Event forms for BMC Events
This page provides a standardised set of forms and templates to ensure all BMC events are planned, delivered, and reported consistently and safely.
Always check the website for the latest templates and contact details.
Event Approval Form
To confirm event details, risk controls, and responsible persons before the event is approved and insured as a BMC event.
Completed by: Event Organiser
When: At least 30 days before the event.
Includes:
Event aims, date, location, and audience
Key personnel (Event Organiser, Activity Coordinator, Event Guardian)
Risk assessment
Safeguarding and welfare arrangements
Budget and promotional plan
BMC insurance confirmation
Submission: Online here
Parental Consent Form
To gain informed consent from parents or carers of under-18s participating in BMC events.
Completed by: Parent/Carer and Participant
Includes:
Participant details and emergency contacts
Medical information, allergies and medication
Photo/filming consent options
Agreement to the Youth Participant and Parent Codes of Conduct
Declaration of understanding of inherent risks
Submission:
Email to Event Organiser prior to event.
Volunteer Registration & Self-Declaration Form
To confirm volunteer details, roles, and safeguarding checks in line with BMC’s Safer Recruitment procedures.
Completed by: All adult volunteers
Includes:
Contact and role information
Relevant experience and qualifications
Self-declaration of criminal history and suitability to work with young people
Confirmation of DBS status and date
Agreement to the Volunteer Code of Conduct
Submission:
Returned to Event Organiser or Event Guardian prior to event start.
Group Daily Plan / Activity Sheet
To provide a daily operational plan for multi-day events, ensuring staff, volunteers and participants are aware of the day’s schedule, contact points and contingencies.
Completed by: Event Organiser or Activity Coordinator
Includes:
Date and activity overview
Responsible leaders
Location and route information
Transport details
Key timings and briefing points
Submission: To be handed to Event Organiser before the day’s activities and submitted to the BMC post-event.
Event Register
To record all attendees at an event, including volunteers, participants and visitors. Essential for insurance and safeguarding. This can be an export from Eventbrite or similar.
Completed by: Event Organiser or Registration Team
Includes:
Participant name
Contact number (optional)
Signature or tick for attendance
Notes on medical conditions or support needs (optional, confidential if applicable)
Retention:
Keep securely for 12 months after the event or in line with BMC Data Policy.
Incident, Accident & Near-Miss Form
To record and report any incidents, injuries or near-misses.
See Appendix 3 for the full procedure.
Completed by: Event Organiser or delegated lead
Submission: Online Incident Form
Follow-up:
All major incidents must also be verbally reported to the BMC CEO immediately.
Feedback & Event Evaluation Form
To gather event feedback for learning, improvement and reporting.
Completed by: Event Organiser post-event (participant feedback optional)
Includes:
Attendance summary and demographic data
What went well / what didn’t
Key outcomes vs. objectives
Lessons learned / improvements
Any incidents or trends
Submission:
Within 14 days of event completion to events@thebmc.co.uk
Document Storage and Data Protection
All completed forms must be:
Stored securely (password-protected or within the BMC SharePoint system).
Retained according to the BMC Data Protection Policy.
Deleted or archived responsibly once no longer required.
Shared only with authorised BMC staff or volunteers.
Quick Reference Table
| Form Name | Who Completes | When Used | Submission Route |
| Event Approval Form | Event Organiser | At least 30 days prior to event | Online via BMC webform |
| Parental Consent Form | Parent / Carer | Before event | To Event Organiser |
| Volunteer Registration Form | Volunteer | Before event | To Event |
| Group Daily Plan | Event / Activity Organiser/Lead | Before & during | Internal use |
| Attendance Sheet | Event Organiser | During event | Retain locally |
| Incident / Near-Miss and or safeguarding incident Form | Event Guardian | During/after event | Email / online |
| Feedback Form | Event Organiser | After event | Email / online |
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