📁 Compliance & certificates

The paperwork somebody official will one day ask to see: the insurance schedule, the premises licence, the gas safety certificate, the electrical condition report, the fire risk assessment, the music licence, the CASC or charity registration.

Why this is not the Club Checks screen

A check recurs; a certificate ends. Club Checks answers “when was the fire alarm last tested” — it repeats, and being a fortnight late is untidy. An insurance policy has a hard end date, and the morning after it the club is uninsured. Those are different questions and they get different screens.

What each entry holds

What it is, who in the club owns it, the insurer or authority, the policy or certificate number, when it was issued, when it runs out, what renewal costs, and the certificate itself attached. Some things do not expire but should be looked at again — a fire risk assessment stays the club’s assessment until it is reviewed — so there is a separate review date for those, and a “no expiry” state for a personal licence.

Being told in time

Warnings go out 60 days, 30 days and 7 days before, on the day, and once after. To the person who owns the item and to the club address — an entry with nobody named still warns somebody, because a policy must not lapse in silence because a dropdown was left empty. Renewing it starts the warnings again with nothing to reset.

Anything close or already past appears on the Pavilion dashboard, worst first, and the panel is not there at all when there is nothing to say.

The starter set

Fifteen entries most UK clubs turn out to hold are offered rather than created, and they arrive with no dates on them: an invented expiry date is worse than a blank one. Add the ones that apply and delete the rest.

Files are stored privately with unguessable names and are served only to somebody signed in with permission — a compliance folder at a public web address is a list of everything the club is insured for.

Common questions

Why can I not delete an entry?

An entry with dates or files on it is retired rather than deleted, so last year’s certificate is still there when the insurer asks what cover was in force in March. A suggested entry nobody ever filled in is deleted outright.

Does Pavilion tell me what we are legally required to hold?

No, and it deliberately does not try. The wording throughout is “most clubs hold”, not “you must” — what a club needs depends on whether it serves alcohol, employs anybody, has juniors, and where it is: Scotland and Northern Ireland differ from England and Wales. Ask your county association or your insurer.

Our personal licence has no expiry date.

Correct in England and Wales — personal licence expiry was abolished by the Deregulation Act 2015. Tick no expiry and it stays on the register as evidence you hold one, without ever nagging.