Acceptance of an open-air event and responsibility during operation

At larger open-air events such as festivals, fairs and town festivals, security measures are checked before the event starts, based on the security concept, permits, official conditions and statutory rules. An acceptance inspection does not, however, confirm that safety remains unchanged throughout the whole event.

What is checked before the event starts?

It is verified whether the prerequisites for holding the event are in place. [2] This can include approved security measures, escape and rescue routes, access routes, technical installations, responsibilities and proof of function. What is actually checked depends on the procedure concerned. The acceptance inspection assesses the condition at the time of the check.

What changes during event operation?

With admission, the conditions change: visitor flows, crowd densities, traffic movements, weather and the availability of measures can deviate from the assumptions. A measure that was properly checked can thereby lose effectiveness. The acceptance inspection therefore does not replace continuous monitoring of operation.

Who is responsible during the event?

Responsibility follows the statutory provisions, the duties of operators and organisers, and the responsibilities that have been defined. Where assembly venue ordinances apply, there are explicit duties to maintain safe operating conditions; necessary safety equipment must remain operational, and under certain conditions operation must be stopped. [1] Even outside their scope, the responsible parties must comply with the requirements and conditions that apply to the event. What matters is that changes are recognised, assessed and measures implemented in good time. [3]

Conclusion

A successful acceptance is not a lasting proof of safety. Safety must also be ensured during live operation.

Technical notes

Scope: Temporary open-air events such as festivals, fairs, town festivals and comparable large events.

Legal classification: Not every open-air event is subject to an assembly venue ordinance. The applicable state regulations, permits and official conditions are decisive.

Acceptance procedure: The type, scope and responsibility for the checks differ by region and type of event. There is no uniform nationwide acceptance procedure.

More on this: From security concept to working event operations, Reviewing security measures and learning from experience and Organiser responsibility when contractors take on security tasks.

Note: research status 6 November 2026; sources taken over with the author’s details and not checked against the original texts. General orientation, not legal advice.