Roles and Responsibilities when organising BMC Events
Each BMC event must have a designated Event Organiser and an Event Guardian. Depending on the event type, it may also require an Activity Coordinator. Other volunteer or staff roles may be added as needed (e.g. Area Representative, Coach or Event Support Volunteer).
Event Organiser
The Event Organiser has overall responsibility for the event.
Key responsibilities:
- Lead event planning and submitting the BMC Event Approval Form.
- Appoint Activity Coordinator and Event Guardians where required.
- Verify that volunteers have completed the Volunteer Registration & Self-Declaration Form.
- Ensure all adults with unsupervised access to young people hold current DBS checks.
- Ensure all volunteers are briefed, competent, and understand their role.
- Oversee completion of risk assessments and emergency procedures.
- Manage communication with the BMC Events Team before, during and after the event.
- Submit post-event documentation (feedback form, incident reports).
Skills & Attributes:
Organised, communicative, familiar with BMC policies, able to make informed safety and safeguarding decisions.
Activity Coordinator
The Activity Co-ordinator manages the safe delivery of climbing, hill walking, mountaineering or related activities.
Key responsibilities:
- Assess the suitability of venues, routes, and activities.
- Ensure activities match participants’ experience and weather conditions.
- Lead or delegate risk assessment and dynamic monitoring throughout the event.
- Verify that equipment is safe, appropriate, and well maintained.
- Brief leaders and participants on safety, environmental awareness, and contingency plans.
- Make final decisions on whether an activity proceeds, is modified, or cancelled on safety grounds.
- Report incidents or near misses to the Event Organiser immediately.
Skills & Attributes:
Experienced and competent in the activity type, sound judgement, current first aid desirable.
Event Guardian
The Event Guardian is a mandatory requirement for all events. They are responsible for overseeing safeguarding and welfare arrangements at the event, as well as supporting the Event Organisers where needed.
Should not also be the Event Organiser, where avoidable. The two roles need to be able to operate independently of one another.
Key responsibilities:
- Act as the on-the-day point of contact for safeguarding concerns, accidents and near-misses.
- Act as a general point of contact for basic event information and signposting.
- Support the general welfare of everyone attending the event, not only under-18s or adults at risk.
- Manage reporting in line with the BMC Safeguarding Policy.
- Liaise with the BMC Safeguarding team if an incident occurs.
- Maintain confidentiality and accurate records.
Skills & experience required:
- Valid enhanced DBS check.
- BMC Safeguarding training completed within the last 3 years.
- Good communication skills and discretion; approachable and a good listener.
- Proactive, can-do attitude.
Desirable:
- First aid qualification.
- Mental health first aid.
- Experience working with young people or in safeguarding contexts.
Volunteers and Support Staff
All volunteers and support staff play an essential role in the smooth running of BMC events.
Expectations:
- Attend pre-event briefings and follow event procedures.
- Adhere to the Code of Conduct for Adult Volunteers (Appendix 2).
- Support inclusive participation and promote BMC CARE values.
- Report incidents or concerns promptly to the Event Coordinator or Event Guardian.
- Act within the boundaries of their experience and competence.
Role Summary
| Role | Required For | Purpose |
| Event Organiser | All BMC events. | Leads planning and delivery, ensures compliance with BMC procedures. |
| Event Guardian | All BMC events. | Oversees safeguarding, welfare and wellbeing. |
| Activity Coordinator | Events involving climbing, hill walking or mountaineering activity. | Oversees technical safety and supervision of activities. |
Role Application by Event Type
| Event Type | Event Organiser | Event Guardian | Activity Coordinator |
| BMC-led technical event (e.g. youth climbing meet) | Y | Y | Y |
| BMC supported volunteer event (e.g. festival, crag clean-up) | Y | Y | Y (is activity based) |
| Indoor or social event (e.g. seminar) | Y | Y | As applicable |
| Any event with overnight stay | Y | Y | Y (if activity based) |
References and Related Documents
- Codes of Conduct
- Emergency Procedures
- Risk Assessments
- Safeguarding
- BMC Safeguarding Policy
- Event Approval and Risk Assessment Forms
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