- Every SASREA event has a safety officer. Even low-risk ones (s4(9)). That's who asks for your docs.
- The Act puts the duty on the organiser. The organiser passes the paperwork down to you.
- The usual asks: public liability, electrical COCs, rigging plans and certificates, method statements, fire extinguishers, COAs for food, PPE.
- Keep it all in one folder, digital and printed. Use the checklist below.
Howzit, crew. You know the scene: you rock up for load-in at a big Jozi venue, and before your first case hits the floor someone in a hi-vis vest asks for your COC. No COC, no power. Sometimes no gig.
That's not the venue being difficult. Big events in SA run under SASREA, the Safety at Sports and Recreational Events Act. The paperwork chain runs from SAPS and the city, through the organiser and their safety officer, down to you. Here's what's in that chain and how to be the vendor who's always ready.
Why SASREA lands on your table
SASREA covers events at stadiums and venues certified for 2,000+ spectators, plus events along a route like fun runs and races. Heads up: that's the venue's certified capacity, not the number of guests. A 600-person year-end in a big convention centre can still be a SASREA event.
For every event under the Act, even low-risk ones, the organiser must appoint a safety officer and have a written safety plan covering safety, security, crowd management, parking and emergency medical measures (s4(9)). In Joburg, the organiser then takes a whole file to the city's Joint Operations Committee (JOC). That file includes certificates of compliance, approvals for temporary structures, public liability, gas plans and Certificates of Acceptability for caterers. A lot of that file is your paperwork.
Planners, if you're reading over a vendor's shoulder: the organiser side is covered in SASREA for corporate events.
Who needs what: by vendor type
| You are… | Docs you'll typically be asked for |
|---|---|
| Sound, lights, AV, DJ with own rig | Electrical COC, generator COC and service history, tested and tagged leads, public liability |
| Rigging and staging crew | Rigging plan, WLL/SWL-marked gear, lead rigger's sign-off letter, structural engineer's certificate for temporary structures, method statement, fall arrest |
| Food truck or caterer | Certificate of Acceptability, LPG COC, the right extinguisher plus fire blanket, public liability |
| Mobile bar | Liquor permit, public liability, extinguisher |
| Décor and draping | Flame retardant certificate, rigging plan for anything suspended |
| Security or medics | PSIRA registration (security), HPCSA registration (medics), public liability |
Where this comes from: the City of Johannesburg's events guidelines and a real venue rulebook, the CTICC's Event Safety & Security Manual, which says it's based on SANS 10366, the national standard for health and safety at events. Every venue writes its own rules, so treat this as what safety officers typically ask for. Always ask for the venue's own list.
The checklist
Tick what's in your folder. Anything left unticked is a conversation to have with the organiser before the gig, not at the gate.
The big ones, explained
Public liability insurance
It's on Joburg's JOC checklist, and big venues take it seriously. CTICC sets a minimum of R10 million for appointed safety, security and medical companies. Other vendors get asked case by case, so ask the organiser what cover they need from you and get your certificate ready.
Electrical COCs
Joburg asks for a compliance certificate for electrical work, plus a COC and service history for rented generators. CTICC wants a COC for any connection to its power, installs done by a licensed electrical contractor, and portable gear tested and tagged under SANS 10142.
Rigging and structures
Expect to hand over a rigging plan showing weights and anchor points (CTICC wants it 14 days ahead), gear marked with its WLL or SWL, and a letter from your lead rigger confirming the rig is secure. Temporary structures need approval. At CTICC that means a structural engineer's appointment before the build and a signed certificate once it's up.
Method statements and PPE
CTICC makes a Safe Work Method Statement mandatory for scissor lifts and elevated work platforms. Everyone wears hi-vis and closed shoes during load-in and load-out. Riggers wear hard hats. Anyone working at height uses a harness or fall arrest.
Fire extinguishers
CTICC's rule for catering stands is a good benchmark: 2 kg dry powder if you're not cooking, 4.5 kg dry powder plus a fire blanket if you are, and 9 L foam plus a fire blanket for deep-frying.
Running a bar or food truck? Your liquor paperwork is a whole separate story. Read mobile bar and food truck liquor permits in Gauteng.
Video: Safety Inspection and Enforcement at Events (SACIA) (YouTube)
Pro moves that get you rebooked
- One folder, two formats. PDFs on your phone, printed copies in the bakkie. Signal at venues is never guaranteed.
- Send docs with your quote. Organisers have JOC deadlines (30 days out in Joburg, three weeks in Tshwane), so they need your stuff early.
- Check expiry dates on insurance, extinguisher services and registrations before every season.
- Brief your crew on PPE before load-in. One guy in slops can hold up the whole team.
- Skill up. Our free crew training covers site safety, event power and cable discipline.
Big events start with the organiser's paperwork. Our friends at B&W Productions break down the producer's side in their SASREA event safety guide. Season's coming: check the 2027 vendor calendar.
Frequently asked questions
What safety documents do event vendors need in South Africa?
It depends on the venue and what you do. The documents safety officers commonly ask for include public liability insurance, electrical COCs (and generator COCs), rigging plans and sign-offs, structural certificates for temporary structures, method statements for work at height, Certificates of Acceptability for food, LPG COCs and the right fire extinguishers. Always ask for the venue's own list.
Does SASREA apply to me as a vendor?
SASREA puts the main duties on the event organiser. The organiser must appoint a safety officer and have a safety plan for every event under the Act. Your documents feed into that plan and into the city's JOC file, so in practice you'll be asked for them.
Does SASREA only apply to events with 2,000+ guests?
No. The 2,000 figure is the venue's spectator capacity as certified by the local authority, not the number of guests. Events along a route, like fun runs, are also covered.
How much public liability cover do I need?
There's no single figure in SASREA. CTICC, for example, requires at least R10 million for appointed safety, security and medical companies. Ask each organiser what they need from you.
What fire extinguisher does a food truck need at an event?
Venue rules vary. CTICC's benchmark is a 4.5 kg dry-powder extinguisher plus a 1 m² light-duty fire blanket for cooking, and a 9 L foam extinguisher plus fire blanket for deep-fat frying. Non-cooking stands need a 2 kg dry-powder extinguisher.
Paperwork sorted? Get the briefs.
Free to list. You set your rates. Payouts land the Friday after each event. Real Gauteng corporate briefs from January 2027, run with the B&W Productions crew.
Apply as a vendor →Keep reading
Sources
General info, not legal advice. Rules, venue requirements and municipal processes change. Check with the event's safety officer, the venue or a qualified professional before the gig.