3.2 There needs to be agreement between the PO, the LPA and the Inspector on the extent of the PO’s role. In some cases POs organise and administer the whole process themselves, leaving the LPA to produce Core Proofs/topic papers and response statements to representations seeking changes (see para 3.3.6 PINS DPD guide). This means finding and booking the Pre-examination Meeting (PEM) and Examination venues, booking any catering facilities, clearing rooms at the end of each day, dealing with facilities management in finding and equipping the Inspector’s office, security implications for visitors, parking facilities for participants etc.

3.3 In other cases the LPA organises these functions, leaving the PO to administer the examination process. There are advantages to each option, and respective areas of responsibility must be clarified. At an early stage, it is critical for the PO to establish a rapport with the LPA team as there will be daily contact with them.

3.4 In essence the PO’s role is to:

Establish appropriate filing systems;
Set up and maintain the Examinations library (see PINS DPD guide para. 3.3.5;
Familiarisation and use of the Examination database (see PINS DPD guide 3.3.1 and 3.3.3).
Liaison with those making representations on the DPD.
Preparation and management of the Examination programme.
Organisation of the PEM (see section 2.2.1-2.2.4 PINS DPD guide).
Receipt and recording of documents to be considered by the Examination including written representations, and sending reminders for non-receipt of documents within set deadlines.
Organise and manage the use of the Examination venue (see para D18 PPS12. See also The Planning Inspectorate ‘Examinations Facility Note’).
Notify relevant parties of the closure of the hearing sessions of the Examination.
Arrange for hand-over to the LPA on a timescale agreed with the Inspector.