Alcohol Licensing

Designated Premises Supervisor (DPS): Role, Responsibilities and How to Change One

What the DPS does, who can be one, what the law expects of them, and how to vary the DPS when a manager leaves

Every premises licence that authorises the sale of alcohol must name a designated premises supervisor, always shortened to DPS. The DPS is the personal licence holder with day-to-day responsibility for how alcohol is sold at that premises, and the person the police and the licensing authority will look for first when something goes wrong. It is a role, not a job title: the general manager is often the DPS, but so is the owner of a small restaurant, and in a hotel it may be the bar manager. This article sets out who can be the DPS, what the law expects of them, whether they must be present, and how to change the DPS when the manager moves on.

Key takeaways

Every alcohol licence must name a DPS: a personal licence holder with day-to-day responsibility for alcohol sales at that premises.

One person can be DPS at one premises only, and must consent in writing.

The DPS need not be present for every sale but must authorise staff in writing and be in effective control.

Changing the DPS is a £23 variation that can take immediate effect; keep a second licence holder so there is never a gap.

Who Can Be the DPS

The DPS must hold a personal licence and must consent in writing to being named on the premises licence. One person can be DPS at only one premises at a time, which is the rule that catches small groups trying to put one manager on every licence. There is no requirement for the DPS to be an employee, a director or the licence holder, and there is no requirement for them to live locally, but there is a strong expectation that they are genuinely in charge of alcohol sales at that place rather than a name on a form. Community premises such as village halls can apply to remove the DPS requirement entirely and make the management committee responsible instead.

What the DPS Is Responsible For

The Act does not list duties, but guidance and enforcement practice are consistent. The DPS is expected to know the licence and its conditions, to make sure alcohol is only sold when a personal licence holder has authorised the sale, to run the age verification policy, to prevent drunkenness and disorder, to ensure staff are trained and to be the contact for the police and licensing officers. In practice the DPS signs the written authorisations that let non-licence-holding staff serve, keeps the refusals log and incident book, and makes the call on refusing service or closing early. If the licensing objectives are being undermined, the DPS is the individual the authorities engage with, and their conduct is what a review hearing examines.

Does the DPS Have to Be on the Premises?

No. The law requires that every alcohol sale is made or authorised by a personal licence holder, not that the DPS is present. A DPS can authorise named staff, or all staff in a role, in writing to sell alcohol in their absence. The authorisation should be specific, dated, signed and kept on the premises, and the staff covered should know they are covered and what the conditions are. What the authorities do expect is that the DPS is regularly at the premises and in effective control. A DPS who is never there, or who is DPS in name while somebody unlicensed runs the venue, invites a review.

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Changing the DPS

When the DPS leaves, the premises licence holder applies to vary the DPS with the new person's consent form, a copy of their personal licence and the £23 fee. The application can be given immediate effect, so the new DPS is in place the day the form goes in, which is the way to avoid a gap during which no alcohol can be sold. The police have 14 days to object in exceptional circumstances relating to crime and disorder. Copy the application to the police and the outgoing DPS at the same time. If the DPS leaves suddenly and there is no replacement personal licence holder, the venue cannot lawfully sell alcohol until one is named; that gap is the reason for having a second personal licence holder on the team.

What to do next

Write and date the staff authorisations

A signed authorisation naming the staff or roles allowed to sell alcohol in the DPS's absence, kept behind the bar, is what an officer asks to see.

Pre-fill the DPS variation for your deputy

Keep the consent form and a copy of the deputy's personal licence ready so the variation can go in with immediate effect on the day it is needed.

Common mistakes to avoid

Mistake

Leaving a departed manager as DPS for weeks

Instead

A DPS who no longer works there is a breach of the mandatory condition and leaves nobody in control. Vary the DPS on their last day, with immediate effect.