and zone entrances, such as crew, artist, trader, volunteer, press and guest passes. Audience tickets scanned at check-in are not part of these counts.

#### Does Fai act on an incident by herself?

No. Fai suggests the type and seriousness of each report and drafts emails for your approval, and a person on your team decides.

#### Where does the weather come from?

From the forecast and the official weather alerts for the area around your venue. You see the weather once your event has a venue, so an online event shows none.

#### Does the control room link need a login?

No. Open the private link on a TV or computer in your control cabin.

#### Which permits can I follow in Ticket Fairy?

Any permit from any authority, such as licensing, fire, police, highways or health. On each one you see its conditions, due dates, the documents you sent and the inspections booked and passed.

                [Previous **Fai & automation**](https://www.ticketfairy.com/event-operating-system/fai-and-automation) [Next **Production & technical**](https://www.ticketfairy.com/event-operating-system/production-and-technical)

See how the Ticket Fairy [event ticketing system](https://www.ticketfairy.com/event-ticketing/) helps you sell more tickets, with every feature, the pricing and the support you get.

Get started free and plan your next event today, or book a demo to see it on an event like yours.

## Start free with the Event Operating System

Sign up and plan your next event, from the first advance to show day.

The Event Operating System on every plan, Free included

Unlimited events with no monthly fee

Fai drafts the admin, and you approve it

   [Get started free](https://manage.ticketfairy.com/registration)

No credit card required

The Ticket Fairy, Inc. is a fintech company and technology platform. The Ticket Fairy, Inc. is not a bank, financial institution, or regulated financial services provider. Vault banking services are provided through regulated banking partners. Ticket Fairy Capital financing is provided by third-party private credit partners. The Ticket Fairy, Inc. does not make credit decisions, and all funding terms, approvals and conditions are determined by those lending partners.

Ticket Fairy is not a direct lender and does not make credit decisions. Ticket Fairy acts solely as a technology provider, connecting event businesses with third-party lending partners. All funding decisions, terms, and conditions are determined by the respective lending partners.

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This page is on Ticket Fairy, a ticketing, marketing and operations platform for live events and the venues that host them: festivals, club nights, concerts, conferences and tours, and night clubs, beach clubs and concert venues. It grows revenue with fan rewards that turn an audience into a sales channel, and runs the money side with payments and payouts, Vault business banking, and working capital advanced against ticket sales. [How Ticket Fairy ticketing works](https://www.ticketfairy.com/event-ticketing) · [Ticket Fairy for AI assistants](https://www.ticketfairy.com/llms.txt)